We have a shared joint calendar at [email protected]. This email account, and therefore calendar was created by asking [email protected] for an alias, and specifying which people from ITU should have write access.
Anybody at ITU can view this calendar by adding it via Outlook (it is like the calendar of a person).
Veronika, the PhDs and postdocs also have write access to the calendar. Again, you need to write to [email protected] if you want to add a specific person to the purrlab alias.
Anyone with access can create a joint meeting in this calendar, and (optionally) invite others to it. An advantage of this, is that if the person who made the meeting cannot join, the meeting still exists.
Here’s a screenshot of where PURRlab in green is the original meeting, that invited Veronika who accepted it:
Everybody in the group who added [email protected] to Outlook can see all these joint meetings, and join them if relevant. The downside is that in this model it is NOT possible for people who are not originally invited, to indicate “I’m joining the meeting!” to have it show up on your own calendar. You can however, click on “Duplicate meeting” and then add it to your own calendar.
People without access to [email protected] can still propose meetings for this calendar, by sending a meeting invite to [email protected], and one of the people with access, accepting it.