Multi-Company Sharing - Share your calendar with other accounts

Multi-Company Sharing - Share your calendar with other accounts

What is Multi-Company Sync?

The Multi-Sync feature allows the master account to seamlessly share selected calendars with trusted sub or third-party accounts, while maintaining full control over core resources such as room booking availability.

As the primary account, you can connect multiple sub-accounts and manage how calendar data is shared, making it easy for distributed teams to operate independently while staying connected through shared resources. Sub-accounts manage their own users, invitations, and access rules, while still being able to book shared resources—such as meeting rooms—directly through the master account’s calendar system.

This creates a flexible setup that reduces administrative overhead, while still giving the primary account visibility and control, and allowing sub-accounts to work independently. Access can be revoked at any time without manually managing individual users.

How to set it up:

Basics

  1. Create Q-Cal Accounts
    1. Ensure that any subsidiaries or third-party users who need access to shared calendars have a Q-Cal account.
    2. You can create a demo account here: https://app.q-cal.net/Signup?rs=29
      1. Once the demo account is created, contact Nordicscreen at info@nordicscreen.com to upgrade the account to production.
  2. Set Up Calendar Integration (Optional)
    1. You can either:
        1. Integrate with Microsoft Exchange or Google Workspace (formerly known as G-Suite), or,
        2. Create room calendars manually in Q-Cal if you prefer not to use an integration.
      1. Important: When using Microsoft Exchange or Google Workspace, make sure to enable two-way synchronization. Without this, Q-Cal will not be able to create or manage bookings in the integrated calendar.
  3. Create Room Calendars
    1. Set up your room calendars either through the integration or manually within Q-Cal.

Create a sharing profile

Once your calendars are set up, you can create a sharing profile:
  1. Click your user profile in the top-right corner.
  2. Navigate to the Admin menu.
  3. Select Calendar Sharing.
  4. Click “+ Create new sharing profile” in the top-right corner.
Set Up the Sharing Profile
  1. Name the sharing profile.
    Give the profile a clear and descriptive name to make it easy to identify later.
  2. Define booking permissions.
    Choose whether the third-party account can create bookings in your calendars or view only.
  3. Set visibility for the calendar owner.
    Define what information the calendar owner can see for bookings created by third-party users (e.g., subject, organizer, organizer email).
  4. Set visibility for the third-party account.
    Define what information the third-party account can see for bookings they did not create (e.g., subject, organizer, organizer email).
  5. Select locations (optional).
    Choose which locations the third-party account should have access to.
    If you do not want to share entire locations, you can skip this step.
  6. Select specific calendars (optional).
    Choose individual calendars to share.
    If locations are already shared, selecting specific calendars is optional.
  7. Invite third-party administrators.
    Add an administrator from the third-party account to the sharing profile.
    To invite multiple users, click the “+” icon and add additional accounts.
Finally, click Save to apply the sharing profile, this will also send an invite to the sub-accounts that needs access.
Note: Changes wont affect already made bookings.

Controlling multi-company sync

How to know if a booking is from another account

To see which booking is coming from other accounts, go to your Q-Cal overview, and look for diagonally shaded bookings. This means that the booking is coming from a shared account.

How to retract sharing with an account

If you at some point need to retract sharing with another account, all you have to do, is press your login name in the top right, go to Admin and then Calendar sharing. Here you can see all your different sharing profiles, then open the profile, where the sub account you need to remove is located in. Go to the Active Participants tab, and delete their access, by pressing the trash can to the right of their name.


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