Participant Permissions

In Zoho Calendar, the participant permissions can be chosen by the organizer of the event. The participant permissions can be set at the event level and can be managed for individual participants.

Default Participant Permissions

Participant permissions help the host of an event to limit the participant access to view, edit, delete or add participants to the event. You can set a default option in your calendar settings and that will be reflected when you create an event across any calendar. You can change your preference in the create event form when you want to change the participant permission. The types of permissions available are:

• View-only event details - This allows the user only to see the event details like event date, time, and organizer details.
• View participants- This allows the user to view the event details along with the details of all the participants of the event.
• Add participants - Allows the user to view event details and participants along with an option to add more participants to the event.
• Edit event- This gives the user permission to view/ edit all the details of the event like adding/removing participants, changing the event time and also edit the permissions of other participants.

Steps to Set Default Participant Permissions

• Log in to Zoho Calendar.
• Go to Settings > Calendar > Event Settings.
• Choose the preferred permission from the drop-down list under the Participants Permission field.
  

 Note:

Event Level Participant Permissions

You can set the permission for the participants to View only event details, View participants, Add Participants, or Edit events. This can be done at the entire event level or can be narrowed down to each participant.

Steps to set Participant Permissions

1. Log in to Zoho Calendar.
2. Click on the New event button on the left pane of the calendar or click on a date grid of the calendar and click More options. A Create event tab will be opened.
   
3. Provide the Event title, date and time of the event, etc.,
4. Type the email address of the participants and choose them from the list or provide the email address of participants from outside organizations and press enter.
5. Click Permissions below the Invite participants or groups field. Choose the permission to be applied for all the participants.
   
6. Provide other details of the event and click Save.

Steps to Set Individual Participant Permissions

1. Log in to Zoho Calendar.
2. Click on the New event button on the left pane of the calendar or click on a date grid of the calendar and click More options. A Create event tab will be opened.
   
3. Provide the Event title, Date and time of the event, etc.,
4. Type the email address of the participants and choose them from the list or provide the email address of participants from outside organizations and press enter.
5. Click Manage & View free busy below the Invite participants or groups field.
   
6. You can set permissions for all the participants by clicking Permission in the Manage Participant & Check Availability pop-up window.
   
7. To set individual participant permission click on the permission below each participant and choose the permission from the Participant permission pop-up.
   
8. Click Done.
9. Provide other details of the event and click Save.

Note:

The Participants who are not part of your organization will only have permission to View only event details and View participants. They will not have permission to Add participants and Edit events.

Note:

The individual participant permission will be overwritten if you change the participant permission at the event level for all the participants in the Create or Edit event tab.

Non-participants

You can add individuals or groups as Non-participants to an event. These non-participants can only view the event and participant details. They cannot add participants or edit the event details. They also cannot RSVP for the event.

Steps to Add Non-participants

1. Log in to Zoho Calendar.
2. Click on the New event button on the left pane of the calendar or click on a date grid of the calendar and click More options. A Create event tab will be opened.
   
3. Provide the Event title, date and time of the event, etc.,
4. Type the email address of the participants and choose them from the list or provide the email address of participants from outside organizations and press enter.
5. Click Manage & View free busy below the Invite participants or groups field.
   
6. Click Non-participants in the Manage Participant & Check Availability pop-up window.
7. Provide the email addresses of individuals or groups whom you need to add as Non-participants.
   
8. Click Done.
9. Provide other details of the event and click Save.

Optional participants

When you are creating an event and inviting participants, not all the participants are required for the meeting.  By marking them optional, they can choose whether they want to attend the event. These optional participants have all the privileges of normal participants like adding participants, and editing event details and can also RSVP to the event.

Steps to Add Optional participants

1. Log in to Zoho Calendar.
2. Click on the New event button on the left pane of the calendar or click on a date grid of the calendar and click More options. A Create event tab will be opened.
3. Provide the Event title, date and time of the event, etc.,
4. Type the email address of the participants and choose them from the list or provide the email address of participants from outside organizations and press enter.
5. Click Manage & View free busy below the Invite participants or groups field.
6. Click on the 'Mark as optional' icon next to the name of the individual or group whom you want to add as an optional participant.
   
7. Click Done.
8. Provide other details of the event and click Save.
9. You can also mark any participant as optional from the edit event option.