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Use cases → Scheduling

Insert a holiday calendar for every user in the domain

A delegated service account creates and shares a central holiday calendar with all users, ensuring everyone sees the same official events in their calendar view.

Who it is forIT admins and operations teams standardising calendars across a Google Workspace domain.
APIsCalendar API
Typical scopescalendar, calendar.events

The problem

Manually inviting every user to a central holiday calendar is slow, error-prone, and often misses new joiners. Without a reliable automation, official holidays and company events end up scattered or absent, and people book leave on the wrong dates.

How it works

  1. A delegated service account creates a new, central holiday calendar using the Calendar API.
  2. It shares this calendar with all users in the domain at the appropriate access level (usually 'See all event details').
  3. Holiday events are inserted or updated centrally, so all users see the same set.
  4. A scheduled job re-applies sharing to pick up new users and checks for removals.
  5. Optionally, notify users by email that the calendar is now available.

What changes

Every user has the same, up-to-date holiday calendar in their list, without manual invites. New starters get access automatically, and company-wide events are visible everywhere.

The trap in this one. The Calendar API's batch sharing operations are rate-limited and do not report per-user failures in detail. If you exceed quota or hit a transient error, some users will silently not receive access, and the API will consider the batch 'successful' for the rest. Without a careful audit step—fetching each user's calendar list and confirming presence—you can end up with gaps that persist until the next full sync, causing confusion when some staff see holidays and others do not.

Questions people ask

Can this calendar be made default or forced to appear for everyone?

No, Google Calendar does not allow admins to force a calendar to appear in users' primary view. The best you can do is share it and optionally notify users.

How do you handle users who join after the calendar is created?

A scheduled job should regularly re-share the calendar with new users detected via the directory, ensuring no one is missed.

Want this built?

This is a pattern we run in production. We will set up the delegation and build this on top of it — $500 per hour, most of it working the same day.

Talk to us Or read the setup guide

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