Sharing your Google Calendar helps coworkers, friends, or family see availability and coordinate events. Whether you’re managing a team, organizing a volunteer group, or using an automation tool like Carly AI, the following steps cover everything you need to know — from simple sharing to advanced configurations.

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1. Access Calendar Sharing Settings on Desktop

1. Go to calendar.google.com and sign in.
2. In the left panel, expand My calendars and hover over the calendar you want to share.
3. Click the three vertical dots (⋮) → select Settings & sharing.

This opens the main configuration page where you control all visibility and permissions.

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2. Share With Specific People or Groups

Under “Share with specific people or groups”, click Add people and groups and enter the recipient’s email address.

Choose one of the following permissions:

• See only free/busy (hide details): They can view your availability without event details.
• See all event details: They see event names, times, and guests (except events marked “private”).
• Make changes to events: They can add, edit, and delete events.
• Make changes and manage sharing: Full control — they can edit events and adjust sharing settings.

Click Send. The person receives an invitation email. Once accepted, your calendar appears under their Other calendars section.

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3. Make Your Calendar Public or Organization-Wide

If you want anyone in your company — or even the public — to view your schedule:

1. Scroll to Access permissions for events.

2. Check either:

   • Make available to public, or
   • Make available for [your organization] (if you’re using Google Workspace).

3. Choose whether viewers see only “free/busy” or full event details.

Be cautious: public calendars can be indexed by search engines. For limited access, keep it restricted to your domain or named users.

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4. Embed or Share Your Calendar via Link

To make your calendar viewable without sending individual invites:

1. Scroll to Integrate calendar.
2. Copy the Public URL or iCal link for others to subscribe.
3. To add your calendar to a website, use the provided HTML embed code:

<iframe src="https://calendar.google.com/calendar/embed?src=YOUR_CALENDAR_ID&ctz=America/New_York"
        width="800" height="600" frameborder="0" scrolling="no"></iframe>

Embedded calendars are great for public events, class schedules, or volunteer programs.

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5. Share on Mobile (Android and iOS)

Android

1. Open the Google Calendar app.
2. Tap the menu (☰) → My calendars.
3. Tap the three dots next to your calendar → Settings & sharing.
4. Add a person’s email under “Share with specific people or groups,” choose permissions, and tap Send.

iPhone or iPad

The iOS app has limited sharing controls. For full access: open calendar.google.com in Safari or Chrome, switch to Desktop Mode, and follow the same steps as on desktop.

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6. Delegate Calendar Management (For Assistants or Automation Tools)

Google lets you delegate control so someone else — or an automation tool — can manage your schedule.

Under “Share with specific people or groups”, add the person’s email and choose either:

• Make changes to events: They can create and modify events.
• Make changes and manage sharing: They can edit events and control who else has access.

But what if your team can’t share calendars directly — for instance, if your accounts are in different Google Workspace domains or restricted by admin settings?

That’s where Carly AI becomes useful. Instead of manually sharing calendars, you can securely connect all of them to Carly. It unifies your view across personal, work, and shared calendars — letting everyone coordinate schedules and automate bookings without bypassing privacy rules or IT restrictions.

This is perfect for teams, families, or cross-organization collaborations where shared access isn’t technically possible.

Tip: Editing permissions are powerful — grant them only to trusted people or systems and review periodically.

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7. Create and Share a New Calendar for Teams

To keep personal and work events separate:

1. On the left panel, click the ”+” next to “Other calendars.”
2. Choose Create new calendar.
3. Name it (e.g., “Marketing Meetings” or “Family Calendar”) and save.
4. Open its Settings & sharing section.
5. Share it with your team or family members and assign permissions.

This method maintains clean separation between personal and collaborative scheduling.

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8. Change or Remove Access

At any time, you can update permissions or revoke access:

1. Go to Settings & sharing.
2. Under Share with specific people or groups, locate the person’s email.
3. Use the dropdown to change their permission or click the X to remove them.
4. You can also uncheck Make available to public or organization under access permissions.

Changes take effect immediately.

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9. Troubleshooting Common Issues

Issue	Cause	Fix
Recipient can’t see your calendar	They haven’t accepted the invite	Ask them to check spam or manually add it under “Other calendars”
Shared events not updating	Cached view or iCal subscription delay	Refresh or re-subscribe
Can’t share externally	Workspace admin restriction	Contact your admin to enable external sharing
Events missing on embedded view	Calendar not made public	Enable “Make available to public” or “organization”
Carly AI can’t edit events	Missing edit permission	Re-authorize access or set “Make changes to events” permission

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10. Best Practices for Calendar Sharing

• Name calendars clearly (e.g., “Work – Main,” “Volunteer – EMT”).
• Use colors to distinguish between personal and shared calendars.
• Mark private events if you grant full-detail viewing.
• Limit editing permissions — “View only” works for most situations.
• Audit access regularly to remove outdated users.
• For automation or unified views, use tools like Carly AI to see all your calendars in one place when sharing isn’t possible.

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Conclusion

Sharing your Google Calendar takes just a few clicks — but setting it up properly ensures collaboration without chaos. Whether you’re granting access to a colleague, managing a family schedule, or syncing multiple accounts through a tool like Carly AI, understanding how permissions, links, and settings work keeps you organized and in control.

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