One calendar, many views

If you come from Outlook or Exchange, you expect one calendar per person that you share with each other. teamspace turns that around: there is one calendar for the whole company, and what you see is governed by Permissions and Filters. This difference explains almost everything that works differently in the calendar — from invitations through duplicate appointments to synchronisation.

The Exchange model vs. the teamspace model

In Exchange, an appointment with three people is three appointments in three calendars. Each copy lives on its own; anyone who wants to see a colleague’s calendar has to be granted access.

In teamspace, the same appointment is one record with three participants. There are no copies, just a list of participants and a permission. From that it follows:

• Inviting means adding participants. You do not send a copy — you attach people to the one appointment. The same appointment appears for all of them.
• One person maintains it. If the time or location changes, the one record changes — everyone immediately sees the new state.
• What you see is governed by the permission, not by calendar sharing. You do not share a calendar; you decide on the single appointment who sees it.

The permission sits on the appointment

Because there is only one calendar, protection sits on the appointment itself. Three modes (see the Permissions tab in the detail manager):

• Unrestricted: visible to anyone with calendar permission.
• Restricted: only participants or people/groups with Read, Write or Full access.
• Private: only the owner; colleagues only see that the time is taken.

The benefit: you can protect a single confidential appointment without locking down your whole calendar — and, conversely, keep open appointments visible to everyone without sharing them one by one.

”My appointments” and “Overview” are just filters

Both tiles show the same calendar, only filtered differently:

• My appointments filters to what you are listed in as a participant.
• Overview additionally shows your colleagues’ public appointments and — on request — leave, sickness, birthdays, projects and milestones.

Because every view reflects the same set of data, a “colleague’s calendar” is simply a saved filter on a person — not a shared external calendar. How to store such a view as a bookmark is covered in View & filter appointments.

Why duplicate appointments arise — and how to avoid them

The one-appointment model meets the Outlook world during synchronisation, where every appointment exists as its own copy. If you synchronise your full Outlook calendar with teamspace and a colleague does the same, a shared appointment ends up in the system twice — once as a native Outlook appointment, once as a teamspace appointment.

Two remedies:

• An empty sync calendar: create a separate, empty calendar in Outlook just for teamspace. Native Outlook appointments stay in your standard calendar, teamspace appointments in the sync calendar.
• One person maintains it: one person enters shared appointments in teamspace; everyone else sees them automatically as participants.

Details in Sync with Outlook & mobile.

What changes for you in everyday work

Notes

• The model also applies to appointments from other modules: an appointment on a CRM contact, a project or a ticket is the same one appointment — just with an assignment to the record.
• Free as an availability does not block scheduling: the appointment sits in the calendar but signals no busy time to colleagues. Useful for plain reminders.

Related topics

• Introduction to the calendar Calendar Introduction
• View & filter appointments Calendar How-to
• Edit an appointment – the detail manager Calendar How-to