Businesses are infatuated with calendaring. The proliferation of mobile devices has contributed to the love affair. Getting your calendars to work right and work well for you and your business can sometimes be a challenge.
One facet of calendaring is delegation. Some setups get this right, maybe get it wrong. Most of the time it’s wrong just because it’s misunderstood. Okay, yeah, I know, that’s the Exchange world. We’re not going to talk about that. We’re here to talk about OS X Server and iCal. iCal Server on Snow Leopard supports the concept of delegation. Fortunately, the iCal client on Snow Leopard also supports delegation. Apple has boiled it down to two simple permissions: read and/or write. That’s enough for most people. If you’re an all-Mac shop and no one is trying to do delegation with an iPhone, you can stop reading here.
If you are, however, a heavy user of delegation functions, you may be surprised to find the lack of delegation options in the CalDAV setup on the iPhone. Not to fear, we can solve that for you. The iPhone CalDAV client actually does support delegation with iCal server. It’s just not readily apparent.
Let’s say we’re trying to set up delegation with my manager, Joe Schmoe. I’ve already set up our desktop iCal clients with the necessary permissions for delegation. Joe Schmoe has allowed write access to his calendar as per the screenshot here.

It’s quite simple to add delegation to my iCal client, but what if I need to be able to write to Joe’s calendar with my iPhone? Simple enough. First, go to the Settings icon and click it. Click “Mail, Contacts, Calendars.” We’ll assume you’ve already added your own CalDAV account here for the iCal server. Let’s add another one. On this new CalDAV account, configure it just like you would configure for your own account. Use your login and password just like your regular CalDAV account. I would suggest you change the “description” to something a little more appropriate like “Joe’s calendar.”

After configuring the account, click “Next.” Assuming you set up your account and password correctly you’ll get back to the main calendars screen. Now here’s the trick to make this work. Click on the account again and go into the configuration. Click the “Advanced Settings” button near the bottom. What you want to do is change the “Account URL” to the short name of the user. In this case, Joe’s short name is “jschmoe.” I’ll change it there. Be sure to leave the rest of the URL intact.

Once you’ve made the change, click the left arrow to head back to the main configuration and once more to get back to the main account screens. Congratulations, you’ve now set up delegate access to your manager’s calendar. Now all you have to do to view the calendar is go to the Calendar icon like you normally would. Joe’s calendar will show there. You can select it by itself and write events to the calendar if you wish. That’s it!
If your manager isn’t lazy like my fictional one you could also have him keep “Write” unchecked in the original account delegation setup. That will provide read-only access to his calendar when you’re on the go. Of course, if you’re adept and using “invite” and the availability window you may not need to use delegation at all.
There you have it!
Also, one last plug. If you’re really interested in helping to make the calendar as functional and ubiquitous as email, please consider joining CalConnect. CalConnect is a consortium devoted to the standardization of all things related to calendars. They’re doing great work and I’m sure they would love the help.
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