> ## Documentation Index
> Fetch the complete documentation index at: https://kb.mspprocess.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Calendar Permissions
> Gives one person Reviewer, Editor or Delegate access to a colleague's calendar in your client's Exchange Online, or changes the access they already have.
Calendar Permissions shares one person's calendar with another: Reviewer to read it, Editor to change it, or Delegate to also handle meeting requests. Use it when someone needs to see or manage a colleague's calendar, for example an assistant who books a manager's meetings. It needs [Microsoft 365 connected](https://kb.mspprocess.com/core/get-started/connect-microsoft-365.md), with [Exchange access](https://kb.mspprocess.com/core/reference/microsoft-faq.md#exchange-online) for the client.
Calendar Permissions in 49 seconds: what it asks, what it does and what you get.
## What the form asks
| Field | |
| - | - |
| Calendar owner | Required, always on. Whose calendar to share, picked from the client's users |
| Share with | Required, always on. The person who gets access |
| Permission level | Required, always on. Reviewer — read only, Editor — read & write, or Delegate — read, write & meeting requests |
| Reason / ticket reference | Optional by default. For your records and the approver; not sent to Microsoft |
## What it does
1. Creates a ticket in your PSA, if Ticketing is on.
2. Waits for approval, if Approval is Internal or External, or a conditional override matches.
3. Set Calendar Permission: on the calendar owner's calendar in the client's Exchange Online:
* Reviewer lets the person see the calendar.
* Editor lets them see and change it.
* Delegate gives Editor access and makes them a calendar delegate, so they also get the owner's meeting requests and responses.
If the person already has a permission on that calendar, the run changes it to the level you chose, so you can also use it to raise or lower someone's access. Each run sets one person's access to one calendar.
With Log actions to the ticket on, the ticket also gets a note when the run starts, after Set Calendar Permission and when the run completes. If Exchange refuses the change, the run ends Failed at Set Calendar Permission; open that step in [Executions](https://kb.mspprocess.com/core/use/executions.md) to see Exchange's message.
## Configure it
Go to **Config**, choose Mailboxes and click Calendar Permissions.
Configure Calendar Permissions: every option, step by step (1:26).
| Setting | Where | What it does |
| - | - | - |
| Availability | Header | Internal only, Public form only, Internal + public or Disabled, set on Base config. List on homepage needs a public form |
| Calendar owner, Share with, Permission level | Form config | Always on: the automation needs them |
| Reason / ticket reference | Form config | Hidden, Optional or Required. Can differ per client |
| Add field, Add section | Form config | Your own questions. They're saved with the request and can go in ticket templates, but aren't sent to Microsoft. Add client section asks one client only |
| Approval | Execution config | None runs on submit. Internal waits for a teammate or group; External waits for the client's approver, set on each client. Conditional overrides use a different approval when the answers match, for example when Permission level is Delegate |
| Ticketing | Execution config | Create a PSA ticket for each run, with its type, priority, status, subject and body. Log actions to the ticket adds an internal or public note as each action completes |
| User directory filters | Execution config | Which users the Calendar owner and Share with pickers list: licensed, active, no guests, and not in the Entra roles you exclude. Exclude specific users at a client's scope |
Approval, Ticketing and User directory filters are set on Base config and apply to every client unless you override them for one. For how Base config and client overrides work, see [How configuration works](https://kb.mspprocess.com/core/get-started/configure-user-onboarding.md#settings-for-each-client).
## Troubleshooting
> [accordion] A room, shared mailbox or leaver isn't in the Calendar owner list
>
> Check User directory filters. Room and shared mailboxes usually have no licence and their sign-in is blocked, so for that client override the filters and untick **Licensed users only** and **Active users only**.
> [accordion] “Microsoft Exchange integration is not configured for tenant …”
>
> The client has no Exchange connection in Triggr yet. See [Exchange Online](https://kb.mspprocess.com/core/reference/microsoft-faq.md#exchange-online).
## Related
* [Workflow catalogue](https://kb.mspprocess.com/core/reference/workflow-catalogue.md)
* [Run a workflow](https://kb.mspprocess.com/core/use/run-a-workflow.md)
* [Executions](https://kb.mspprocess.com/core/use/executions.md)
* [Mailbox Delegation](https://kb.mspprocess.com/core/workflows/mailbox-delegation.md), to give someone access to a whole mailbox
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