Version: 5.7

Sharing Calendars

A user can decide to share his calendars, whether the main calendar or his secondary calendars, with other users so that they can invite him, view his availability or manage his appointments, depending on the level of rights assigned.

It is also possible to share a calendar with external users so that they can consult it in the application of their choice.

delegation on the default calendar

You can grant a user additional permissions on their default calendar so that they can manage invitations from the mail app by designating them as a delegate. For further information on managing invitations via the mail app, see page Delegating invitation management.

The delegate's default calendar sharing level can be assigned from either the "Delegations" or "My calendars" tabs. The modification is automatically taken into account. For more information on creating and managing delegations, see Manage delegations.

Access rights management for calendars is done in agenda settings, by going to Preferences > Calendar > My calendars

For each personal calendar, two options are available: share or publish the calendar.

The "Share" option allows you to give access to the calendar to a specific entity - an internal user, a group, a shared mailbox or an external user - and to choose the desired level of access rights.

To do this, position yourself on the calendar then click on "Share" in the menu to open the pop-up window.

In the share popup window :

search for user or user group in the search bar by typing the first few letters - autocomplete will suggest all available users

💡 To share a calendar with an unregistered external user, enter their address.
For further information on external shares, see the paragraph Share externally.
select the level of sharing required

ℹ️ Sharing rights levels differ depending on whether users are internal or external, and whether they use the main calendar or secondary calendars.
For further information on sharing levels, see paragraphs Share internally and Share externally.
click Save
close the window by clicking on the cross

Publish calendar option

The "Publish" option allows you to create a sharing link not linked to an e-mail address. In other words, anyone with the link can add the calendar to the application of their choice, such as Gmail or Outlook, to view it.

personal sharing link

To generate a share link that can be used by a specific external user, use the "Share" option. For further information see the paragraph Share externally.

To do this, position yourself on the calendar then click on "Publish" in the menu to open the pop-up window.

In the pop-up window :

click on "Generate a link" next to the desired option:
- Link to public events only
- Link to public and private events
ℹ️ For further information on displaying public and private events see the paragraph Share externally

Once the link has been generated, the link communication options are displayed
communicate the link by:
- click on the "copy" icon to send it by the means of communication of your choice
- click on "Send by email" to open the sharing popup window
  - search in the search bar by typing the first few letters - autocomplete will suggest all available users, or by typing the address of an external, unregistered user
  - click on "Share" to send an automatic message and close the popup window
click on "Done" to close the "Publish" popup window

The user receives a link enabling him to download an .ics file containing all the events in the calendar and add them to his own application. Please refer to the application documentation for further details.
The user can then view calendar events read-only. They cannot be modified, deleted or added to.

To delete a share link, click on the icon in the "Publish" popup window.

Once an internal user - or group of users - has been selected, it appears in the "Within my organization" section.
The next steps are to define the desired access level for the main calendar or secondary calendars, then save to activate sharing.

"Any user in my organisation" corresponds to the public share of the calendar.

The chosen level of rights determines the minimum level that will be applied to all users in the domain.

No user can be assigned a lower level than this. If necessary, a warning message appears.

Modify the user rights levels indicated by the icon or click on "Delete rights with no effect" to remove them from the list and assign them the public sharing rights level.

Its main calendar

A user can manage access to his or her calendar, allowing or denying invitations, sharing appointments, or even delegating rights management to another user.

The levels of sharing rights are :

Cannot invite me to a meeting" ⇒ minimum public sharing - Users of the organization cannot view the calendar or invite the user. When the organizer of a meeting invites the user, the user does not receive the invitation and the event does not appear in his/her calendar. The organizer receives a notification that the user cannot be invited.

This right is only available to Any user in my organization. It deletes the public share.
Can invite me to a meeting ⇒ Minimum sharing - The selected user(s) cannot see the user's calendar but can invite him/her. Autocomplete will suggest your name in the attendees box when this user creates an event.
Can invite me and view my availability ⇒ sharing with restricted reading rights - Selected user(s) can view the calendar and invite the user. All calendar events will appear with the word "private" in place of the title, and with no details other than day, time and duration. For further information see Sharing availability.
Can invite me and view my appointments ⇒ share with read rights - Selected user(s) can view the calendar and invite the user. Private events will be shown with the title "private" and with no details other than the date, time and duration.
Can edit my appointments ⇒ share with write access - In addition to the above right, the selected user(s) can accept and edit the user's appointments from the Diary.
- Private events will be shown with the title "private" and with no details other than the date, time and duration.
- Delegates can receive and reply to invitations via their mailbox. For more information on creating and managing delegations, see Manage delegations.
Can edit my appointments and manage my shares ⇒ share with management rights - In addition to the above rights, the selected user(s) can themselves grant sharing rights to the user's calendar and view or edit details of the user's private appointments.

To remove rights from a user or group, click on the cross. The latter is then removed from the list and assigned the level of public share.

Then click on Save to save your changes. The user then receives an e-mail notification.

Close the share window by clicking on the cross.

Its secondary calendars

In addition to their default calendar, users can share all their secondary calendars with other members of the organization.

The levels of sharing rights are :

Has no rights ⇒ Minimum public sharing - Organization users cannot view the user's calendar.

This right is only available to Any user in my organization. It deletes the public share.
Can view my appointments ⇒ share with read access - Selected user(s) can view the user's calendar. Private events will be shown with the title "private" and with no details other than the date, time and duration.
Can edit my appointments ⇒ share with write access - In addition to the above right, the selected user(s) can accept and edit the user's appointments from the Diary. Private events will be shown with the title "private" and with no details other than the date, time and duration.
Can edit my appointments and manage my shares ⇒ share with management rights - In addition to the above rights, the selected user(s) can themselves grant sharing rights to the user's calendar and view or edit details of the user's private appointments.

To remove rights from a user or group, click on the cross. The latter is then removed from the list and assigned the level of public share.

Then click on Save to save your changes. The user then receives an e-mail notification.

Close the share window by clicking on the cross.

external ics calendar

Sharing an external calendar (a calendar to which you have subscribed) is done in the same way as for any secondary calendar.

However, "external ICS" type calendars are synchronized in read-only mode. Although write and manage rights are proposed in the list, they cannot be applied: any modifications or creations that may be carried out by the designated user will disappear the next time they are synchronized.

availabilities

A secondary calendar cannot be used to invite a user. However, it is possible to add it to your availabilities. For further information see Sharing availability.

The main calendar and secondary calendars can be shared externally via a public or private address.

During user selection, external addresses selected – or entered if the user does not exist – in the search bar are automatically added to the “Outside my organisation” field.

The next steps are to define the sharing level for each external user, then save to generate the link.

The levels of sharing rights are :

Can see my public appointments only: People with this address can view the calendar, including all public event details but private events will only appear as "busy".
Can see private appointments: People with this address will be able to view the calendar, including all event details (public and private).

To automatically notify external users, check the "Notify users with new rights by message" option before saving changes.

Finally, click on Save so that the rights assigned or modified are taken into account.

A link specific to each user is then generated. Please note, however, that anyone in possession of the link can access the calendar information.

To transmit the share link to the user via their own means of communication, or to send it back to them at a later date, position yourself on their email address and click on "Copy share link".

Close the share window by clicking on the cross.

modification of rights

When rights are modified, the sharing link changes. The new link must be sent back to the external recipient so that they can continue to access the calendar.

To delete a share, click on the cross on the corresponding line.

generic link

To create a generic sharing link, i.e. not specific to a user, use the "Publish" option. For further information see the paragraph Publish calendar option.

Sharing your availability

The BlueMind Calendar lets you share your availability with other members of the domain, so that they know when you're free or busy, without having access to the details of your appointments.

From its main calendar

This restricted access is set in the main calendar share - the only calendar that allows you to be invited - by assigning the "Can invite me and view my availability" right level to selected domain members. For further information see main calendar sharing right levels

With this sharing level, selected members can :

view free or occupied slots in the availability search tool when creating an appointment.
For further information see Check availability
display the user's calendar in their Calendar view. Events are then visible with the simple mention "Busy":

Attempt

When events are awaiting a response from the owner, they appear surrounded by dotted lines with the label "Tentative" :

From its secondary calendars

Appointments from secondary calendars can be taken into account in the availability display.

To do this, go to the calendar menu and click on "Manage availabilities" to open the popup window:

You can then search for and add one or more of your personal calendars:

In the view of a user with the "Can invite me and see my availabilities" right, occupied slots will be displayed in complete confidentiality, regardless of the user's agenda: