Shared Calendar used by district employees to keep in pinyon

👋 Hi ​@GGwin, welcome to the Box Community! I’d be happy to assist.

Creating and maintaining a shared calendar directly inside “pinyon” (which is powered by Box) is highly feasible and can be seamlessly integrated with your existing calendar workflows.

Here is the guidance on how you can set this up and maintain it for your district employees:

1. The “Box for Google Calendar” integration

If your district uses Google Workspace, you can leverage the Box for Google Calendar integration (available via the Box for Google Workspace add-on). This native integration allows joint customers to connect their calendar events directly with Box content:

• Attach shared links directly: You can add Box shared file links directly to Google Calendar meetings with just a few clicks, without ever leaving Google Calendar. This is perfect for attaching leave request forms, event agendas, or district schedules.
• Automatic meeting notes: You can create a new Box meeting note directly linked to your calendar invite. Any changes made to these notes are automatically saved back to Box, ensuring everyone stays aligned.
• No complex setup: No additional administrator setup is required to use this feature, though individual users will be prompted to authorize the integration scopes when they first use it.
   

2. Alternative approach: shared folder structure in Box

If you prefer to manage the calendar entirely within Box without external integrations, you can set up a dedicated Shared Folder structure:

1. Create a master folder: Create a folder named “District Leave & Events Calendar” in Box.
2. Use a shared document (Box Notes or Spreadsheet):
   • Create a Box Note inside this folder containing a calendar table where employees can log their leave and event dates in real-time. Box Notes support concurrent editing, so multiple employees can update it simultaneously.
   • Alternatively, you can upload a Microsoft Excel or Google Sheets spreadsheet to track dates.
3. Manage permissions: Invite district employees to the folder as collaborators. You can set their access levels (e.g., “Editor” for those who need to add dates, or “Viewer” for those who only need to check the calendar).
    

These methods ensure that your district employees can easily add leave and event dates while keeping all associated documents securely stored and organized.

Source: 

Box for Google Calendar, Shared Link Attachments

Please feel free to reach out if you have any other concerns or questions.