(See also: How to Access the organization admin portal)
The Manage Users Panel allows organization administrators to provision and delete user licenses. Provisioning a license includes:
- setting the sync connection limit
- setting an access control policy that determines the information the user can sync between calendars; and
- (optionally) making one or more calendar accounts accessible to the user, without the user having to manually add them.
After the administrator has provisioned a user’s license, the user will manage her own sync connections (within the confines of the selected access control policy) and scheduling links via her own CalendarBridge dashboard.
Provisioning a User License
1. Enter the user’s email address in the User Email text box (4A). This is the email address with which the user will login into to her CalendarBridge dashboard.
2. Choose, in dropdown (4B), the number of sync connections that user will be permitted to create. The number of sync connections determines the price for the user’s license. Note that the billing term (monthly or annually) must be the same for all users in the organization.
3. (Optional) Make one or more calendar accounts available on the user’s dashboard. If tenant-wide authorization was granted for your Google or Microsoft tenant, you additionally have the option of using control (4C) to add calendar accounts to the provisioned user’s CalendarBridge account. In general there are two reasons to add calendar accounts via the Manage Users Panel:
- 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.
- 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 associated with the calendar account into (4C) and then click “Add Calendar Account” (4D).
4. Configure an access control policy for the user. The access control policy set via controls (4E) will apply to all sync connections created by the user. 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.”
- 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).
- 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.
- 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).
- 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).
- 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.
- 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.”
5. Confirm configuration and provision license.
When all of the above is set, click “Add User” (4F) 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 (4H and 4J), and a button (4I) 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 getting started guide.