User Permissions in Calendars

Overview

Calendar permissions let you control who can view and manage your scheduling system. This keeps your team organized and ensures staff members see only what they need to — whether that's tour calendars, parent meetings, or staff schedules.

Types of Permissions

There are two main permission types:

• View Permissions: Allows staff to see specific calendar elements
• Manage Permissions: Allows staff to create, edit, and delete calendar elements

Assigned Data Access

You can also control whether users see all data or only what's assigned to them:

• Assigned Data enabled: Staff members only see appointments and calendars assigned to them (perfect for tour guides who should only see their own scheduled tours)
• Assigned Data disabled: Staff can see everything their permissions allow, regardless of assignment

Permission Options

View Permissions

Grant view access for:

• Calendars: See tour schedules, parent meeting calendars, and staff availability
• Appointments: View scheduled tours, parent conferences, and other bookings
• Groups: See calendar groupings (like "Tour Calendars" or "Staff Meetings")

Users need at least one view permission enabled to access the Calendar section.

Manage Permissions

Grant manage access for:

• Calendars: Create, edit, and delete calendar configurations
• Appointments: Schedule, reschedule, and cancel appointments
• Groups: Organize and modify calendar groupings

Example Scenarios

Front Desk Staff

Setup: View access for Calendars and Appointments, Manage permission for Appointments only

Result: They can see all tour schedules and book appointments for parents, but can't modify the calendar settings themselves.

Tour Guide

Setup: View permission for Appointments, Assigned Data enabled

Result: They only see tours assigned to them — perfect for part-time staff who shouldn't see everyone's schedule.

Director/Administrator

Setup: View and Manage permissions for all categories, Assigned Data disabled

Result: Full access to view and configure all calendars, appointments, and groups across your center.

Setting Up Permissions

1. Go to Settings → Team
2. Click on the staff member you want to configure
3. Scroll to the Permissions section
4. Toggle the appropriate Calendar permissions based on their role
5. Enable or disable Assigned Data as needed
6. Click Save

[SCREENSHOT: Settings → Team page showing a user's permission settings with Calendar section expanded, highlighting View and Manage toggles for Calendars, Appointments, and Groups, plus the Assigned Data toggle]

Why This Matters

Proper calendar permissions help you:

• Keep parent and family information secure
• Prevent accidental changes to tour schedules
• Give staff confidence they're seeing the right information
• Maintain an organized, professional scheduling system