Granular Calendar Permissions for Restricted Users
G
George Givargis
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Description:
Currently, when a user in a subaccount is set to
“Restricted: can only view their own leads”
, this restriction also limits which calendars
they can see and access. That means:
- If a user (for example, a caller or appointment setter) is restricted, they can only see calendars they are directly assigned to.
- Event calendarsorsales calendars(that are not assigned to them) become invisible — even if the user’s job is to book appointments for other team members.
This leads to major workflow problems in sales teams where:
- A callerbooks appointments forsales reps, but cannot access the reps’ calendars.
- Event calendarsthat are not tied to a specific user cannot be accessed or used by restricted users at all.
---
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Proposed Solution:
Add
granular calendar permissions
independent of the “restricted” user setting. For example, in each calendar’s settings, allow admins to configure:
- ✅ Who can viewthe calendar (All users / Selected users / Only assigned users)
- ✅ Who can book intothe calendar (All users / Selected users / Only assigned users)
This would make it possible for restricted users (like callers or assistants) to still book appointments into certain calendars, without giving them full access to all leads or data.
---
###
Why This Matters:
This change would solve a huge problem for agencies and teams using GoHighLevel for multi-role workflows — especially where some users are restricted for data privacy but still need cross-calendar access for scheduling.
It would bring
much more flexibility
, less confusion for restricted users
, and allow cleaner role separation
between callers, sales reps, and admins.---
###
Example Use Case:
A caller (restricted user) calls leads and needs to book appointments for a sales rep into the "Sales Calendar."
Currently: ❌ Not possible due to calendar visibility restrictions.
With this improvement: ✅ The caller can book into the calendar while still having limited lead visibility.
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S
Sales & Marketing
Merged in a post:
Calendar Privacy / Visibility Access Options
J
Justin Showers
There doesn't seem to be a way to lock some HighLevel users out of seeing certain information in HighLevel Calendars, or even the entire calendar. This is a giant privacy hole in the system.
This came as quite a shock to our CEO, who wanted to setup a calendar in HighLevel (figuring we don't need to pay for Calendly anymore) and did a One-Way sync to his Google calendar to make sure he wasn't double booked, only to find out EVERY HIGHLEVEL USER in our organization could see ALL HIS APPOINTMENTS within the HighLevel calendar he created, personal and otherwise.
There are so many ways this need could be accommodated on the Calendar Settings or User Permission settings side of things, and yet we see no exiseting options related to this.
Ideas that all address this in various manners (and should likely ALL be implemented):
1) A option on each individual HighLevel calendar to limit users who have access to that particular calendar
2) An additional Calendar sync option that functions much like the "One Way" option, but only syncs back times on a Google Calendar that are blocked WITHOUT info like the title, people attending, location, etc.
3) In User permissions, a "Calendars" functionality toggle.
PS: The option called "Only assigned data" in User Permissions is NOT a solution to this, because that toggle is more global and blocks all sorts of other data/records from being accessed (Like Contacts unless you own them.)
B
Benny Druin
please just called in about this issue
E
Emir Corbo
Very necessary!
G
GradeTransferer – Darren Litchfield
How is this not a MASSIVE and fairly urgent priority? This seems like 101 when implementing shared calendars and syncing. We have the same concern in 2 of my organizations.