How to Share Your Google Calendar (Step-by-Step Guide)
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.
1. Access Calendar Sharing Settings on Desktop
- Go to calendar.google.com and sign in.
- In the left panel, expand My calendars and hover over the calendar you want to share.
- Click the three vertical dots (⋮) → select Settings & sharing.
This opens the main configuration page where you control all visibility and permissions.
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, including editing events and adjusting sharing settings.
Click Send. The person receives an invitation email. Once accepted, your calendar appears under their Other calendars section.
3. Make Your Calendar Public or Organization-Wide
If you want anyone in your company, or even the public, to view your schedule:
-
Scroll to Access permissions for events.
-
Check either:
- Make available to public, or
- Make available for [your organization] (if you’re using Google Workspace).
-
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.
4. Embed or Share Your Calendar via Link
To make your calendar viewable without sending individual invites:
- Scroll to Integrate calendar.
- Copy the Public URL or iCal link for others to subscribe.
- 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.
5. Share on Mobile (Android and iOS)
Android
- Open the Google Calendar app.
- Tap the menu (☰) → My calendars.
- Tap the three dots next to your calendar → Settings & sharing.
- 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.
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 because your accounts are in different Google Workspace domains or restricted by admin settings?
That is where Carly becomes useful. Instead of sharing calendars by hand, you connect all of them to Carly, which reads across personal, work, and shared calendars so everyone can coordinate and book 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, so grant them only to trusted people or systems and review periodically.
7. Create and Share a New Calendar for Teams
To keep personal and work events separate:
- On the left panel, click the ”+” next to “Other calendars.”
- Choose Create new calendar.
- Name it (e.g., “Marketing Meetings” or “Family Calendar”) and save.
- Open its Settings & sharing section.
- Share it with your team or family members and assign permissions.
This method maintains clean separation between personal and collaborative scheduling.
8. Change or Remove Access
At any time, you can update permissions or revoke access:
- Go to Settings & sharing.
- Under Share with specific people or groups, locate the person’s email.
- Use the dropdown to change their permission or click the X to remove them.
- You can also uncheck Make available to public or organization under access permissions.
Changes take effect immediately.
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 |
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 Carly to read every calendar at once when sharing is not possible.
Share availability instead of your calendar
Every permission level above is a compromise between “they can see nothing” and “they can see everything.” Most of the time what you actually want is narrower: let them find a time, without handing over your schedule.
Carly does that. You share a booking page rather than a calendar, so people see open slots and pick one. They never see an event title, a location, or an attendee.
It reads across every calendar you connect, so a slot only shows as free when you are free everywhere, including the personal calendar you would never share with a colleague. You get unlimited booking pages and connected calendars. For a team, the admin setup lets colleagues share connections without exposing their own schedules.
Carly connects to thousands of apps, so a booking can also trigger a workflow that updates your CRM or files the notes. Free Zapier-style workflows; AI agents from $35/month.
More on Google Calendar: How to make a Google Calendar public · How to embed a Google Calendar on a website · How to set up a shared team calendar in Google Calendar · Best AI assistants for Google Calendar · How to make your Google Calendar private · How to share your calendar on iPhone
Ready to automate your busywork?
Carly schedules, researches, and briefs you—so you can focus on what matters.
See what people say
"Before Carly, I relied on a Calendly link, but the whole process felt impersonal and not very professional. Carly changed that by handling all the back-and-forth, so I'm no longer stuck in endless email threads trying to line up schedules.
Now Carly reaches out to candidates, shares my real-time availability, lets them pick a slot, then sends a Zoom link and drops it straight into my calendar. She sends reminders to both of us before each call, which has significantly reduced no-shows and last-minute confusion.
On top of scheduling, Carly acts like a full executive assistant, sending me my schedule the night before so I can prepare for each call. It reminds me of the old x.ai assistant, but Carly is noticeably smarter, faster, and better suited to my healthcare recruitment business."
