Calendar Roles & Permissions

The ability to contribute events to UB's Event Calendar is limited to UB faculty, staff or students approved by Calendar Team Leads or Senior Communicators. Permissions can be requested using the Request Calendar Permissions form.

How to get access to the UB Event Calendar

Members of the UB community* may request contributor access to the UB Event Calendar using the Request Calendar Permissions form, however, only those authorized by unit Senior Communicators or Calendar Team Leads may contribute events to the UB Event Calendar. Permission requests are forwarded to your unit's Senior Communicator or Calendar Team Lead for approval. Once approval is received, contributors will be granted permission to contribute events, in the roles assigned by the leads.

*The Jacobs School uses a separate calendar product, although events from that calendar feed into the UB Event Calendar. The Jacobs school has requested that its users enter events directly into the Jacobs school calendar and not Therefore, users from Jacobs school will not be granted permission to contribute events to

Calendar Team Leads/Senior Communicators

When requesting calendar permissions for your units, please be aware that University Communications (UC) will apply your chosen Permission Model to all requests. Learn more about Calendar Roles & Permissions.

Registered Contributors

If you are already a registered contributor, it is possible your permissions have changed. Contact your Calendar Team Lead/Senior Communicator to find your current calendar role and permission level. Or contact the DCT Calendar Team

If you have previously contributed or published events in the UB Event Calendar:

  1. Go to the UB Events Calendar and scroll to the footer.
  2. Click Sign In and provide your standard UBITName and password.
  3. Return to the footer and look for 'My Profile' or 'Manage.'
  4. Click My Profile to contribute or approve your own events.
  5. Click Manage to approve others events, to build calendar feeds or to adjust other settings (if you have Unit Admin permissions)

New Contributors

Before attempting to submit an event, please check with your Senior Communicator or Calendar Team Lead to learn:

  • How calendar permissions are assigned in your unit
  • Whether you have permission to submit and publish events
  • What calendar role you have been assigned
  • Whether your events must be reviewed before they are published

Here's how to contribute events if you are a new contributor:

1. Register in the calendar.

  • Go to the UB Events Calendar and scroll to the footer
  • Click Sign In and provide your UBITName and password.
  • You are now classed as a Visitor, and must obtain approval from your Senior Communicator or Calendar Team Lead to proceed.

2. Next, obtain approval from your Calendar Team Lead/Senior Communicator by either:

  • Contacting them directly to request permission to contribute to the UB Event Calendar on your unit's behalf. (Your Senior Communicator/Calendar Team Lead must then contact the DCT Calendar Team and provide us with authorization and the role you are to be assigned.)


  • Completing the Calendar Permission Request form. University Communications will relay your information to your Senior Communicator/Calendar Team Lead for their approval. University Communications will update your permissions when approval is received.

Your Senior Communicator/Calendar Team Lead should contact you with additional information about your unit's calendar contribution processes, and limits to your sphere of authority (what sort of events you are authorized to post).

Once you are approved and your permissions are set, you may contribute events by following the instructions for creating an event.

Permission Models Defined

Each UB school and administrative unit has selected a permission model to control how their users may contribute to the UB Event Calendar. 

Empowered Contributor Model — RECOMMENDED

With the Empowered Contributor model, calendar contributors have the ability to publish events without oversight.

This permission model is best for units with staff that function independently and administrators who do not wish to approve each event submission.

The Power Contributor role, will be given to all approved users from units that have chosen the Empowered Contributor Model. Power Contributors are able to publish their own events but are not permitted to edit or publish events submitted by others. Optionally, units may also assign these limited advanced permissions, to facilitate editing events and creating web feeds:

  • Up to 5 Unit Admins, and
  • Up to 2 users to receive Feed Admin role
  • No users are assigned to the Regular Contributor role.

Effectively, units choosing the Empowered Contributor model should have no events waiting to be approved/published, since all users will be able to submit, publish and feature their own events without seeking approval.

Approval Required Model 

With the Approval Required model, only users who are authorized by the unit’s Calendar Team Lead or Senior Communicator may submit events to the calendar, and their submissions must be approved by a Unit Admin before they are published in the live calendar.

This permission model is best for units that wish to keep tight control over the content that appears in the calendar and their feeds.

Contributors are assigned one of the following roles:

  • Unit Admin (can edit and publish any events)
  • Power Contributor (can publish only their own events)
  • Regular Contributors (can submit but not publish; events must be approved by Unit Admins)
  • Feed Admin (can manage/create feeds for your website)

Each unit’s Calendar Team Lead or Senior Communicator is responsible for establishing their unit’s procedures for reviewing, approving/publishing events submitted by their Regular Contributors. (Events submitted by your Regular Contributors will not be published by UC.)

Calendar Roles Defined

Below is a table of the roles available in the UB Event Calendar and the capabilities of each.

Please note, some roles are marked with an asterisk (*). Never publish or make changes to events for which you are not personally responsible unless you have explicit permission from the responsible office.  

  UB Role Calendar Roles      


Calendar Team Lead (internal role only)

Unit Administrator Power Contributor Feed Admin Regular Contributor
Manage calendar process/standards for their unit, school, division x        

Authorize users; Request new or change permissions

Approve others' events *   X      
Cancel events *   X X    

Create events

  X X   X
Delete events *   X      

Edit own events

  X X   X

Edit other users’ events *

Highlight/Feature events   X X    

Publish own events

  X X    

Publish others’ events *

Submit events for approval         X

FEEDS: Propose new website feeds and feed keywords


FEEDS: Set up and modify feeds for UBCMS sites in owned portfolio

LOCATIONS: Propose new event locations X        

Changes from the Old Calendar Permissions

As of August 1, 2018, University Communications (UC) changed the way people contribute to UB Events Calendar. To improve accountability of event contributions and accuracy of calendar content, UB units will now define who can publish events to the calendar on their unit’s behalf, and specify the calendar roles each should be granted.

Permission to publish events will be granted according to one of two models selected by each unit’s Senior Communicator:

  • Empowered Contributor Model RECOMMENDED
  • Approval Required Model

The Calendar Team Lead or Senior Communicator for each UB unit was asked to:

  1. Choose a Permission Model most appropriate for their unit
  2. Provide a list of users they authorize to contribute events on behalf of their unit.

The permissions of all currently registered users will be changed on 8/20/18 to reflect the wishes of unit Senior Communicators/Calendar Team Leads. No other users will be permitted to contribute events unless previously authorized by their Calendar Team Lead or Senior Communicator.

The users from units who do not respond will be automatically changed to the Empowered Contributor model, making them Power Contributors able to publish their own events.

What changed

Unit Responsibilities
  • All units (Calendar Team Leads/Senior Communicators) will now be responsible for:
    • Choosing and adhering to their chosen Calendar Permission model.
    • Designating approved users and their roles in the calendar. UC will apply permissions and roles based on these approvals
    • Responding promptly to authorization requests from the Calendar Team or

Permissions and Roles

  • Only authorized users are permitted to submit events to the calendar
  • The permissions of many current users will change to reflect the permission model and revised permission levels chosen by unit Calendar Team Leads.
  • Regular Contributors (i.e., those authorized to submit but not publish events) must be approved by Calendar Team Leads; it will no longer be true that anyone with a UB email address can add an event to the calendar.
  • The Featured Event Editor permission level has been eliminated. All Unit Administrators and Power Contributors will automatically be granted this permission, giving both roles the ability to ‘highlight’ events to appear at the top of
  • The Technical Lead permission level has been renamed Feed Admin. Permissions remain the same (creating and managing unit web feeds).

Publishing Events

  • Events in the Pending queue will no longer be automatically published by UC.

What did NOT change

  • All units (Calendar Team Leads/Senior Communicators) remain responsible for:
    • Establishing their unit’s procedures for reviewing, approving/publishing events. This includes procedures for how the events submitted by their Regular Contributors will be approved.
    • Communicating with their users about their permissions and procedures within their sphere of authority.
  • New contributors must sign in the calendar once before their permissions can be set.
  • For help, you are still able to contact the UC Calendar Team or the DCT Help Desk.