Company Calendar
HR or the office manager publishes the dates that concern everyone: public holidays, days the office is closed, all-hands meetings, company events and training days. Everyone in the organization sees them; only the owners change them.
What you set up
| Setting | Value |
|---|---|
| Calendar name | “Company calendar” or “[Company] events” |
| Categories | Office closed, Company event, All-hands, Training |
| Permissions | Restricted: HR or the office manager are owners; nobody else edits |
| External calendars | Public holidays, one source per country where you have an office |
| Views | Month, and Year or Flat year for the whole year |
| Teams | A tab in the company-wide channel |
| Share link | Optional: view-only, for partners or people outside your tenant |
1. Create the calendar
Create a calendar for the whole organization.
Click the calendar name to open its settings. On the Categories tab, remove the default categories and add Office closed, Company event, All-hands and Training, each in its own color.
2. Make it read-only for everyone else
On the Permissions tab:
- Leave Private calendar unticked: everyone in your organization who uses the app can then see the calendar.
- Set Permission mode to Restricted.
- Add HR or the office manager to Calendar owners. Leave Calendar members empty.
Everyone else in your organization can view the calendar but not change it.
3. Add public holidays for each office
On the External calendars tab, click Add ICal source for each country where you have an office, and name each source after the country. Each source gets its own color and its own entry in the calendar legend, where viewers can show or hide it. With several countries, the show/hide switch next to each source in the settings decides whether its holidays are shown when the calendar opens. The links are on the External Calendars page.
4. Add the company dates
- A day the office is closed is an all-day entry in the Office closed category.
- A date that comes back every year, such as the company’s anniversary or a summer party in the first week of July, is one entry set to repeat Yearly: either on a fixed date, or on a weekday such as “the first Friday of July”.
- An all-hands meeting is an entry with a start and end time and the meeting link in Meeting Link.
Holidays from the external calendars and yearly series take little of the free plan: holidays do not count at all, and a yearly series counts as one entry.
5. Put it where everyone looks
- Add the calendar as a tab to the company-wide channel in Microsoft Teams. In the tab settings, untick Display calendar selector so the tab shows only this calendar.
- For a notice board, use Print in the toolbar on a computer. Besides the calendar grid, it prints the entries as a horizontal or a vertical agenda.
- To show the calendar to partners or people outside your tenant, publish a view-only link on the Sharings tab. See Sharings.
For more examples of a company holiday calendar, see Company holiday calendar on the VirtoSoftware website.