Control access to your calendar & individual events

Created by Johnny Campbell, Modified on Wed, 20 Jul, 2022 at 10:38 AM by Johnny Campbell

When you share your calendar with someone, you can choose how they view your events and if they can make changes like adding or editing events.

Access permission	What others can do
See only free/busy (hide details)	Check when your calendar is booked and when it has free time, but not the names or details of your events.
See all event details	Find details for all events except those marked as private. Find the time zone setting for the calendar. Subscribe to email alerts when events are created, changed, cancelled, RSVPed to, or coming up.
Make changes to events	Find details for all events, including private ones. Add and edit events. Restore or permanently delete events from the calendar’s trash. Find the time zone setting for the calendar. Subscribe to email alerts when events are created, changed, cancelled, RSVPed to, or coming up.
Make changes & manage sharing	Find details for all events, including private ones. Add and edit events. Restore or permanently delete events from the calendar’s trash. Find the time zone setting for the calendar. Change sharing settings. Subscribe to email alerts when events are created, changed, cancelled, RSVPed to, or coming up. Permanently delete the calendar.

Tips

If your account is managed through work or school, your account’s admin may have limited or turned off permission settings. To learn more, contact your admin.
Events from Gmail that have the “Only me” visibility setting aren’t visible to anyone you’ve shared your calendar with, even people with “Make changes” access, unless you change the sharing settings for the event or the default setting for events from Gmail. Learn more about events from Gmail.

How “Access permissions” and “Share with specific people” settings work

In your shared calendar’s settings, you can set general “Access permissions” and “Share with specific people’’ permissions. Between both, the broader permission is applied to specific people.

For example, if you make a calendar available to the public and select “See all event details,” and then you share the calendar with a specific person and select “See only free/busy,” that person will still be able to view all your event details.