How to Share Google Calendar: The Complete Guide (With CalStack)

Need to share your Google Calendar so someone can see your availability? Maybe it's a colleague, a client, or your entire team. You could dive into Google Calendar settings, manage permissions, send invitations, and hope they figure out how to view it on their end. Or you could skip the complexity entirely and use a tool that shows your availability without ever exposing your calendar. In this guide, we'll show you how to share Google Calendar the traditional way — and then introduce you to a smarter alternative with CalStack that lets people book your time without needing access to your calendar at all.

How to Share Google Calendar: The Traditional Method

If you want to share your Google Calendar with other users using Google's native features, here's the complete step-by-step process:

Step 1: Open Google Calendar Settings

Go to calendar.google.com and sign in. Look for the calendar you want to share in the left sidebar under "My calendars." Hover over the calendar name, and you'll see three vertical dots (⋮) appear. Click those dots and select "Settings and sharing."

Step 2: Scroll to "Share with Specific People or Groups"

In the settings menu, scroll down until you see the section labeled "Share with specific people or groups." This is where you control who can see your calendar and what level of access they have.

Step 3: Click "Add People and Groups"

Click the "+ Add people and groups" button. A dialog box will appear asking you to enter an email address.

Step 4: Enter the Email Address

Type in the email address of the person you want to share your calendar with. This should be their Google account email (Gmail or Google Workspace).

Step 5: Set Permission Levels

Google Calendar offers four permission levels when you share your calendar:

• See only free/busy (hide details): They see blocks of time when you're busy, but no event titles or details. Good for privacy.
• See all event details: They see event titles, descriptions, locations, and attendees. Full transparency.
• Make changes to events: They can edit your events (reschedule, delete, modify). Use with caution.
• Make changes and manage sharing: Full control — they can edit events and share your calendar with others. Rarely needed.

Choose the permission level that fits your needs. For most professional use cases, "See only free/busy" or "See all event details" is appropriate.

Step 6: Click "Send"

Once you've selected permissions, click "Send." Google will send an email invitation to that person. They'll receive a link to add your calendar to their own Google Calendar view.

Step 7: They Accept and View

The recipient opens the email, clicks the link, and your calendar appears in their Google Calendar sidebar under "Other calendars." They can now see your availability based on the permissions you granted.

That's the process. It works. It's built into Google Workspace and Gmail. And if you're coordinating schedules within a team or family, it's perfectly functional.

The Problem: Why Sharing Your Google Calendar Can Be Messy

Sharing your Google Calendar sounds simple in theory. In practice, it introduces friction, privacy concerns, and confusion:

Privacy and Oversharing

When you share your calendar with someone, they see all your events (depending on permissions). That includes personal appointments, internal meetings, blocked focus time — everything. Even with "See only free/busy," you're exposing your entire schedule rhythm. Some people are uncomfortable with that level of visibility.

Permission Management Nightmare

If you share your calendar with multiple people — clients, contractors, team members — you have to manage permissions individually. Who has "See all event details"? Who has "Make changes"? If someone leaves your team or you stop working with a client, did you remember to revoke access? It's easy to lose track.

They Still Don't Know When to Book You

Sharing your calendar lets people see your availability. It doesn't let them book your availability. They still have to email you and say, "I see you're free Tuesday at 2 PM — does that work?" You still have to reply. You're still playing scheduling ping-pong, just with more context.

Cross-Organization Confusion

If you're working with external clients or partners (especially those not on Google Workspace), calendar sharing gets clunky. They may not use Google Calendar. They may not know how to add a shared calendar. You send the invitation, they don't see it, and now you're troubleshooting calendar apps instead of scheduling the meeting.

No Branding, No Control

When someone views your shared calendar in Google Calendar, it's a generic interface. There's no branding, no messaging, no call-to-action. It's functional, but it's not professional in the way a polished booking experience is.

How to Share Your Google Calendar Availability Without Actually Sharing Your Calendar

This is where CalStack flips the script. Instead of sharing your calendar and managing permissions, you create a booking page that shows your availability — without exposing your calendar. Here's how it works:

1. Connect Your Google Calendar to CalStack

Sign up for CalStack and connect your Google Calendar. CalStack syncs with your calendar in real time, pulling your busy/free status across all your calendars (work, personal, etc.). But here's the key: your calendar stays private. CalStack reads your availability; it doesn't give anyone else access to your calendar.

2. Create a Branded Booking Page

CalStack generates a personalized booking page (e.g., calstack.io/yourname) where visitors see your available time slots. The page reflects your brand — your logo, colors, custom messaging — and it's hosted on CalStack's infrastructure. No messy permissions to manage. No shared calendar invites.

3. Visitors Book Directly

When someone needs to meet with you, you send them your CalStack link (or embed it on your website as a floating widget). They see your real-time availability, pick a slot, and book instantly. The meeting is added to your calendar (and theirs, via email invitation), but they never gain access to your full calendar. They only see the slots you've made bookable.

4. Automatic Google Meet Links and Confirmations

Every booking includes a Google Meet link (generated automatically) and confirmation emails for both parties. No manual calendar sharing. No permission management. No back-and-forth. Just clean, automated scheduling.

5. Revoke Access Instantly

Want to stop sharing availability with someone? Just stop sending them your CalStack link. There's no calendar permission to revoke, no shared calendar lingering in their sidebar. Your calendar remains entirely under your control.

Key Features: Why CalStack Is Smarter Than Sharing Google Calendar

Privacy by Default

CalStack shows availability without exposing your calendar. No one sees your event titles, personal appointments, or schedule patterns. They only see "Available" or "Booked."

No Permission Management

You don't have to add people, set permissions, or worry about who has access. Share your booking link with anyone — clients, prospects, partners — and they can book without ever touching your calendar settings.

Automatic Scheduling (No Back-and-Forth)

Sharing your calendar still requires manual confirmation: "Does Tuesday work?" "Yes, let's do it." CalStack eliminates that step. If a slot is available, they book it. Done.

Branded Experience

Your CalStack booking page looks professional and on-brand. It's not a generic Google Calendar view — it's a polished, conversion-optimized interface that reflects your business.

Multi-Calendar Sync

CalStack checks all your connected calendars before showing availability. If you're blocked on your personal calendar, work calendar, or any synced calendar, that slot won't appear. No double-booking.

Automated Reminders (Email & Screen Popups)

Reduce no-shows with automatic reminders sent before every meeting. Your guests get a friendly nudge, and you don't have to manually follow up.

Floating Widget for Your Website

Instead of sending a separate scheduling link, embed CalStack as a floating widget on your website. It stays visible as visitors browse, allowing them to book without ever leaving your site. This approach converts 2–3x better than traditional contact forms or hidden scheduling links.

How to Share Google Calendar vs. Using CalStack: Side-by-Side Comparison

The choice is clear. Traditional calendar sharing is a "view-only" solution. CalStack is an action-oriented solution that turns availability into booked meetings — without ever exposing your calendar.

Frequently Asked Questions: How to Share Google Calendar

How to share Google calendar with other users in Google Workspace?

If you're in a Google Workspace organization, sharing calendars is slightly streamlined. Go to Settings and sharing for the calendar you want to share, and you can share with individuals, groups, or even your entire organization. For organization-wide sharing, scroll to "Access permissions for events" and check "Make available for [Your Organization]." You can set default permissions (See all details, See only free/busy, etc.).

However, this still means your calendar is exposed to coworkers. If you want to let colleagues book time with you without sharing your full schedule, CalStack offers team booking pages and round-robin scheduling — so availability is visible, but your calendar stays private.

How to share my Google calendar with someone who doesn't use Google?

When you share a Google Calendar, the recipient receives an email with a link to add your calendar to their Google Calendar. If they don't use Google Calendar, they can try subscribing via the iCal link (available in your calendar's "Integrate calendar" settings). Copy the secret iCal address and paste it into their calendar app (Outlook, Apple Calendar, etc.).

But this is clunky. The iCal link is read-only, may not update in real time, and doesn't allow them to book you. A better solution: use CalStack. Your booking page works for anyone — no Google account required. They click your link, see your availability, and book. It's platform-agnostic and friction-free.

How to stop sharing my Google calendar?

To revoke access, go back to Settings and sharing for the calendar, find the person listed under "Share with specific people or groups," click the X next to their name, and confirm removal. They'll lose access immediately, and the calendar will disappear from their "Other calendars" list.

With CalStack, there's no "revoke access" process — just stop sharing your link. You never gave them calendar access in the first place, so there's nothing to revoke.

Can I share only part of my Google calendar?

Not directly. Google Calendar doesn't let you share specific events or date ranges — you share the entire calendar (with permission controls). If you need selective sharing, your options are:

1. Create a separate calendar for the events you want to share, and only share that calendar.
2. Use "See only free/busy" permissions so they see when you're blocked, but not event details.

Or skip the hassle entirely and use CalStack. You control exactly which time slots are bookable (e.g., "Mondays 9 AM–12 PM only"), and your calendar stays private. No need to create multiple calendars or manage complex permissions.

How to share a Google calendar link for scheduling?

Google offers appointment scheduling (available in Google Calendar settings), which generates a booking page link similar to Calendly. It's free and functional for basic use. However, it's not designed for conversion or branding. There's no floating widget, no lead capture, and no deep integrations with CRM tools.

If you want a professional scheduling link that reflects your brand and converts visitors into meetings, CalStack is purpose-built for that. Share your link, embed it on your site, and let the bookings roll in — with automatic Google Meet links, reminders, and a polished experience from start to finish.

Why Sharing Your Calendar Isn't the Same as Scheduling

Here's the fundamental difference: Sharing your calendar is passive. Scheduling is active.

When you share your Google Calendar, you're saying, "Here's when I'm busy. Now you figure out when to meet me and send me an email." That's useful for coordination within teams, but it's not a booking system.

When you use CalStack, you're saying, "Here's when I'm available. Pick a time and we're booked." That's an active, conversion-focused experience. Visitors don't have to email you. They don't have to wait for a reply. They see a slot, they book it, and the meeting is scheduled. That's the difference between coordination and conversion.

How CalStack Works: The Smart Alternative to Sharing Google Calendar

Here's the full workflow:

1. Connect your calendars: Link Google Calendar (and any other calendars) to CalStack. It syncs in real time.
2. Set your availability: Define when you're bookable (e.g., weekdays 9 AM–5 PM, with buffer time between meetings).
3. Customize your page: Add your logo, brand colors, custom text, and booking rules (meeting duration, location, Google Meet links, etc.).
4. Share your link or embed the widget: Send your CalStack link via email, add it to your email signature, or embed it on your website as a floating button.
5. They book instantly: Visitors see your real-time availability, pick a slot, and book. The event appears on both calendars, with a Google Meet link included.
6. Automated follow-up: CalStack sends confirmation emails and reminders. You show up. They show up. The meeting happens.

No calendar sharing. No permissions. No coordination headaches. Just a smooth, professional scheduling experience.

When to Share Google Calendar (And When to Use CalStack Instead)

Share your Google Calendar when:

• You're coordinating schedules within a close team (internal use)
• You want coworkers to see your full availability for ad-hoc planning
• You're managing a shared team calendar (events, holidays, etc.)

Use CalStack when:

• You're scheduling meetings with clients, prospects, or external partners
• You want to maintain privacy while showing availability
• You need a professional, branded booking experience
• You want automated scheduling without back-and-forth emails
• You want to convert website visitors into booked meetings
• You're tired of managing calendar permissions and access

Most professionals need both. Google Calendar for internal coordination. CalStack for external scheduling.

Bottom Line: Stop Sharing, Start Scheduling

Learning how to share Google Calendar is useful for team collaboration. But if your goal is to book more meetings with clients, prospects, or external partners, calendar sharing isn't the answer. It's a coordination tool, not a conversion tool.

CalStack solves the real problem: turning availability into bookings. Your calendar stays private. Your branding stays intact. Your time gets booked — without a single "Does Tuesday work?" email.

Start your 14-day free trial with CalStack and see how much easier scheduling becomes when you stop sharing your calendar and start automating it.