---
title: Setting up a Shared Calendar for Event steps
slug: setting-up-a-shared-calendar-for-event-steps
createdAt: 2026-09-15T11:34:02.314Z
---

This guide covers setting up a shared calendar to use for Event tasks in Ashby's People Workflows tool. For information on configuring a shared calendar for Ashby Recruiting, check out [What is a shared calendar?](docId:7L9yaj7bNYKhfMH-vpkdR) 

:::hint{type="warning"}
Ashby's People Ops module is currently available through restricted early access. The following documentation is provided for design partners participating in that program.
:::

# Permissions and access

The ability to configure Shared Calendars in Ashby People Ops is only accessible by users whose permission set includes the Edit shared calendars permission. 

:::hint{type="info"}
For more on Ashby People Ops permission sets, check out [Configure Permission Sets](docId:7apvU1qei2QWWO4SL6UOI).
:::

# Configuring a shared calendar

Before you can select a shared calendar in an **Event** workflow step, you’ll need to configure that calendar in **People Ops > Admin >** [Shared Calendars](https://app.ashbyhq.com/people-ops/admin/calendars). Click on either Google Workspace or Microsoft 365 to open up the appropriate integration tile.

![Screenshot 2026-06-26 at 12.56.57 PM.png](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/jfAFb6XWO0ZWotwbtn0er_screenshot2026-06-26at125657pm.png)

Then click `+ Add Calendar` , enter the calendar ID, and click Add to add a shared calendar. 

![Screenshot 2026-05-28 at 10.33.53 AM.png](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/xYu-uR5ipn4Gw_9yuJrbJ_screenshot2026-05-28at103353am.png)

:::hint{type="info"}
The Google Workspace and Microsoft 365 integrations can only be configured in Ashby Recruiting. For more, check out [Google Workspace](docId:9nUSHnd_uiv8wIGz-YpaM) or [Microsoft 365](docId:_eaaljgrTeW__Uoxtk8i7).
:::

Each shared calendar must have an [Event Organizer](https://app.ashbyhq.com/people-ops/admin/organizers) assigned. To do this, navigate to Admin > Event Organizers and click into the shared calendar. Then select the appropriate organizer using the `Organizer` dropdown.

![Screenshot 2026-06-26 at 12.47.08 PM.png](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/ncShfETsX1hic-LzmCmi-_screenshot2026-06-26at124708pm.png)

When a workflow uses that shared calendar in a Schedule Event step, Ashby creates the event with that configured Organizer.

:::hint{type="info"}
Shared calendars for People Ops remain separate from Recruiting calendars.

Available options (Google Workspace and Microsoft 365) are based on which calendar integrations are enabled in Ashby’s Recruiting module’s **[Integrations](https://app.ashbyhq.com/admin/integrations/marketplace)**. If you don’t see an expected option, connect with your Ashby Recruiting admin to confirm the integration is enabled.
:::

For a shared calendar to work for Schedule Event steps, it must be configured in [Shared Calendars](https://app.ashbyhq.com/people-ops/admin/calendars) and have an Organizer configured in [Event Organizers](https://app.ashbyhq.com/people-ops/admin/organizers).

For Ashby to schedule on a shared calendar, the assigned [Event Organizer](https://app.ashbyhq.com/people-ops/admin/organizers) must have `Edit` access to it.

### Default People Ops Calendar

When you configure your Shared Calendars, you will have the option to designate a shared calendar as your Default People Ops Calendar via the **Set as default People Ops calendar** checkbox when adding a new calendar.

![Screenshot 2026-05-28 at 10.33.53 AM.png](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/xYu-uR5ipn4Gw_9yuJrbJ_screenshot2026-05-28at103353am.png)

To change which Shared Calendar is set as the default, go to **Admin >** **[Shared Calendars](https://app.ashbyhq.com/people-ops/admin/calendars)** in People Ops Admin settings and select **Make Default** next to the calendar you'd like to use.

![Screenshot 2026-05-26 at 9.37.15 AM.png](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/d29eHK6WbgJc7be7Y8r0b_screenshot2026-05-26at93715am.png)