How can I view everyone's schedule in a shared Google Calendar?

Each user in Contractor Accelerator can connect their individual Google Calendar to automatically sync appointments both ways:

• Appointments scheduled in CA are pushed to their Google Calendar

• Appointments added in their Google Calendar (non-customer related) are synced back into CA

But what if your office staff wants to see everyone's schedule in one shared calendar view—without logging into the Contractor Accelerator system?

That’s possible using Google Calendar sharing, but it requires a few role-specific steps. Read on to understand who does what.

📌  Process Overview

• Each CA user connects their own Google Calendar to CA.
  👉connect a user's Google Calendar

• To see all calendars in one place outside of Contractor Accelerator:

  • An admin creates and owns a shared company calendar (Step 1)

  • Each user subscribes to that calendar (Step 2)

  • Each user shares their calendar with that company calendar (Step 3)

• If sharing settings are blocked, your Google Workspace admin will need to adjust permissions (Admin Step)

*** Each user needs to first connect their Google Calendar to CA.
👉 Follow this article to connect a user's Google Calendar before continuing with the steps below.

✅ Use Google Calendar Sharing

This method lets your office team view all schedules from one shared calendar outside of Contractor Accelerator. Just follow the steps below, and note who needs to take each action.

👉 Step 1: Create a company calendar

Who does this: Admin or manager who owns the email you will be using to set it up. This is often an office email (e.g., office@, admin@) This needs to be a separate calendar, not an individual employee’s calendar. 

To create a shared calendar:

1. Go to Google Calendar and be sure you are logged in under the correct account you want this calendar to be under. 

2.  On the left, next to “Other calendars,” click the + icon.

3. Select “Create new calendar.”

4. Name it something like “ABC Company Schedule”.

5. Click Create calendar.

6. (Optional) Share it with the rest of your team so others can view or manage it.

👉 Step 2: Subscribe to the company calendar

Who does this: Only the users you want to see the full company calendar outside of Contractor Accelerator. 

1. Open Google Calendar.

2. On the left, next to “Other calendars,” click the + icon.

3. Select “Subscribe to calendar.”

4. Enter the email address of the company calendar (e.g., office@yourdomain.com).

5. Click Add.

📝 You’ll only see full event details if the company calendar owner shared that permission with you.

👉 Step 3: Users share their calendar with the company calendar

Who does this: Each user that you want to see on the Shared Company Calendar

This is how each individual user makes their CA-synced Google Calendar visible inside the shared company calendar.

1. In Google Calendar, click the gear icon and go to Settings.

2. Under “Settings for my calendars,” select your calendar that you want to share.

3. Scroll to “Share with specific people.”

4. Add the email address of the shared company calendar (e.g., office@yourdomain.com).

5. In the dropdown, choose “See all event details.”

⚠️ If the option to share full event details is greyed out, your Google Workspace admin will need to enable this in the admin console (see next step).

🛠️ Admin Step (If sharing settings are restricted)

Who does this: Google Workspace Admin

Admins may need to enable internal calendar sharing for users to grant full visibility:

1. Go to the Google Admin Console.

2. Navigate to:
   Apps > Google Workspace > Calendar > Sharing settings

3. Select your organizational unit (if applicable).

4. Under “Internal sharing options for primary calendars,” select:

   • ✅ “Share all information”
     (or)

   • ✅ “Share all information, and outsiders can change calendars”

5. Click Save.

Once enabled, users will be able to share calendars with full details, not just “Busy” blocks.

Still have questions? Contact us here and we’ll be happy to walk you through it!