Sharing your calendar with Program Manager

Takes about 30 seconds. No admin approval needed — you're the only one who can do this, for your own calendar.

What this is for

Program Manager is an internal dashboard that shows, per client, whether the team has enough bandwidth this week. To do that for you, it needs to see when you're busy or free — not what your meetings are about, who's in them, or any other details. Just blocks of "busy" time.

What it can and can't see

• ✅ Can see: time ranges where you have something on your calendar ("busy 10am–11am")
• ❌ Cannot see: meeting titles, descriptions, guest lists, locations, or anything else
• This is enforced by the permission level you'll grant below — "See only free/busy" literally hides everything except the time block itself.

Steps

1. Open Google Calendar, make sure you're logged in with your work account.
2. Click the gear icon (⚙️) in the top-right corner → click "Settings".
3. In the left sidebar of the Settings page, find "Settings for my calendars" and click your own name.
4. Scroll down to the section "Share with specific people or groups".
5. Click "Add people and groups".
6. Type in this exact email address:

calender@program-manage-509712.iam.gserviceaccount.com

1. In the permission dropdown next to it, choose "See only free/busy (hide details)" — this is the lowest permission level and is all that's needed.
2. Click "Send".

That's it — nothing else to configure. The dashboard will start picking up your busy/free hours on its next scheduled refresh (within a few minutes).

Alternate path to the same settings page

If you don't see the gear icon, or prefer a shortcut: in the Calendar left sidebar, hover over your calendar's name under "My calendars" until three vertical dots (⋮) appear next to it, then click those dots → "Settings and sharing". That opens the same page as step 3 above.

Troubleshooting

• I don't see "Add people and groups" — make sure you clicked into your own calendar's settings (step 3), not a shared or resource calendar. Only calendar owners (or people with "make changes and manage sharing" on that calendar) can add new people.
• I added the wrong permission level by mistake — go back to the same "Share with specific people or groups" section, click the permission dropdown next to the service account's email, and change it to "See only free/busy" — no need to remove and re-add.
• I want to double-check it worked — the service account's email should now appear listed under "Share with specific people or groups" with "See only free/busy" next to it.
• Something else went wrong — message whoever sent you this doc; no need to troubleshoot Google's UI alone.

Removing access later

If you ever need to revoke this, go back to the same settings page (steps 2–4 above), find the service account's email under "Share with specific people or groups", and click the X next to it to remove access.