How to Add Events to a Shared Google Calendar (Once You’ve Been Invited)

Google Calendar makes it easy to collaborate and stay organised, especially with shared calendars. If you’ve been invited to access a shared calendar, adding events is simple — as long as you have the right permissions.

Note: A member from each Daughter Lodge will receive an invite to join the calendar. It may be possible to have more than one lodge member invited, but this would need to be agreed by PGLAE (Provincial Grand Lodge of Aberdeenshire East).

Here’s exactly what you need to do:

✅ Step 1: Accept the Invitation to the Shared Calendar

Before you can add anything:

1. Check your email for a message from Google Calendar (or the person who shared it with you).

2. Click the “Add this calendar” or “Accept” link/button in the email.

3. The shared calendar will now appear in your Google Calendar sidebar under “Other calendars.”

✅ Step 2: Confirm You Have Permission to Add Events

Just being able to see the calendar doesn’t always mean you can edit it. You’ll need “Make changes to events” access. To check:

1. Hover over the shared calendar’s name in the left sidebar.

2. Click the three-dot menu next to it.

3. Choose “Settings and sharing.”

4. Under “Share with specific people,” find your name and see what level of access you have:

   • If it says “Make changes to events” or “Make changes and manage sharing,” you’re good to go.

   • If not, ask the calendar owner to update your permissions.

✅ Step 3: Add a New Event to the Shared Calendar

1. Go to Google Calendar.

2. Click the “+ Create” button in the top-left corner.

3. Fill out your event details:

   • Title

   • Date and Time

   • Location (optional)

   • Description (optional)

   • Guests (optional)

4. Important: Change the calendar from your personal calendar to the shared one:

   • Click the calendar name below the event title (it usually defaults to your personal calendar).

   • Select the shared calendar from the dropdown list.

5. Click “Save” — and you’re done!

📝 Tips for Adding Events to a Shared Calendar

• Be clear with titles: So others know what the event is about.

• Use descriptions: Include important info like links, agendas, or who’s responsible.

• Add notifications/reminders: These help ensure people don’t miss the event.

• Double-check the calendar name: It’s easy to accidentally add events to your personal calendar.

🧩 Bonus: Adding Events from Your Phone

1. Open the Google Calendar app.

2. Tap the “+” or “Create” button.

3. Enter your event details.

4. Tap the calendar name (usually says your personal email) and select the shared calendar.

5. Tap Save.

By following these steps, you’ll be able to smoothly contribute to a shared calendar and keep everyone on the same page. Happy scheduling!

To help you visualise the process of adding events to a shared Google Calendar, here is a highly-rated YouTube tutorial that provide clear, step-by-step instructions:

Adding Events to a Shared Google Calendar
This tutorial demonstrates how to add events to a shared Google Calendar, ensuring all members have access to the latest schedule. ​YouTube