# Company Calendar

Source: [https://docs.virtosoftware.com/docs/virto-shared-calendar/templates/company-calendar/](https://docs.virtosoftware.com/docs/virto-shared-calendar/templates/company-calendar/)
Product: Virto Shared Calendar
Updated: 2026-10-22


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.

[Open the interactive demo](https://app.storylane.io/demo/sozznxkowpzf)

**Interactive demo walkthrough**
1. How to create a new calendar in Virto Shared Calendar
2. Let's begin by exploring our calendar management system.
3. Click on "Add new calendar"
4. Name your calendar to reflect its purpose or team.
5. Customize your calendar's appearance and functionality.
6. Choose events background color to enhance calendar visualization.
7. Choose events font color.
8. Choose from versatile view options to match your planning style.
9. Save your customized view settings.
10. Choose the default calendar view that will open when you access the calendar.
11. Adjust date display formats for regional preferences.
12. Select your preferred date format for consistency.
13. Customize how time appears on your calendar events.
14. Apply your personalized calendar display settings.
15. Thanks for exploring! — Ready to see how this can work for you?

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:

1. Leave **Private calendar** unticked: everyone in your organization who uses the app can then see the calendar.
2. Set **Permission mode** to **Restricted**.
3. 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](https://docs.virtosoftware.com/docs/virto-shared-calendar/calendar-settings/external-calendars/index.md#public-holiday-calendars-by-country) 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.

[Open the interactive demo](https://app.storylane.io/demo/akmrrmpot7su)

**Interactive demo walkthrough**
1. How to create an event in Virto Shared Calendar — Step by step instructions on how to create an event
2. Click the desired date on the calendar to begin scheduling your event.
3. Enter your meeting title in this field.
4. Choose meeting category/categories.
5. Choose a date of the event.
6. Set your event time.
7. Select "Don't repeat" for one-time meetings or special discussions.
8. Set a weekly cadence to establish regular team touchpoints.
9. Specify when the recurring meeting series should conclude.
10. Begin adding team members who need to participate in the event.
11. Create an agenda if needed.
12. Explore formatting options to structure your content.
13. Add a virtual meeting link for participants to join seamlessly.
14. Finalize your meeting setup and send invitations to all attendees.
15. Open your meeting when it's time to connect with your team.
16. Start your virtual meeting with one click when it's time to collaborate.
17. Thanks for exploring! — Ready to see how this can work for you? Start using a forever free calendar option now! Or upgrade for the unlimited tire.

## 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](https://docs.virtosoftware.com/docs/virto-shared-calendar/calendar-settings/sharings/index.md).

For more examples of a company holiday calendar, see [Company holiday calendar](https://www.virtosoftware.com/use-cases/company-holiday-calendar-solutions/) on the VirtoSoftware website.