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Set up shared calendars

Now we are going to setup shared calendars. Don't make the common mistake to make one calendar where multiple users work with. This way Group-Office won't know which appointment belongs to which user. They will all belong to the owner of the calendar and therefore will only show up on the owner's summary screen.
The right way is to create a personal calendar for every user. If you want to view them all together this is done with views. We will set it up in a way that all employees can view eachother's addressbooks and the secretary group can edit all addressbooks.
Group-Office will automatically create a personal calendar for each user when they first open the calendar. This is not very easy when you need to setup the calendars as an administrator before all users have logged in and used their calendar.
That's why we created the "Create calendar for all users" function.

Create calendars for all users

This function will create a calendar for each user if it does not exist. It's also possible to set permissions for the calendars. It will add the selected user groups to the permissions. It will also change the permissions of all existing calendars so keep that in mind!
Take the following steps to create calendars for all users:

  1. Go to the "Calendar" module
  2. Click at "Administrate"
  3. Click at "Create calendars for all users"
  4. Select the group "Employees" at read permissions
  5. Select the group "Secretary" at write permissions
  6. Click at "Ok"

Create views

Now that we've setup all calendars we can create views so that we can see multiple users in one calendar. You can either view them merged or emerged.
To create a view do:

  1. Go to the "Calendar" module
  2. Click at "Administrate"
  3. Select the "Views" tab
  4. Click at the "Add" button
  5. Enter a name and select the calendars that you want to see in this view. Also select a color for each calendar
  6. Click at "Apply"
  7. Go to the read permissions tab and select the appropriate user groups

To select this view click at "Select another calendar" from the main calendar window.