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Team calendar visibility and privacy

This page is for workspace admins who need team scheduling visibility without turning personal calendars into a manager-readable surveillance tool.

CalKeep's model is simple: team work belongs in the workspace, while connected personal calendars can contribute availability and conflict signals without exposing every private event detail.

What managers can coordinate​

Managers can use CalKeep to coordinate:

  • workspace members and roles;
  • booking pages and availability;
  • customer meetings that belong to the workspace;
  • contacts, tasks, projects, processes, and follow-up reminders;
  • audit events available to their role and plan.

For the buyer-facing overview, see Sales team calendar visibility.

What private calendars can do​

Connected calendars can help CalKeep:

  • block availability when a rep is already busy;
  • prevent booking conflicts;
  • show unified scheduling context to the calendar owner;
  • support provider-aware synchronization for reviewed Google and Microsoft calendars and existing legacy CalDAV connections; and
  • add read-only availability or imported context from subscribed links and file snapshots. File snapshots do not sync, and read-only subscriptions never receive provider writes.

Private event titles, attendees, notes, and locations should not be treated as manager-visible data just because a calendar is connected for availability.

  1. Invite team members from Admin Hub → Workspace management → Team members.
  2. Ask each rep to connect the calendars they want CalKeep to use for availability.
  3. Create booking pages for sales calls, demos, renewals, or onboarding.
  4. Keep customer follow-up in workspace contacts, tasks, projects, and process runs instead of relying on private calendar notes.
  5. Review role assignments so only admins have workspace administration access.

For invite and seat details, see Team management.

Mixed Outlook and Google teams​

Sales teams often have a Microsoft 365 admin, Google calendars from acquired teams, and personal iCloud or Yahoo calendars used for availability blocking. Google and Microsoft use the current reviewed account setup. Existing legacy iCloud or Yahoo CalDAV connections may remain usable; new app-password setup is paused, so current onboarding uses approved read-only calendar links or file snapshots. These sources can coexist without forcing the team onto one calendar provider.

Provider setup guides:

When a rep leaves​

When a rep leaves the team:

  1. Remove the user from Admin Hub → Workspace management → Team members.
  2. Review customer-owned workspace records such as contacts, tasks, projects, processes, and booking pages.
  3. Reassign follow-up work that belongs to the business.
  4. Revoke calendar/provider access in the provider admin console where appropriate.

Removing a teammate signs them out and revokes CalKeep access, but provider-side offboarding still belongs in Google Workspace, Microsoft 365, iCloud, Yahoo, or your identity provider.

Marketplace billing roles​

The Azure billing owner and the CalKeep workspace admin can be different people. The billing owner manages the Microsoft Marketplace subscription, plan, and seat quantity in Azure. The workspace admin manages team setup and calendar configuration inside CalKeep.

For activation and billing-owner details, see Getting started and FAQ.