Seeing Everyone’s Future Events – Scheduling a Report for Newly Created Events

GAT+ Calendar audit provides an effective and efficient way to audit the security and exposure of your domain users calendars. Not only can you modify permissions on primary and secondary calendars, you can also audit calendar events, past and future. As with all GAT audits, you can audit for a user, group, OU or the entire domain. In this helpful guide, you will learn how to view all of the past and future events and you learn how to remove events and participants from them.

 

Schedule a Job to report newly created future events each day.

In the Calendars Audit, select the ‘Events’ tab.

1. Set the period to ‘future’, this will show all forward events set for the next year.

In the Calendars Audit, select the ‘Events’ tab.

2. Click on the ‘Apply custom filter’ icon to see only those created today (Select from today’s date)

Click on the ‘Apply custom filter’ icon to see only those created today (Select from today’s date)

3. Now click on the ‘Apply custom filter’ button again so we can schedule this filter to run automatically to provide us with a report of all of the newly created future events each day.

click on the ‘Apply custom filter’ button again so we can schedule this filter to run automatically

Make sure to set the occurrence to run ‘Every day – after midnight’. Don’t worry about refreshing the created date, GAT+ will automatically move that forward whenever this scheduled job runs.

Click on the ‘Apply & Schedule’ button to activate this scheduled job.

 

Event Management

Now that we know how to schedule for newly created events for each day, Let’s review other things we achieve within the Calendar Event area.

 

Some quick actions you can take on events:

  • Delete an event or all recurring events.

  • Delete particular attendees from an event or for all occurrences of that recurring event.

Delete particular attendees from an event or for all occurrences of that recurring event.

 

Google Calendar Audit

Calendar Discovery

GAT+ supports full domain wide automatic calendar discovery and exposure classification.

GAT discovers all calendars, even those imported automatically. It also classifies them by exposure type.

Here’s a short video tutorial about the Google Calendar Audit

 

GAT can reveal all google calendars in your domain

You can click on the Apply Custom filter button to search for a particular calendar.

Apply Custom filter button to search for a google calendar

There are a multitude of different search operators you can use and also combine together to find the right calendar.

 

User Audit, Calendar Tab

In addition GAT has extended the User audit to show the numbers of calendars per user and the number of events per user, both past and scheduled.

see google calendar's past and future events with GAT+

The values under Calendars, Past events, Future events and Total columns are all clickable. Clicking on any value will take you to the Calendar audit section so you can view those events in detail.

 

Event Discovery

In addition to the automatic calendar discovery, GAT can report on domain-wide automatic event discovery.

select 'calendar events'

With the addition of ‘events’ reporting, Admins can now examine the past and future appointment list of users on the domain. This can be particularly useful for departing employees who may have future appointments management need to be aware of.

select the dropdown arrow

Managing Past/Future events:

  • Ability to delete an instance of an event
  • Ability to delete all recurring events
  • Remove users from events and/or recurring events

 

Google Calendar Audit: Add additional Owners to Any Existing Calendar

Using Calendar Audit an admin can add additional owners to any existing calendar owned by a user on their domain. G Suite admins are able to add Writers/Readers and Free/Busy for any calendar.

Auditing different Google Calendar Resources

“Free/Busy Reader only” – Provides read access to free/busy information.

“Reader” – Provides read access to the calendar. Private events will appear to users with reader access, but event details will be hidden.

“Writer” – Provides read and write access to the calendar. Private events will appear to users with writer access, and event details will be visible.

“Owner” – Provides ownership of the calendar. This role has all of the permissions of the writer role with the additional ability to see and manipulate ACLs.

Adding Additional Owners to a default (primary) calendar

Admins can add additional users onto another user’s primary (default) calendar.

'owners' in the calendar permissions management tab

Users who have been added as additional owners of a calendar will receive an email with a description and a link to open their calendar to view the changes.

Users who have been added as additional owners of a calendar will receive an email with a description and a link to open their calendar to view the changes.

The calendar will show under the heading ‘My calendars’, the user will have permission to create, edit or delete events on that calendar. All additional owners will have full control over the original owner’s calendar.

a 'my calendar' in the Google Calendar

Deleting the original owner from a non-primary calendar

NOTE: If the Calendar is not a primary calendar meaning it’s not the default calendar of a user, admins are able to remove the previous owner after they have added an additional owner.

Adding Writers or Readers to existing calendars owned by users on your domain

When a user is placed on the Writer/Reader field of a calendar permission. They will have access to those calendar resources.

Select 'writers' in the calendar permissions management tab

Those users will receive an email with a description of what changes the admin has made.

Users who have been added as a Writer:

Those users will receive an email with a description of what changes the admin has made.

Users who have been added as a Reader:

the email a user will receive if he becomes a 'reader'

Writer and Reader calendars are displayed under the heading ‘Other calendars’

Writer and Reader calendars are displayed under the heading ‘Other calendars’

You might find this article useful.

Change Owners, Readers, Writers and other attributes of Calendars with GAT+ & GAT Unlock

GAT+ and GAT Unlock now lets Admins change the Owners, Readers, Writers and other attributes of calendars, simply searching for the user and modifying the calendar permissions they have access to. This is particularly useful for departing user management.

Start of by searching for the user, click on “Apply custom filter”.

When the calendar filter menu appears, select the search operator you wish, in my example, I’ve selected “Primary User” contains user_x@mycorp.com. This will display user_x’s primary Google calendar.

Other types of search operators such as owners, writers, and readers are available as well.

Once the user’s calendar appears, click on the “Modify Permissions” button to begin modifying.

 

For primary Google Calendars, you are not able to remove the original calendar ownership but you are able to add additional users as additional owners.

For secondary calendars and other non-primary calendars, you can completely remove and replace the original ownership.

You can also add Writers, Readers and Free/busy readers to a users calendar.

Writers – Provides read and write access to the calendar. Private events will appear to users with write access, and event details will be visible.

Readers – Provides read access to the calendar. Private events will appear to users with reader access, but event details will be hidden.

Free/busy readers – Provides read access to free/busy information.

 

Seeing Everyone’s Future – Getting Many Calendar Event Reports at Once

In addition to auditing the security and exposure of calendars, you can also audit calendar events, past, and future. As with all GAT audits, you can audit for user, group, OU or the entire domain.
This tech tip is a great way to see what everyone is planning going forward.


In the Calendars Audit, select the ‘Calendar Events’ tab.

  1. Set the period to ‘future’, this will show all forward events set for the next year.
  2. You can use “Created” after or equal to yesterday. To find one day only.
  3. Click ‘Search’, it does not matter if no events are returned, a search chip has been created.
  4. To have this run as a report, simply select “Scheduled” option.
  5. Then you can choose the “Occurrence”.
  6. Apply and Schedule and the report is set up.

In the filter itself you can select the options such as when the report to run weekly, monthly or custom.

In the example above we will create a report which runs every day  after midnight and will be for future calendars created. It will report only where there is something to report. This will give you a daily report, for all new future events created yesterday.
The report can be found in the Admin/Recipient Drive folder.

This will give you a daily report, for all new future events created yesterday.
And will be updated on daily bases, the created section will be automatically changed to the new day.

A More Powerful Google Calendar Audit

GAT+ has now rolled out a much more powerful Google Calendar Audit and Management panel in its new UI. The new audit makes use of all the new calendar API calls and also provides for real-time, domain-wide, text searches of calendar descriptions. Filtering is done by our powerful new model being added on all our new interfaces.

powerful Google Calendar audit

Google Calendar Event Reporting with GAT+

Need to run a report to see who has scheduled time in the Google Calendar? Elsewhere GAT+ reports on everyone’s event details, past and future. In this report GAT+ lets you look over a certain time period and total the amount of time each user spent in those events.

GAT+ lets Admins run scheduled reports to show the amount of time each user has allocated to events marked in their calendar.

First from the GAT+ home page, under ‘Reports’, select ‘Scheduled Reports’

Next select Calendar Events Stats and the press ‘New report’

GAT calendar event statsOnce in the new report, configure as to best suit your needs.

how to report on Google Calendar events with GAT

You can give the output report a name of your choice, if not it will default to ‘Calendar Events Stats’ and a date combination.

You can also ask the scheduler to look back a number of weeks and then select to run ‘Just Once’. This will generate a one-time historical report.

You can also make other selections such as looking back 1 week and then running the report every Monday to cover the previous week.

The report output will measure event durations in minutes for each user.

A sample of the output: