Public Calendar in Salesforce

In this Salesforce tutorial, we will understand a Public Calendar in Salesforce. Moreover, we will also see how to create a public calendar in Salesforce Lightning and Salesforce Classic.

Recently, I got a requirement where I need to share certain information about upcoming events, deadlines, or important dates with the entire team. So, to fulfill this requirement, we can create a public calendar.

So, in this Salesforce tutorial, we will discuss how to create and use a public calendar in Salesforce Lightning and Classic. Here is the list of topics for this tutorial.

• Introduction to Public calendar in Salesforce
• How to create public calendar in Salesforce Lightning
• How to create public calendar in Salesforce Classic

Introduction to Public calendar in Salesforce

In Salesforce, a public calendar is a shared calendar that can be accessed by multiple users within an organization. Public calendars can be created to track team events, project deadlines, or any other type of shared schedule.

Users with appropriate permissions can view, add, or edit events on the public calendar. Public calendars are useful for managing schedules and activities that involve multiple team members, as they provide a centralized location for tracking and organizing events.

Moreover, public calendars can also be integrated with other Salesforce features, such as Chatter, to facilitate collaboration and communication among team members.

How to create public calendar in Salesforce Lightning

Here we will discuss all the steps required to create a public calendar in Salesforce Lightning.

Step-1: First, log in to your Salesforce account and open the Home Setup page. For this, click on the gear icon (⚙️) and then click on the Setup option.

Step-2: After this, from the Quick Find search box, search for Calendar and open the Public Calendar and Resources option by clicking on it.

Step-3: The above step will open a setup page for “Public Calendars and Resources“. From this page, click on the New button which is given under the “Public Calendars” section.

Step-4: Next, specify the name for your public calendar and tick mark the Active option. At last, click on Save to save the public calendar in Salesforce.

In our example, we named our public calendar as “USA Sales Team Calendar“

Step-5: Once we perform the above step, it will open the Calendar details page, from this page click on Sharing button.

Step-6: On the next page, we will select or add the people, roles, or public groups for which we want this calendar. Moreover, we also need to choose the Calendar Access based on our requirements.

There are four different levels of access related to the calendar in Salesforce:

1. Hide Details: In this, people can only see when certain times are available. However, they can’t see any other information about events.
2. Hide Details and Add Events: People can only see when certain times are available. Also, they can also add their own events to the calendar.
3. Show Details: In this, people can access all the detailed information about events on the calendar.
4. Show Details and Add Events: People can see all the detailed information about events on the calendar. And they can also add their own events to the Calendar.
5. Full Access: This access includes everything from “Show Details and Add Events” access. Moreover, they can also edit existing events on the calendar.

Step-7: After this, move back to the Home Setup page, and from the Quick Find search box search for Activity. And then click on “Activity Settings” from the Sales section.

Step-8: On the next page, tick mark the following options and click on Submit in the last.

• Add user lists to calendar views in Lightning Experience
• Allow Users to Relate Multiple Contacts to Tasks and Events

Step-9: Next, click on the App Launcher icon, click on View All option, and search & open the Calendar option in Salesforce Lightning.

Step-10: In the calendar tab, click on the gear icon (⚙️) given next to Other Calendars and click on Add Calendars option.

Step-11: The above step will open the Add Calendar section. In this section, click on the drop-down arrow (⬇️) and select “Public Calendars and Resources” and then search and select your public calendar. At last, click on Add button to add the public calendar.

In our case, we selected the USA Sales Team Calendar.

With this, we have successfully created and added the public calendar to the Salesforce Lightning edition. And this public calendar will be visible under the Other Calendars section.

Read: How to create an event in Salesforce Lightning

How to create public calendar in Salesforce Classic

In this section, we will discuss the steps to create public calendar in Salesforce Classic. The steps are given below.

1: First, log in to your Salesforce account and open the Setup page. For this, click on the Setup option given in the top-right corner.

2: After this, from the Quick Find search box, search for Calendar and open the Public Calendar and Resources option by clicking on it.

3: This will open a setup page for “Public Calendars and Resources“. From this page, click on the New button which is given under the “Public Calendars” section.

4: Next, specify the name for your public calendar and tick mark the Active option. At last, click on Save to save the public calendar in Salesforce.

In our example, we named our public calendar “Community Event Calendar“.

5: Once we perform the above step, it will open the Calendar details page, from this page click on Sharing button.

6: Next, click on the Add button. Here we will add the people, roles, or public groups for which we want this calendar. Moreover, we also need to choose the Calendar Access based on our requirements.

Note: Details related to Calendar Access is already explained in the previous section

7: After this, from the Quick Find search box search for Activity. And then click on “Activity Settings” from the Activities section.

8: On the next page, tick mark the following options and click on Submit in the last.

• Add user lists to calendar views in Lightning Experience
• Allow Users to Relate Multiple Contacts to Tasks and Events

9: Next, click on the Home tab, and under the Calendar section, click on the Single User View (👤) icon.

10: On the next page, click on the Change option and choose your public calendar in Salesforce Classic.

So, with this, we have successfully created and added the public calendar in the Salesforce Classic edition. So, once we complete the above step, the Community Events Calendar will be visible.

Conclusion

So, in this Salesforce tutorial, we have learned about Public Calendars in Salesforce. Additionally, we have also discussed how to create public calendar in Salesforce Lightning and Salesforce Classic.

Here is the list of topics that we covered in this tutorial.

• Introduction to public calendar in Salesforce
• How to create public calendar in Salesforce Lightning
• How to create public calendar in Salesforce Classic

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