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Locating your calendar feed URLs

To view your events in a calendar, for example, Google Calendar, you firstly need to connect or subscribe to your calendar feed URLs located under Settings, then Schedule pages.

  • The public feed shows the event title, location, all event details, and a link to the public event page for that event.

  • The private feed also shows the names of the booked attendees and has a link to the admin bookings list page instead of the public event page.

  • The private feed (sparse) is similar to the private feed but will only show dates and times associated with bookings.

All feeds are limited to showing events from 3 months previous and up to one year in the future.

Different feed options

  • Public feed - Event information only - no booking details.

  • Private feed - Event information and attendee list.

  • Private feed (sparse) - Event and attendee details - excluding events with no bookings.


Connecting your feed

The connection method is different depending on which calendar platform you use.

Google Calendar

💡 Please note this can only be actioned from a desktop.

Apple Calendar

Use the menu option:  "File - New Calendar Subscription..."

Microsoft Outlook

View their help page


Updates to the feed

When an event changes your schedule, for example, a new booking, we update the feed in real-time. It's, therefore, up to the selected calendar program how often it refreshes to reflect this.

In Google, we find this can take several hours. In Apple, on OSX, you can use Cmd-R to get an update whenever you like, and the refresh rate is set up at the point you connect.

  • If there are any changes to the bookings, such as ticket cancellation, the 3rd party calendar gets updated. However, event cancellations do not.


💡 It is now possible to override the default number of months into the past and future when querying a calendar feed.

This is useful for admins running events that happen so often that they
have reached their 3000 event extrapolation limit before the current date. This will allow you to cull the past to push your 3000 event allowance window into the future.

Please contact support via live chat or by emailing support@bookwhen.com if you have any questions.

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