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User Groups and Sharing

People groups (also called user groups) let you create a named list of PrimeCal users — for example, "The Example Family" or "Marketing Team" — and then share a calendar with the whole group in a single step. Instead of adding each person one by one every time you create a new shared calendar, you add the group and everyone in it gets access.

note

User groups (people groups) are different from calendar groups (sidebar folders). Calendar groups organize how calendars appear in your sidebar. User groups define a set of people you share calendars with. This page is about user groups. See Calendar Groups for sidebar organization.

When user groups are useful​

  • Your family shares several calendars — "Example Family", "School Events", "Sports Schedule" — and the membership is always the same people.
  • Your team has a recurring project calendar that new members need access to.
  • You run a club or community group with a stable list of members who all need the same calendar access.

Without groups, you'd need to manually add each person every time you share a new calendar. With a group, one step covers everyone.

Create a people group​

  1. Open Calendar. In the left sidebar, under People, click Manage.
  2. Click New people group.
  3. Enter a name, such as "Example Family" or "Sprint 12 Team", choose a type (Family, Friends, Team, Resource group or Custom), and add an optional description.
  4. Click Create. The group opens on its own page, with you in it as the owner.

You can make as many groups as you need - the New people group button is always on the list.

Invite people​

  1. Open the group and choose the Invites tab.
  2. Enter the person's email address and add an optional message.
  3. If your plan has seats, tick Also add them to my account to give them a seat on your plan too (see below).
  4. Click Send invite.

The person gets an email with Accept and Decline buttons, and - if they already have a PrimeCal account - they are also asked the next time they open the app, with a notification for good measure. They can say yes or no in one tap, on any plan, the Free plan included: see Answering an Invitation. An address with no account yet gets a "Create account and accept" button and finds the invitation waiting after signing up.

The tab lists everyone you have invited and where each invite stands: Pending, Accepted, Declined, Expired or Withdrawn. For a pending one you can Send again (the same invitation, emailed again - inviting the same address to the same group again yourself does the same, rather than piling up a second invitation) or Withdraw it. Only a group's owner and admins can invite. The Members tab shows who is in the group and their role (Owner, Admin or Member).

If the email could not be sent (PrimeCal tells you), the invitation is still saved: the person sees it when they sign in with that address.

Add them to your account​

On a plan with seats (Family and up) the invitation form offers Also add them to my account, unticked, with how many seats are left ("3 seats left on your Family plan. They join it when they accept."). It is your choice, per invitation:

  • Ticked: a seat on your plan is held for the person. When they accept the invitation they join the group and your plan, and get its features as part of your subscription. When they decline, or you withdraw the invitation, the seat is released. A held seat counts against your plan's seats from the moment you send it. The invitation is marked + plan seat.
  • Unticked: they only join the group. You can still give them a seat later from the Subscription page.

The option is greyed out, with the reason, when every seat is taken, and replaced by a note on plans without seats. Adding someone to your account is separate from sharing calendars: a seat gives them your plan's features, a group share gives them access to calendars.

Who needs which plan​

FreeFamily and up
Be invited, accept, see the group's calendars, leaveYesYes
Create a group, invite people, share calendars with itNoYes
Give someone a seat on your planNoYes

Someone who joined a group on a plan without the feature keeps everything a member needs; the group's owner, on a Family plan, runs it. The People panel on a Free plan explains this and lists the groups the person belongs to.

tip

Members of a group don't automatically get access to any calendar yet. The group is just a list. Access is granted when you share a calendar with the group (see below).

Share a calendar with a people group​

There are two ways in, and both end in the same place.

From the group: open the group, choose the Calendars tab, tick the calendars of yours it should see, choose a permission and click Save shared calendars.

From the calendar: in the left sidebar, open the ⋯ menu next to the calendar and choose Share with people groups. Tick the groups that should see it, choose a permission and click Save sharing.

The permission is Can view, Can edit events or Can manage sharing. The share dialog starts from what is already shared, so clearing a tick and saving stops sharing with that group.

All current members of the group are immediately given that permission on the calendar. People who join the group later inherit access too.

Mix individual and group shares​

You can combine group shares and individual shares on the same calendar. For example:

  • Share the "Example Family" calendar with the group "Example Family" at Read level.
  • Then individually share it with Jordan at Write level (overriding his group-level access).

Individual permissions take precedence over group permissions when they differ.

Manage a group​

Open the group and use the ⋯ menu next to its name:

  • Edit details changes the name, type and description (owners and admins).
  • Delete people group removes the group (owners only). Its members lose access to the calendars shared through it, unless they also have individual access. The calendars themselves are kept.
  • Leave group is for everyone who is not the owner: you stop seeing the calendars shared through the group, and can be invited again.

An example: the Example family​

Alex Example creates a people group called "Example Family" and invites Jordan, Robin, and Milo. Once they accept, she shares:

  • "Example Family" calendar with the group at Read — everyone can see it.
  • She separately gives Jordan Write access (individual share overrides the group Read for him).
  • "School Events" calendar with the group at Read — one share covers all four family members instantly.

When grandma joins PrimeCal, Alex invites her to the "Example Family" group. Grandma immediately gets Read access to both "Example Family" and "School Events" — without Alex having to re-share each calendar individually.