Skip to main content
Link your events to Calendar feeds

How to link your schedule to calendars such as Google, Outlook and Apple

Anni avatar
Written by Anni
Updated over 2 weeks ago

This article covers:

💡 Please note: If you share your public calendar feed link with customers, the schedule name will appear on their calendar.


Locating your calendar feed URLs

To find your calendar feed links:

  1. Select Settings from the left-hand menu, then Schedule pages

  2. Once opened, you'll find a section labelled Calendar feeds. This section contains the Public. feed, Private feed and Private field (sparse) URLs:

    Schedule pages screen with the 'Calendar feeds' section highlighted

    • 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.

  1. Select the + button next to Other calendars:

    Google calendar screen with arrow pointing at the plus sign next to 'Other calendars'

  2. Select From URL:

    Google calendar screen with arrow pointing at 'From URL' option within the 'Other calendars' menu

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:

  1. 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://).

      Calendar feeds section highlighting the 'Public feed' URL

  2. 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.

  3. 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).

    • 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).


💬 Need extra help?

  • For the quickest response, contact us via live chat on our homepage or your account. Buddy, our trusty chatbot, will assist first and pass you to a support team member if needed.

  • Prefer email? Send us an email instead.

Thank you! 🕺

Did this answer your question?