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Letting a colleague see your diary
Who can see your meetings, how to share yours, and how an owner or admin shares somebody else’s.
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Your diary is private. Only you, the people you have shared it with, and your company's owners and admins can see the meetings in it. Nobody else at your company can, however long they have worked there.
Sharing yours
Who can see this diary is a panel on Bookings, Availability, under the Schedule settings tab. It lists whoever can see your meetings today, then lets you add somebody:
- Share with, the colleague.
- What they can do: See my meetings, or See and change my meetings.
- Press Share.
Choose See and change my meetings only for somebody who runs your diary. Cancelling or moving a meeting emails the client, so it is not a quiet change.
The panel also lists your company's owners and admins under Always. They can see and change every diary in the company because of their role, and that cannot be removed here.
Stopping
Remove on a row, then Stop sharing. They stop being able to see your meetings straight away. Anything they did while they had access stays in the record.
Sharing somebody else's
An owner or an admin can share any diary, which is what makes covering for somebody who is away actually work: the person who is off cannot grant it once they have gone.
Settings, Scheduling, Diary access. Under Share somebody's diary, choose Whose diary, Share it with and What they can do, then press Share diary. Everything currently shared is listed underneath, grouped by whose diary it is, with Remove on each row.
A member who opens that screen is told that only an owner or an admin can share somebody else's, and pointed at the panel where they can share their own.
Three things people expect and do not get
- Sharing goes one way. You sharing your diary with a colleague does not share theirs with you. They have to share it back.
- It does not pass on. Somebody who can see and change your diary cannot share it with a third person. Only you, and your company's owners and admins, can do that.
- Changing what somebody can do is two steps. Remove them, then share it again at the other level.
What a colleague sees
Everything on the meeting: the title, the client and the answers they gave on the booking form. A diary showing only "busy" is not one anybody can cover from.
What stays yours in every case is your booking links, your working hours, your booking address and your calendar connection. Those are personal to each host, and the screens say so when you are looking at somebody else's diary.
Where a shared diary shows up
In Whose meetings on the list and Whose calendar on the calendar, under Bookings, Schedule. Pick a name to see one person, or Everyone for the whole firm at once. See Your diary.