Mar 13, 2026

How to Let Someone Else Schedule on Your Google Calendar

Google Calendar lets other people create, edit, and manage events on your behalf. The setup differs between personal Gmail and Google Workspace, and the permission level you choose controls exactly what the other person can do.

1. Google Calendar Permission Levels

Google Calendar offers four tiers when sharing with a specific person:

See only free/busy (hide details): They see when you’re available or busy but can’t read event titles, descriptions, or guest lists. No create or edit access.
See all event details: They can view event names, times, locations, descriptions, and guest lists. Private events stay hidden. Still read-only.
Make changes to events: They can add, edit, and delete events. This is the minimum level needed for someone to schedule on your behalf.
Make changes and manage sharing: Full control — everything above, plus they can change who has access to your calendar. Only grant this to someone you fully trust.

For most delegation scenarios, Make changes to events is the right choice. Use Make changes and manage sharing only when the person needs to onboard others or adjust permissions independently.

Open calendar.google.com and sign in.
In the left sidebar, hover over the calendar you want to share under My calendars.
Click the three vertical dots next to the calendar name.
Select Settings and sharing.
Scroll to Share with specific people or groups.
Click Add people and groups.
Enter the person’s email address.
Set the permission to Make changes to events.
Click Send.

The recipient gets an email with a link to add your calendar. Once accepted, your calendar appears in their left sidebar under Other calendars, and they can create events directly on it.

3. Setting Up Delegate Access in Google Workspace

Google Workspace offers formal delegation beyond basic sharing. Delegates can:

View, create, and edit events on your calendar
Respond to invitations on your behalf
Receive notifications about changes to your calendar

How to add a delegate

Open calendar.google.com with your Workspace account.
Click the gear icon > Settings.
Go to General > Delegation.
Under Calendar delegation, click Add delegate.
Enter the delegate’s email (must be in the same Workspace organization).
Click Save.

The delegate receives an email. Once accepted, your calendar appears under their Other calendars.

What delegates can do that regular shared users cannot

Reply to meeting invitations on your behalf (accept, decline, tentatively accept)
Receive email notifications when your calendar changes
See private events (depending on admin settings)

Admin-level configuration

If the delegation option doesn’t appear, your Workspace admin may need to enable it:

Go to admin.google.com.
Navigate to Apps > Google Workspace > Calendar.
Under Sharing settings, configure external and internal sharing options to allow the needed access level.
Under General settings, confirm calendar delegation is enabled for the relevant organizational unit.

Changes can take up to 24 hours to propagate.

4. Letting an Assistant Manage Your Calendar Day-to-Day

Granting edit access is the technical step.

Set clear scheduling rules

Document your preferences:

Available hours (e.g., 9 AM–4 PM, no meetings before 10 on Mondays)
Minimum buffer between meetings (e.g., 15 minutes)
Maximum meetings per day
Meeting types that need your approval before booking
Preferred durations by meeting type (30 min for intros, 60 min for project reviews)

Use a separate “scheduling” calendar

Create a secondary calendar (e.g., “Holds”) where the assistant places tentative events. Once confirmed, move them to the primary calendar. This keeps your main calendar clean and makes finalized vs. pending meetings obvious.

CC your assistant on scheduling emails

A common workflow: CC your assistant on emails where someone asks to meet. They check your calendar and reply with available times or send an invite directly.

Grant access to your Contacts (optional)

If your assistant frequently schedules with your contacts, share your Google Contacts via Settings > Delegate access (Workspace only).

5. Managing Calendar Permissions From Mobile

On Android

Open the Google Calendar app.
Tap the hamburger menu (three lines) in the top-left.
Tap Settings.
Select the calendar to share.
Tap Manage sharing or Share with specific people.
Add the person’s email and set their permission level.
Tap Send.

On iOS

The Google Calendar iOS app doesn’t support editing sharing permissions. Instead:

Open Safari or Chrome and go to calendar.google.com.
Request the desktop site (Safari: tap aA > Request Desktop Website).
Follow the desktop sharing steps from Section 2.

6. Security Considerations

What delegates and shared users can see

Event titles, descriptions, locations, and attendee lists (at “See all event details” and above)
Attachments on calendar events
Private events may be visible to full Workspace delegates depending on admin settings
Other calendars you’ve subscribed to (holidays, shared team calendars) are not shared

What they cannot see

Your email or Drive files — calendar access doesn’t grant Gmail or Drive access
Calendars you haven’t explicitly shared
Out of Office events on other people’s calendars visible to you

Best practices

Audit permissions periodically. Review the list under “Share with specific people” and remove anyone who no longer needs access.
Use minimum necessary permissions. If someone only needs to see availability, don’t give edit access.
Revoke access promptly when an assistant leaves or a project ends. Go to sharing settings and click X next to their entry.
Be cautious with “Make changes and manage sharing.” This lets them grant access to others without your knowledge.

7. Common Problems and Fixes

Use the desktop version at calendar.google.com — the mobile app has limited sharing features.
On Workspace, if sharing options are grayed out, your admin may have restricted external sharing. Contact IT.

”My delegate can’t edit events”

Confirm you selected Make changes to events, not “See all event details.”
For Workspace delegation, make sure the delegate accepted the invitation email.
The delegate needs your calendar checked/enabled under Other calendars in their sidebar.

”The delegate can’t respond to invitations on my behalf”

This requires Workspace delegate access, not basic calendar sharing (Section 3).
Personal Gmail accounts don’t support delegate RSVP.

”Events I create don’t show my delegate’s changes”

Make sure the delegate created the event on your calendar, not theirs. They should select your calendar from the dropdown when creating events.

”I shared my calendar but the other person can’t see it”

Have them check email for the sharing invitation link.
For cross-domain Workspace sharing, your admin may need to enable external calendar sharing at Admin console > Apps > Google Workspace > Calendar > Sharing settings.

8. Alternatives to Manual Calendar Delegation

Scheduling link tools like Calendly and SavvyCal create booking pages based on your real-time availability. Good for inbound scheduling, but they don’t help coordinate multi-person meetings or respond to email-based scheduling requests.

Calendar management apps like Reclaim and Clockwise auto-block time for tasks and rearrange flexible events. Useful for focus time, but don’t handle scheduling with external contacts.

Carly works as an AI calendar delegate. CC Carly on scheduling emails or forward meeting requests, and it checks your availability, proposes times, and sends calendar invites — no human assistant needed. You can mark contacts as “trusted” to let them book directly on your calendar through Carly without back-and-forth.

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Or try our Free Group Scheduling Tool