Parliamentary Services Modernises Shared Calendar Management
Automating Microsoft 365 calendar permissions to improve collaboration and reduce IT workload
Client Snapshot
Organisation: Parliamentary Service
Industry: Public sector
Environment: Hybrid Microsoft 365 / Office 365
Use Case: Shared mailbox and calendar access automation
Stakeholders: IT Operations, Ministerial Support Teams
Solution: Activate Access Automation
The Challenge
Parliamentary Service relies heavily on shared calendars to coordinate schedules for ministers, support teams, and media staff.
Managing calendar permissions manually created administrative overhead for IT teams and inconsistent access across shared mailboxes and calendars. Updates often required service desk intervention, slowing down collaboration and increasing operational workload.
The organisation needed a more efficient way to manage shared calendar permissions while maintaining secure access controls.
The Solution
Activate worked closely with the Parliamentary Service deploy our Activate Access Automation solution using the Shared Mailbox Module to integrate shared calendar functionality. This was designed to simplify calendar management and ensure secure, real-time access to shared resources.
The Activate Access Automation solution included:
Shared calendar integration: Standardised permission templates (such as Free/Busy, Reviewer, and Editor) were introduced, allowing streamlined updates through Activate’s interface.
Calendar permissions: Define the level of access users have to view, edit, or manage shared calendars, ensuring appropriate visibility and control for scheduling and collaboration.
Automated workflows: Permissions could now be assigned automatically based on user roles, eliminating manual effort and ensuring consistency.
User-friendly design: Colour-coded labels and simplified workflows improved usability, particularly for media teams and support staff.
Microsoft Graph integration: Leveraging the Microsoft Graph API enabled secure synchronisation with the organisation’s Office 365 environment.
The Result
By deploying Activate Access Automation, Parliamentary Service achieved a more streamlined, secure, and user-friendly method of managing calendar permissions. This improved collaboration across member and ministerial teams, enhanced operational efficiency, and reduced administrative effort for IT support.
Key Outcomes of deploying Activate Access Automation
Automated calendar permission updates across teams
Improved collaboration between ministerial and media teams
Reduced manual IT administration
Consistent permission controls across shared calendars
Simplified onboarding for new staff