Improving Collaboration Through Streamlined Calendar Permissions
A streamlined extension to Activate’s Shared Mailbox Module to simplify shared calendar management & boost efficiency
Overview
The Parliamentary Service faced significant challenges managing shared mailboxes and calendars, particularly for member and ministerial teams. With a growing demand for collaboration, especially among staff and media teams, they needed a streamlined solution to enhance the Activate Shared Mailbox Module with shared calendar custom extension options. Activate delivered a tailored solution that enhanced scheduling, access control, and efficiency.
The Challenge
Managing calendar permissions for member and ministerial teams had become increasingly difficult due to outdated tools and inconsistent processes. Key issues included:
- Complex permissions management: Inconsistent calendar permission settings created confusion and errors.
- Manual processes: Updating permissions was time-intensive, creating delays for staff and support teams.
- Transition challenges: Moving from legacy platforms such as Symprex introduced unfamiliar workflows.
- Operational inefficiencies: Media and support staff experienced access delays, slowing their ability to meet time-sensitive requirements.
- Compliance risks: Without standardised permissions, the risk of oversharing or unauthorised access to sensitive calendar data increased.
The Solution
Activate worked closely with the Parliamentary Service to enhance its Shared Mailbox Module by integrating shared calendar functionality. This extension was designed to simplify calendar management and ensure secure, real-time access to shared resources.
Key solution components 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 extending the Activate platform with shared calendar functionality, the 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:
- Faster calendar permission updates through automation
- Improved collaboration among ministerial support and media teams
- Reduced learning curve for users transitioning from legacy systems
- Lower IT overhead and fewer support requests
- Stronger compliance through consistent permission application
- Simplified onboarding experience for new staff