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Group Admin Documentation
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Account Setup - Managed Users
Account Setup - Managed Syncs
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Managing Group Licenses

Table of Contents

Purchase additional licenses

1. Go to the Manage Billing tab of the admin portal

2. Increment the number of available seats for the particular license(s) you want to purchase using the plus buttons and then click “Add/Remove Seats”

3. Click “Confirm”

Your card will be billed an amount that is pro-rated based on the time remaining in the current billing cycle.

Assign a user license / Add a user

If you do not have any available user seats/licenses, you will first need to purchase additional licenses, as described above.

A user license is assigned by adding a user to the group account. (There is no concept of an unlicensed user in CalendarBridge).

If you have at least one available user license/seat, the manage users panel will include an “Add User” section:

1. Enter the user’s email address in the User Email text box. This is the email address with which the user will login into to her CalendarBridge dashboard. It has no impact on which calendars the user will be able to connect to CalendarBridge.

2. In the “Plan” dropdown, choose the license to assign to the user.

If you have an authorized domain (see {{Manage Domains}}), you additionally have the option of pre-connecting one or more calendar accounts to the new user’s CalendarBridge account.

3. (Optional) Preconnect a calendar account on an authorized domain

In general there are two reasons to add calendar accounts via the Manage Users Panel:

  1. It streamlines the setup process for the user because she does not have to manually add the calendar accounts when she first logs into her CalendarBridge dashboard.
  2. It enables adding calendar accounts for which the user does not have the credentials (e.g., A boss’s calendar could be added to her assistant’s dashboard without having to give the assistant the boss’s password).

To add a calendar account for the user, enter the email address of the calendar in the address field below “Include Managed Calendar Accounts for User”, then click “Add Calendar Account.

4. Configure an access control policy for the user. The access control policy set via controls will apply to all sync connections created by the user. The available options are:

  • Free/Busy only – The user will not be able to sync any event details. Event copies will simply have the subject “Busy” and serve to block off time on the destination calendar.
  • All Fields – The user will be able to sync all fields. See the field descriptions below.
  • Custom – You can individual select which fields the user will be allowed to sync. Unchecking all boxes is equivalent to “Free/Busy only.” Checking all boxes is equivalent to “All Fields.”  Here is a link to the {{descriptions of the various fields}}.
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5. Confirm configuration and provision license.

When all of the above is set, click “Add User” to provision the license and trigger an invite email to the user.

The user will then appear at the bottom of the Manage Users Panel along with an indication of which plan they have been assigned, their access control policy, buttons for editing or deleting their license, and a button to re-send the invite email.

Once you have added a user, the user will receive an invitation email informing them that an account has been created. They can then login and set up their account following the {{user documentation}}.

Unassign a user license / Delete a user

To unassign a user license – and return it to the pool of available licenses – delete a user from the Manage Users tag of the admin portal.

At the bottom of the Manage Users panel, is a list of the licensed users. Find the user you wish to delete, and click the ‘Delete’ button.

A confirmation window will popup. Click ‘Delete’ to delete the user and return the licenses to the pool of available licenses.

After deleting the user, the license will return to your available licenses. If you will not be reassigning the license, remove the license (instructions below) to avoid being billed for it at the next billing cycle.

Assign a sync license / Create a managed sync connection

If you do not have any available sync seats/licenses, you will first need to purchase additional licenses, as described above.

A sync license is assigned by creating a sync connection. (There is no concept of an unlicensed user in CalendarBridge).

If you have at least one available sync license/seat, the manage syncs panel will include an “Add Sync” section:

Manage syncs panel

Configure source calendar

If you are creating a 1-way sync connection, the source calendar is the calendar you want events to be copied from. If you are creating a 2-way sync connection, you can pick either of the two calendars you want to sync.

To configure the source calendar:

1. Enter the email address associated with the calendar in control 5A. Type the username portion into the textbox and select the domain using the dropdown.

2. Select the desired calendar in dropdown 5B.

Note about calendar names: For Microsoft accounts, the primary calendar for the account is always named “Calendar,” secondary calendars can be whatever the user named them. For Google accounts, the default name of the primary calendar is the account email address. Google does, however, allows users to rename their primary calendar, so the name of the primary calendar may be something other than the email address.

3. Select source calendar time zone (Microsoft Calendars only).  If the source calendar is a Microsoft calendar, here (5C) you have the option to enter the time zone of the calendar. If the source calendar is a Google calendar, the time zone is detected automatically.

Configure destination calendar

If you are creating a 1-way sync connection, the destination calendar is the calendar you want events to be copied to. If you are creating a 2-way sync connection, you can pick either of the two calendars you want to sync.

To configure the destination calendar:

1. Enter the email address associated with the calendar in control 5D. Type the username portion into the textbox and select the domain using the dropdown.

2. Select the desired calendar in dropdown 5E.

Note about calendar names: For Microsoft accounts, the primary calendar for the account is always named “Calendar,” secondary calendars can be whatever the user named them. For Google accounts, the default name of the primary calendar is the account email address. Google does, however, allows users to rename their primary calendar, so the name of the primary calendar may be something other than the email address.

3. Select destination calendar color. With control 5F, you can select the color of event copies on the destination calendar. If you don’t select a color, event copies on the destination calendar will have the default color of the destination calendar (set natively in Google or Outlook).

Configure privacy settings for the sync connection.

The controls (5G) enable configuring the privacy options for the sync connection. The available options are:

  • Free/Busy only – No event information will be synced from source calendar to destination calendar. Event copies will simply have the subject “Busy” and serve to block off time on the destination calendar.
  • All Fields – All information will be synced from source calendar to destination calendar. See the field descriptions below.
  • Custom – You can individual select which fields to sync using the checkboxes. Unchecking all boxes is equivalent to “Free/Busy only.” Checking all boxes is equivalent to “All Fields.”

Field descriptions:

    • Subject
      • If this box is checked, the subject of events will be copied from the source calendar to the destination calendar. If this box is unchecked the subject of the event copies will simply be “busy.”
      • If you check this box, but want your event copies to show as “busy” in Outlook Scheduling Assistant and Google Find a Time, use the “All Private” option (discussed below).
    • Attendees
      • If this box is checked, the attendees of events will be copied from the attendees field of source calendar to the description field of the destination calendar. Attendees are not copied to the attendees field of event copies to avoid the potential for invites and event updates being sent from the wrong calendar.
    • Description
      • If this box is checked, the subject of events will be copied from the source calendar to the destination calendar. If this box is unchecked the description in the event copy will be left blank.
      • If you check this box, but don’t want the description to show in Outlook Scheduling Assistant and Google Find a Time, use the “All Private” option (discussed below).
    • Location
      • If this box is checked, the location of events will be copied from the source calendar to the destination calendar. If this box is unchecked the location field of the event copy will be left blank.
      • If you check this box, but don’t want the location to show in Outlook Scheduling Assistant and Google Find a Time, use the “All Private” option (discussed below).
    • Conference
      • If this box is checked, web conference details generated by Google Meets, Microsoft Teams, Skype, and Zoom add-ins/extensions will be copied into the description of the event copy. If this box is unchecked, web conference details generated through these add-ins/extensions will not be added to event copies.
    • Reminders
      • If this box is checked, the default reminder settings of the destination calendar will be applied to event copies. If this box is unchecked event copies will have no reminders set by default.
    • All Private
      • If this box is checked, then all event copies will be marked as private such that other users in your organization will see your event copies as simply “busy” in the Outlook Scheduling Assistant and Google Find a Time features.
      • Note: As explained by Microsoft (here):
        “If you share your Calendar, Contacts, or Tasks folders with one or more people who have Read permissions, the Private feature will not prevent them from seeing the details of your appointments. In addition, anyone with Read access to your folders could use programmatic methods or other email applications to view the details of your private items.”

 

Configure event subject tags

By default, CalendarBridge adds “(copy)” to the subject of event copies. If you would like to replace “(copy)” with some other text (e.g., some text that indicates the calendar that the event came from), type that text in textbox 5H. Note: event subject tags are not configurable for users on a free trial. This is to prevent confusion and aid in troubleshooting new sync connections. Once the trial converts to paid you can create sync connections with a custom (or no) tag.

 

Disable tagging of event copies (not recommended)

By default, CalendarBridge adds “(copy)” to event copies on destination calendars. If you would not like CalendarBridge to add any tag to the subject of event copies, check box 5I. This is not recommended because it can quickly become confusing as to which events originated from which calendar. If your concern is that “(copy)” looks strange to coworkers, the recommended approach is to use the “make private” setting instead. If you are sure you want to disable tagging of event copies, then it is recommended to at least set a custom color for event copies (steps 5c and 5e, above). Note: disabling subject tags is not available for users on a free trial. This is to prevent confusion and aid in troubleshooting new sync connections. Once the trial converts to paid you can create sync connections with a custom (or no) tag.

Confirm configuration and create sync connection

When all of the above is configured as desired, click 5J to create the sync connection. Events will begin syncing within minutes. Sync creation generally completes within 5 or 10 minutes but can take up to 1 hour for calendars with large numbers of events and/or during periods of high usage.

Unassign a sync license / Delete a managed sync connection

To unassign a sync license (and return it to the pool of available licenses) simply delete a managed sync connection. Here’s how:

At the bottom of the Manage Syncs panel is the list of sync connections created via the Manage Syncs panel. To delete a sync connection, click the three dots on the connection and then click delete.

When deleting a sync connection, CalendarBridge attempts to remove all the event copies we have made for that sync connection. This can take anywhere from 2 to 20 minutes, depending on how many events are on the calendar.

If we no longer have access to the destination calendar, the delete will fail.  When a delete has failed, clicking the menu again will have two options:

1. Force delete.  This will delete the sync connection from our database but leave the event copies on the destination calendar (the user would need to manually delete them, if desired).

2. Delete. This allows you to re-try the regular delete after reconnecting the destination account. If we still cannot access the destination calendar, the delete will fail again.

After deleting the sync connection, the license will return to your available licenses. If you will not be reassigning the license, remove the license (instructions below) to avoid being billed for it at the next billing cycle.

Remove a license for next billing cycle

1. Go to the Manage Billing tab of the admin portal

2. Decrease the number of available seats for the particular license(s) you want to remove using the minus buttons and then click “Add/Remove Seats”

3. Click “Confirm”

At the next billing cycle you will be billed based on the reduced number of licenses.