Calendar Roles and Permissions

The ability to contribute events to the calendar is limited to UB faculty, staff and students who have been approved by calendar team leads or senior communicators. Permissions can be requested using the calendar permissions request form.

How To Get Access to the Calendar

Members of the UB community* may request contributor access to the event calendar, but only those authorized by unit senior communicators or calendar team leads may contribute events to the calendar. Requests are forwarded to your units 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 of Medicine and Biomedical Sciences uses a separate calendar product, and 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 Users from Jacobs School will not be granted permission to contribute events to

Calendar Team Leads and 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.

Registered Contributors

If you are already a registered contributor, it is possible your permissions may change. Contact your calendar team lead or 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 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. If you have unit admin permissions, click “Manage” to approve others events, build calendar feeds or adjust other settings.

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 is how to contribute events if you are a new contributor:

1. Register in the calendar.

  • Go to the 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. Obtain approval from your calendar team lead or 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 or 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 permissions request form. University Communications will contact 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 the limits to your sphere of authority (e.g., 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)

The empowered contributor model is best for units whose staff functions independently and whose administrators do not wish to approve each event submission. Under this model, calendar contributors have the ability to publish events without oversight.

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 limited advanced permissions (up to five unit admins and up to two feed admins) to facilitate editing events and creating web feeds.

Units that choose 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 

The approval required permission model is best for units that wish to keep tight control over the content that appears in the calendar and their feeds. Under this 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 calendar.

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)
Unit Responsibility

Each unit’s calendar team lead or senior communicator is responsible for establishing their unit’s procedures for reviewing, approving and publishing events submitted by their regular contributors. University Communications will not publish events submitted by your regular contributors.

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