By Automating Shared Calendar Permissions, Making Access Faster, Simpler and More Consistent
Customer Snapshot
Organisation: Parliamentary Service
Industry: Public sector
Environment: Microsoft Office 365, Microsoft Graph and legacy Symprex workflows
Teams supported: Member, ministerial, media and support teams
Jobs to be done: Simplify calendar permissions, reduce manual administration and give teams timely access to shared schedules
The Challenge
Parliamentary Service relies on shared calendars to coordinate work across member, ministerial, media and support teams.
Managing calendar permissions had become difficult. Settings were inconsistent, updates took time and users sometimes waited for access to schedules they needed for time-sensitive work.
The move away from legacy tools such as Symprex also introduced unfamiliar processes. This increased the learning burden for users and created more work for IT support.
Inconsistent permissions carried a further risk. Without standard access levels, people could receive too much visibility into sensitive calendar information—or not enough access to do their jobs.
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 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.
Where the Hidden Costs Were Building
Each calendar permission change was a small task, but the cost accumulated through manual updates, access delays and support requests.
Media and support teams could lose valuable time waiting for access. IT teams had to resolve inconsistent settings and help users understand unfamiliar workflows. New employees needed additional support before they could collaborate effectively.
There was also a security and compliance cost. Inconsistent permissions increased the chance of calendar information being overshared or made available to the wrong people.
The Solution: Extend Activate to Manage Calendar Permissions
Activate worked with Parliamentary Service to extend its existing Shared Mailbox Module with shared calendar functionality. Standard permission templates—including Free/Busy, Reviewer and Editor—made access levels easier to select and apply consistently. Automated workflows could assign permissions based on user roles, reducing manual intervention.
Shared calendar management through Activate
Standard Free/Busy, Reviewer and Editor permissions
Role-based permission workflows
Colour-coded labels and simplified screens
Secure Microsoft Graph integration
Synchronisation with the Office 365 environment
This gave Parliamentary Service a more consistent way to manage calendar permissions while retaining the controls needed for sensitive schedules.
The Results at a Glance
Faster updates
through automated calendar permission workflows
Time saved: Staff gained access with fewer manual steps
Consistent permissions
using standard access templates
Risk reduced: Sensitive calendar information was better controlled
Simpler workflows
with colour-coded labels and a clearer interface
Effort reduced: Users needed less help moving from legacy tools
Fewer support requests
for routine calendar access changes
Capacity returned: IT teams spent less time on administration
The Outcome: Easier Collaboration With Stronger Control
Parliamentary Service gained a more streamlined and user-friendly way to manage shared calendar permissions.
Member, ministerial, media and support teams could collaborate more effectively, while standard templates made permission settings easier to understand and apply.
Automated workflows reduced administrative effort and helped simplify onboarding. Microsoft Graph integration provided secure synchronisation with the organisation’s Office 365 environment.
The result was faster access, fewer support requests and more consistent control over shared calendar information.
The Bottom Line
The hidden cost of calendar access was spread across manual updates, inconsistent permissions, user delays and repeated support requests.
By extending Activate with shared calendar management, Parliamentary Service made access easier to manage without weakening control.
The result was a simpler experience for users, less administration for IT and more reliable collaboration across teams.
Looking at Activate for your agency?
Activate is an approved supplier on the New Zealand Government Marketplace.
View procurement information →