Participant permissions for your event on Zoho Calendar

Participant Permissions

In Zoho Calendar, the participant permissions can be chosen by the organizer of the event. The participant permissions can be set at 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.

Steps to Set Default Participant Permissions

  1. Log in to Zoho Calendar.
  2. Go to Settings > Calendar > Event Settings.
  3. Choose the preferred permission from the drop down listed under the Participants Permission field.

The default participant permission will be displayed in the Permissions field of the Edit event tab when you set individual participant permissions in the Manage Participants & Check Availability window.

Event Level Participant Permissions

You can set the permission for the participants to View only event details, View participants, Add Participants, or Edit event. This can be done at 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 organization 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 organization 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.
The Participants who are not the part of your organization will have only the permissions to View only event details and View participants. They will not have the permissions to Add participants and Edit event.
The individual participant permission will be overwritten if you change the participant permission at 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 organization 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.
Non-participants can view event and participant details but cannot RSVP for the event.