5.5. Share Your Calendar and Run Group Calendars for On-Call and Office Events

Dispatchers and service managers schedule on behalf of technicians every day, and teams need shared places for on-call rotations, office closures and maintenance windows. Calendar sharing covers both: a person decides who can see or edit their calendar, and group calendars hold events that belong to a team rather than to anyone's personal schedule.

Share your calendar

Each user controls their own calendar. Nobody can grant access to it on their behalf.

Figure 1: Open sharing from the Schedule sidebar, directly above My Calendar.

1. Open Schedule from the sidebar and click Share my calendar above My Calendar.
2. Under Add a person or team, pick a colleague or a whole team. Sharing with a team keeps up with membership changes automatically.
3. Choose the access level for each entry:

1. Click Save. The dialog lists everyone your calendar is shared with; remove an entry to revoke access.

A practical setup for a small MSP: share with the Dispatch team at Edit so whoever is on dispatch can book you, and with everyone else at Free/busy so the team can find a slot without reading your appointments.

What sharing does not change

• Your own entries are always yours; sharing never hides them from you.
• Private entries stay hidden at View details. Only Edit access shows everything.
• Technician Dispatch and Compare All still show technicians according to their own permissions; calendar sharing adds access, it does not remove any that a dispatcher already has.

Group calendars

A group calendar is a calendar nobody "owns" personally: on-call rotations, office closures, maintenance windows, training days. It appears under Group calendars in the Schedule sidebar for its members.

Figure 2: Members see the calendar in their sidebar; the creator can manage it.

1. On Schedule, click New group calendar at the bottom of the sidebar (or the + next to Group calendars).
2. Enter a Name such as "On-call rotation" or "Harbor Clinic maintenance windows", an optional Description, and pick a colour so its events stand out.
3. Under Members, add the people or teams who should see it. You can manage the calendar as its creator.
4. Click Create calendar.

Select the calendar in the sidebar to show its events alongside your own, and add entries to it the same way you add to your own calendar.

Sharing and external calendars

If you sync AlgaPSA with Google Calendar or Microsoft 365, sharing rules carry through:

• Entries you can only view are synced read-only; an edit made in the external calendar is reverted rather than written back.
• Deleting an entry externally that you do not have Edit access to does not delete it in AlgaPSA.
• Events that come from a group calendar show the group calendar's name on the synced copy, so a technician can tell an on-call shift from a client visit in their phone's calendar.
• Archiving a group calendar removes its events from members' synced calendars; restoring it brings them back.

See Google Cloud connector settings for the Google side of the sync.

Related

• View your schedule
• Technician Dispatch board
• Add schedule entries