Sharing calendars / Calendar access rights

If you have more then one calendar, please note, each calendar has ITS OWN access rights.

By default you have only your Personal Calendar.
This one and any additional calendar created by you generally have the following access rights:

  • all users having a SISSA e-mail box are included in an ensemble named “Any Authenticated User”. They can check your calendars to see ONLY if you are free or busy, but they CANNOT see other information about your events;
  • all the users WITHOUT a SISSA e-mail box Public access. They have no access to the calendar.

To change this settings please go to Change access rights on this page.

If you wish that other SISSA users could manage (–view– or – view/create/modify/delete–) your events, it is better not to share your Personal Calendar, but create a new shared calendar. So please first create a new calendar, see the Add new calendar page, then return to this page to set the proper access rights for the shared calendar.

Privacy classification options
Please remember:
during creating or modifying an event, you can classify each event in three different privacy classification options: Public (the default one), Confidential or Private.
For each of these, you can choose a different access right (None, View all…).
If you change the standard access rights, we KINDLY suggest to:
  • set as you prefer the access rights assigned to the Public privacy classification option,
  • leave “View the Date & Time” or “None” – as set by default – assigned to Confidential and Private.
Access rights

Depending on the kind of access you are managing, you can choose among different access rights.
This is a short guide about Access rights meanings:

  • None denies any kind of access;
  • View the Date & Time allows other users to check your calendars to see if your are free or busy. Please note, they CANNOT see any information about your events, ONLY when you are busy.
  • View all allows other users to see events present in your calendar;
  • Modify allows other users to see and modify events present in your calendar;
    • PLEASE NOTE: If you wish to allow a user or other users to create or to erase events, you have to put also a check in the boxes “This person can create [erase] objects in [from] my calendar”.

If you have more then one calendar, please note, each calendar has ITS OWN access rights.

There are three different access level to share one of your calendar.
Every level is explained in a different section on this page. Click on one of the following link to reach the corresponding section:

Afterwards, in this page, you will find some examples about the usage of the more common access rights together with the different kind of access level.


Share a calendar with one ore more specific users having a SISSA e-mail box

In the following example, the user wishes to share a calendar named “shared-my-students” with some SISSA users (in our example the first student name is “HE”) , in order to allow them to modify existing events, add & remove events with privacy classification Public and other objects present in it.

a)

  • 1) Click once on the calendar name (in the example shared-my-students) using the right button of your mouse;
  • 2) select Sharing… in order to display the Control access window;
  • 3) the Control access window will appear, then click once on the icon with the green plus sign [Add..].

It is the first icon on the right of the Control access right window.


b) A new window will appear…

  • 1) write in the first field the first or last name of a SISSA user with whom you wish to share this calendar. The program will search among SISSA users and display you a list of users with this name,
    • if you are not sure about how his/her name is written, insert only the first letters of his/her name followed by a space as we do in our example, the program will display the name that begins with the few letters you have written;
  • 2) select the user (one click);
  • 3) then confirm your choice clicking on the Add button.
  • Repeat these operations for all SISSA users you wish to give a special & specific access to your shared calendar, at the end close this window clicking on the Done button.

Only users with a SISSA e-mail box could be included in the users' list.

c) In our example we have inserted three users. To allow them to see/modify/create/delete events on your shared calendar (named “shared-my-students” in the example), you have to repeat all the operations listed in steps “c)” & “d)” singularly for EACH user.

  • 1) In the Control access window, put a check in the Subscribe User box next to the name of the user (in order to insert the shared-my-students calendar in “his calendars list”);
  • 2) double click on the user's name (in the example “HE”) to open his access rights window for this calendar.

One by one...

d)

  • 1) Now you can manage each Privacy classification options: Public (the default one), Confidential, Private for this user. Please note: the default access rights of the above mentioned Privacy classification options is View the Date & Time;
  • 2) please expand the drop down menu of Public privacy classification (you can find a guide about the different access right meanings, in the Access rights section on this page);
  • 3) choose the Modify access right,
    • if you do not use other Privacy classification options during an event creation/modification, we suggest to leave Confidential and Private set as “View the Date & Time”;
  • 4) put a check in both boxes “This person can create [erase] objects in [from] my calendar” (generally, if you choose the Modify access right, the other two options will be needed);
  • 5) confirm your choice and close this window clicking on the Update button.

Now subscribe the next user and change his access rights to the shared calendar.
We suggest to leave default access right for "Confidential" and "Private".

e) When you have finished to set the access rights for the last user, close the Control access right window clicking on the X on the top right corner.
Close the Control access right window.

—-

Remove specific/special access rights for a user from a shared calendar

  • 1) Click once on the shared calendar name (in the example shared-my-students) using the right button of your mouse;
  • 2) select Sharing… in order to display the Control access window;
  • now the Control access window will appear,
  • 3) click once on the user's name who has been previously inserted with specific & special access rights;
  • 4) to remove his/her specific & special access rights, click once on the icon with the Red X [Remove].

Choose carefully the user to remove.

After user removing, close the Control access right window clicking on the X on the top right corner.
Close the Control access right window.

Share a calendar with all users having a SISSA e-mail box

The program identify all users having a SISSA e-mail box as: Any Authenticated User.

In the following example, the user wishes to share a calendar named “shared-Area-conferences” with all SISSA users, in order to show them (view ONLY, no other privileges) events with privacy classification Public and other objects present in it.

  • 1) Click once on the calendar name (in the example shared-Area-conferences) using the right button of your mouse;
  • 2) select Sharing… in order to display the Control access window;
  • 3) the Control access window will appear, so now double click on Any Authenticated User.

You have to access to "Any Authenticated User".


  • 1) Now you can manage one by one each Privacy classification options: Public (the default one), Confidential, Private for all users having a SISSA e-mail box. Please note: the default access rights of the above mentioned Privacy classification options is View the Date & Time;
  • 2) please expand the drop down menu next to the Public privacy classification;
  • 3) choose the View All option, so all SISSA user can subscribe this calendar and view (only view) all events classified as Public;
    • you can find a guide about the different access right meanings in the Access rights section on this page;
  • if you do not use other Privacy classification rights during an event creation/modification, we suggest you to leave Confidential and Private set as “View the Date & Time”;
  • 4) confirm you selection clicking on the Update button.

We suggest you to leave default options for "Confidential" and "Private".

A warning window will appear, confirm your changes clicking on the Give Access button.
Confirm your changes.


Close the Control access right window clicking on the X on the top right corner.
Close the Control access right window.


Share a calendar with external users

For the program all the users WITHOUT a SISSA e-mail box are included in an ensemble named Public access.

WARNING: you have to be sure that the external users have a software to manage SISSA calendars otherwise the content of the selected calendar could not be accessible for them.

In the following example the user wish to share a calendar named “shared-external” with all external users allowing them to view its content.

  • 1) Click once on the calendar name (“shared-external” in the example) using the right button of your mouse;
  • 2) select Sharing… in order to display the Control access window;
  • 3) on the Control access window double click on Public access.

You have to access to "Public access" window.

  • 1) Now you can manage one by one each Privacy classification options: Public (the default one), Confidential, Private for all external users. Please note: the default access rights of the above mentioned privacy classification options is None;
  • 2) please expand the drop down menu of Public privacy classification;
  • 3) choose the View All option, so all external users (who have the software to manage calendars) can subscribe this calendar and view (only view) all events classified as Public of this - your - shared calendar;
    • you can find a guide about the different access right meanings, in the Access rights section on this page;
  • if you do not use other privacy classification during an event creation/modification, we suggest to leave Confidential and Private set as “None”;
  • 4) confirm your selection clicking on the Update button.

We suggest to leave default options for "Confidential" and "Private".

A warning window will appear, confirm your changes clicking on Give Access button.
Confirm your changes.


Close the Control access right window clicking on the X on the top right corner.
Close the Control access right window.

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