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Share a calendar with a colleague

Give a colleague access to a calendar or a schedule, at one of three levels. Access starts when they accept, and you can change or withdraw it.

3 min read Updated 29 September 2026
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A calendar and a schedule are shared separately, from a screen each of them has called Sharing & permissions. Both work the same way: pick the person, pick what they can do, and Practor emails them an invitation. Access starts when they accept it.

You can only share with a practitioner who is already in your practice and has finished setting up their account. Invite your team is how somebody gets that far.

Open the sharing screen

For a calendar, open the Calendars menu on the calendar page and press the gear beside the one you want. That opens its settings, where Sharing & permissions is the second tab. Run your calendar has the rest of that menu.

For a schedule, open the Schedules menu and press the gear beside it. That opens Sharing & permissions directly.

Both screens need full access. Without it the tabs are greyed out and the rail says you have limited access.

Choose what a colleague can do

Three levels, and each one includes everything below it.

LevelWhat it allows
ViewSee the calendar or schedule and everything on it
EditAdd, change and cancel appointments on it
Full accessChange its settings, share it with other people, and delete it

Both screens use the same three words: View only, Can edit and Full access.

Send the invitation

Type a name into Search team members to share with, pick the level beside it, and press Share. You can select up to five people and send to all of them at once.

Practor emails each of them a link that is good for seven days. Until somebody accepts, their row sits in the list marked Pending, with the date it was sent. The ✕ on that row cancels it.

An invitation on its own grants nothing. If a colleague says they can't see the calendar, check whether their row still says Pending.

One invitation still pending, and one colleague who accepted.

Accept an invitation

The link opens Practor on the calendar page with You've been invited in front of it, naming the calendar, who sent it and the access offered. Accept invitation adds it to their calendar page. Decline turns it down, and the pending row drops off your list.

What the calendar is, who sent it, and what they can do with it.

An expired or already-answered link says so instead. Ask whoever shared it to send another.

Change or remove access

Each row in the list has a dropdown. Changing it takes effect immediately, with no second invitation.

The ✕ at the end of a row removes access. Practor asks you to confirm, and the access ends as soon as you do.

The row at the top belongs to the practitioner the calendar was made for. It reads Creator when that is you and Owner when it is somebody else. Their level can be changed as well, unless the calendar is their default one, which Practor refuses to alter.

On a calendar somebody shared with you, your own row is marked You. You can't change your own level or take your own access away.

Access that comes with a profile type

Practice support profiles hold full access to every practitioner's calendar and schedule in the practice. They don't appear in the sharing list and they were never invited: the access comes with the profile type. There is nothing to grant them and nothing to withdraw.

Invite your team covers what each profile type sees, and it is chosen during onboarding and can't be changed afterwards.

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