Sharing school staff calendars

Here is a way to share Google Calendars so that school staff can add events and make changes anywhere, anytime.  Each member of staff shares their calendar with colleagues.  Each event is marked with the email address of the person who creates it and the event is visible and editable by any other member of staff.   This approach also allows one ICT facilitator to set up the mutual sharing of all calendars provided each member of staff sets their calendar permissions to allow the ICT facilitator to “Make changes AND manage sharing”.


First choose “Settings” under “My Calendars”. (Double click images in this post to see larger versions.)

Then choose “Share this calendar” (or “Shared: Edit settings” if the calendar was previously shared).


Then follow the four steps below:

1. Choose “Make changes AND manage sharing” (This is a privelege for trusted colleagues only).

2. Enter the email address of the person you wish to share the calendar with.

3. Choose “Add Person” or select the person’s email address if it is recognised as you type.

4. Choose “Save”

_2agoogle calendar sharing

Once you have allowed an ICT facilitator to manage your calendar sharing, he or she can go through the process of seeing that your calendar is shared with each colleague and that each colleague’s calendar is shared with yours.  You can do this yourself if you share your calendar using the process above for each colleague and each colleague shares his or her calendar with you.  (For an alternative approach, see ‘Creating a shared Google calendar for school events’ above.)

One thought on “Sharing school staff calendars

  1. After trying this approach for a while I think its disadvantages outweigh its advantages.
    Staff only manage one calendar and don’t need to select a calendar when making an appointment.
    The creator of each calendar event is visible to all staff.
    Staff can’t use their calendar for personal appointments (unless they want everyone to see them)
    There is a long list of calendars in the My Calendars list and it’s easy to accidentaly switch one off.
    It takes time to setup.

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