The pattern: audit in sandbox, change one thing at a time, communicate to users, monitor for adoption. Calendar Settings is low-impact compared to Account Settings but still affects daily rep experience; a 5-minute change can confuse the team for a week if not communicated.
- Open Calendar Settings in sandbox first
Setup, Calendar Settings. Document current state of every toggle and default. Sandbox first lets you test the user experience before changing production.
- Review each setting against current team practice
Sharing model, default event duration, default reminders, Public and Resource Calendars, external sync configuration. Ask whether each matches what the team does today.
- Verify external sync path is on the current product (EAC)
Lightning Sync is deprecated; most orgs should be on Einstein Activity Capture. Confirm the active sync product and migrate if still on Lightning Sync.
- Make changes one at a time
Sharing model change is the highest-impact; treat it as a separate change-control event. Other changes can batch but communicate explicitly.
- Communicate org-wide changes to users
Per-user overrides shadow org-wide changes. Users who customized previously keep their settings; communicate so they know to revisit.
- Retire unused Public and Resource Calendars
Calendars that were created years ago and no one uses add clutter. The Public Calendars list is the audit surface; deactivate what is unused.
- Schedule the next quarterly audit
Add the audit alongside Account Settings and Activity Settings reviews. Quarterly cadence catches drift.
Private, Public read-only, or Public read/write. The highest-impact Calendar Settings choice.
60 minutes default; can be changed to match team meeting culture.
15 minutes before by default; can be adjusted org-wide.
Org-wide calendars users subscribe to. Retire unused ones.
Lightning Sync (deprecated) or Einstein Activity Capture. Most orgs on EAC in 2026.
- Changing the default sharing model mid-deployment confuses reps who have already configured personal calendars to the existing default. Treat as a major change with explicit communication.
- Per-user overrides shadow org-wide changes. Users who customized previously keep their settings; the change does not propagate automatically.
- Lightning Sync is deprecated. Orgs still on it should plan migration to Einstein Activity Capture before forced migration.
- Public and Resource Calendars created years ago often persist long after they stopped being used. Retire unused ones in the quarterly audit.
- Default event duration changes apply only to newly created events. Existing events keep their durations; the change is a workflow tuning, not a data migration.