This article covers:
Locating your calendar feed URLs
💡 Please note: If you share your public calendar feed link with customers, the schedule name will appear on their calendar. Customers will receive a .ics file in their booking confirmation email, which allows them to add the event to their calendar software (e.g., iCalendar, Google Calendar).
To find your calendar feed links:
Select Settings from the left-hand menu, then Schedule pages
Once opened, you'll find a section labelled Calendar feeds. This section contains the Public. feed, Private feed and Private field (sparse) URLs:
Public feed: Event information only - no booking details.
Shows the event title, location, all event details, and a link to the public event page for that event.
Private feed: Event information and attendee list.
Shows the event title, location, all event details, and the names of the booked attendees. It has a link to the admin bookings list page instead of the public event page.
Private feed (sparse): Event and attendee details - excluding events with no bookings.
Similar to the private feed, but will only show dates and times associated with bookings.
💡 Please note:
Feeds display events from up to 3 months ago and up to 1 year in the future.
Only Special Fields appear in the calendar feed event details. This includes key attendee details (such as name and email), but not all form fields from the attendee details section of the booking form.
Connecting your feed
The connection method varies depending on your calendar platform:
Google Calendar
💡 This can only be done from a desktop.
Select the + button next to Other calendars:
Select From URL:
Apple Calendar
💡 Learn how to subscribe to a calendar in Apple's help article.
Microsoft Outlook
💡 Learn how to subscribe to a calendar feed in Microsoft's help article.
Feed updates and refresh rates
We update the feed in real-time when changes occur in your schedule, such as new bookings. However, depending on the platform you use, your calendar may not update as often to reflect these changes.
Google Calendar: Updates can take several hours.
Apple Calendar (on macOS): Use Cmd + R on your keyboard to refresh and update manually.
💡 Third-party calendars update when bookings change, such as ticket cancellations. However, event cancellations are not reflected.
Customising event display
You can adjust the number of months shown in the past and future when querying a calendar feed. This is particularly useful if your events are frequent and you reach the 3,000-event limit before the current date. Removing past events allows you to extend the 3,000-event window further into the future.
💡 To note: Any formatting edits will no longer show on your calendar.
Troubleshooting feed content issues
If the details in your calendar don’t match your Bookwhen schedule, it may be due to a delay. You can check the contents of your .ics file by following these steps:
Access the feed URL:
Open the Schedule pages tab.
Find the schedule page in question.
Select the relevant feed option (Public, Private, or Private (sparse)).
Copy the feed URL (it will start with webcal://).
Download the .ics file:
Paste the URL into your browser’s address bar.
Before pressing enter, replace webcal with https (so it starts with https:// instead).
This should start an automatic download - locate the .ics file in your downloads folder.
Open and check the file:
Open the .ics file in a text editor (Notepad on Windows, TextEdit on Mac).
Select and copy the entire content (Ctrl + A, then Ctrl + C on Windows, or Cmd + A, then Cmd + C on Mac).
Open the iCalendar Viewer.
Paste the copied text into the "Raw iCalendar (*.ics):" field and select Parse.
The website will display a list of calendar and event details. You can also search for specific events using Ctrl + F (Windows) or Cmd + F (Mac).
Customising your calendar feed
Google Calendar limits your calendar feed to 3,000 events. This may cause events after a certain date not to show.
To control how many past and future months appear in your feed, you can add these optional parameters to your feed URL:
historic_month_count — Number of past months to include
future_month_count — Number of future months to include
For example:
webcal://feeds.bookwhen.com/ical/3nylyi67jw0q/0yjlhe/public.ics?historic_month_count=1
By default, the feed shows events from 3 months ago up to 12 months ahead. Reducing historic months can free up space to show more future events.
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