WiscWeb - Create events using Google Calendar

This document will walk you through the process of creating a new Google Calendar, adding events, updating your permissions, and sharing with others.


  • Support: The UW-Madison Google team offers limited support for Google Calendar. If you have questions about the tool, please consider the following:
  • Recommendation: Use a departmental service account when using Google apps to share access to the app in the event that a collaborator loses eligiblity for the service.
  • Recommendation: If you have scheduling needs, please consider an O365 calendar rather than a Google Calendar. More info.


Google Calendar is ideal for groups that have simple event management needs. For example, those that simply need to advertise an event title, description, date/time, location, and maybe a Google Map. 


  • Recurring events
  • Sharing events between sites
  • Can create a list view of events, as well as a calendar view
  • Can have users create events without having access to the site
  • One service account can manage several departmental or program calendars


  • Cannot upload images
  • No button options for sharing the event to social media
  • No registration options
  • Should not be used for appointment scheduling
  • No marketing/event tracking

Creating a calendar

Tip: It is important to note that you can create multiple Google Calendars with a single departmental service account. We recommend setting things up in one account, but using permissions to add editors to each individual calendar.

  • Login to https://calendar.google.com using your NetID account, and choose your departmental service account to begin
  • Under Other Calendars, click the plus sign + and click Create a new calendar

    Add a new Google Calendar

  • Form fields:
    • Name it based on the website or category of events you wish to document
    • Add a description
    • Make sure the time zone is set to Central (unless you want a different one)

      Form for creating a new  Google Calendar

  • Click Create Calendar
  • Your calendar will automatically get created in the left menu
  • Make sure to set your calendar to be publicly visible if you wish for it to be embedded on your WiscWeb site

Making your calendar publicly visible

This step is required in order for your calendar to be embedded within a WiscWeb site. If this step is missed, the calendar will not display correctly. 

  • Locate your calendar in the left menu
  • Click on the 3 dot icon next to that calendar

    Click on the 3 dots next to your calendar name

  • Select Settings and Sharing

    Select settings and sharing

  • Choose Calendar Settings
  • Under Access permissions for events, check the box that says Make available to public

    Make your Google Calendar event public

  • Under Share with specific people or groups, decide if you want to share this calendar with other groups. Consider adding it with your personal Google account and any others in the department who might want access. 

Adding a new event

  • Click Create button in top left corner

    Create button for Google Calendar

  • Select Event from the dropdown list
  • Fields:
    • Add a title
    • Add date/time
    • If recurring event, choose repeat schedule
    • Add a room and/or location
    • Add a description
    • Add an attachment, if desired
    • Click Save

Add a new event in Google Calendar

Adding a new calendar

  • Login to Google Calendar
  • In the left menu, locate the Other Calendars heading

    Add a new Google Calendar

  • Click the plus sign (+) next to that heading
  • Select Create a new calendar

Adding editors to your calendar

  • Locate your calendar in the left menu
  • Click on the 3 dot icon next to that calendar

    Click on the 3 dots next to your calendar name

  • Select Settings and Sharing
    Select settings and sharing

  • Choose Access permissions for events
  • Click the button to Add people and groups

    Share events with other users

  • Type in their campus email address to add new editors

Embedding your events

Follow the steps in WiscWeb - Embed a Google Calendar

Keywordsevents, event management, date, time, location, description, Google Map, embed, calendar   Doc ID124873
OwnerJenna K.GroupWiscWeb
Created2023-03-15 14:35:13Updated2024-04-01 09:57:01
SitesDoIT Help Desk, WiscWeb
Feedback  0   0