Plan sizes and access options
We set up the plan to match the size of the organisation, from a small NPO with a few staff to a larger team working from several branches. If you run a single office in Observatory or a distributed team across Pretoria, Durban and Bloemfontein, the plan can be shaped around that structure.
Typical options include shared calendars for management only, department calendars for programmes or fundraising, and full team access for day to day planning. You can also separate internal planning from public event planning, which is useful when board dates and outreach dates must stay private.
- Small team setup: 5 to 10 users
- Growth setup: 11 to 25 users
- Multi-site setup: 26 users and up
- Optional shared calendars for projects, transport and venue bookings
Where it suits best
This plan suits non-profits that juggle outreach, donor meetings, training sessions and admin deadlines. It is especially handy where people work from different towns, or where a field worker in Bellville needs to see the same plan as a coordinator in Johannesburg.
It also helps when staff work part time or on different shifts. A clear shared diary keeps everyone aligned, even when there is load-shedding, delayed travel or last minute changes from municipalities, schools or community partners.
- Community outreach and social work teams
- Faith based organisations and support centres
- Training groups, youth programmes and NPO offices
- Boards, trustees and fundraising teams
Setup, installation and what you need on site
There is no special hardware, no gas, and no extra power equipment needed for the calendar itself. You need a stable internet connection, a suitable device and user accounts set up correctly. If your office is in a place with regular load-shedding, having a charged laptop or phone helps staff stay on top of updates during outages.
We handle Domain Linking, Calendar Setup, Mobile Device Setup and Admin Handover so the plan is ready for daily use. If your team already uses message or document storage with us, we can connect the calendar to those services and keep the setup tidy from the start.
- Internet connection for syncing and updates
- Computer, tablet or smartphone access
- Optional calendar links for team email addresses
- No plumbing, gas or physical installation required
Care, servicing and ongoing admin help
Calendars need routine admin rather than physical servicing. That means checking who has access, keeping recurring events tidy and updating permissions when staff change. For non-profits this is important because volunteers, interns and temporary staff often come and go through the year.
Our team can assist with Security Review, Team Training and Ongoing Admin Help. We also help with calendar clean-up if old events, duplicate entries or shared access issues start causing confusion. A quick review every few months usually keeps things in good order.
- Review access when staff or volunteers change
- Check recurring events and reminders
- Keep project calendars separated where needed
- Train new users before they start editing
What to check before you order
Before you place the order, think about how your organisation actually works day to day. Some teams need one shared calendar for everything, while others need separate calendars for programmes, management and outreach. It helps to know who should edit events, who only needs view access and whether outside partners need invitations.
You should also check whether your current mailbox names and contact lists are up to date, because those details affect setup and imports. If your team uses field visits or events with changing venues, make sure the plan includes enough flexibility for last minute updates. Small admin details matter here, and getting them right saves a lot of time later.
- Number of users who need access
- Who can edit, approve or only view calendars
- Whether you need mobile setup for staff on the road
- Any existing contacts or events that must be imported
Key facts
| Plan type | Shared calendar collaboration add-on for non-profit organisations |
|---|---|
| User capacity | From 5 users up to multi-site teams |
| Access | Computer, tablet and mobile device access |
| Setup included | Calendar Setup, Mobile Device Setup, Admin Handover |
| Support options | Training, security review, migration help and ongoing admin help |
| Recommended use | Meetings, field visits, events, board dates and team planning |
