This article will assist Administrators with sharing a single reservation’s calendar with external users or calendars.

While you may create as many customizable calendars for different types of reservations to subscribe to via the Calendar Management page, you may also share a single reservation’s calendar with external users or other calendars as well.

Begin by navigating to the Reservation Details Page for the required reservation. Next, locate the Calendar widget in the upper right hand corner.

There are a few different options to choose from in this widget. We will go through each option below. 


  1. Include in Calendar or Exclude From Calendar: Here, you may choose to either Include or Exclude the specific reservation from a curated, subscribed calendar. If the reservation would typically be included per your subscribed calendar’s set rules, you may choose to exclude it here. If the reservation would typically be excluded per your subscribed calendar’s set rules, you may choose to include it here as well. For more information on creating and subscribing to calendars, please see Connecting Your Facilitron Calendar to Google or Apple Calendar. 
  2. Invite: Clicking this button will provide you with a pop-out where you may enter one or more email addresses to send the Event Calendar or iCal Feed links for the receiver/s to subscribe to the calendar for this reservation. Any changes made to the reservation will be automatically be pushed to any subscribers. You may also enter a message at this point, or simply click Submit to proceed with sending the email. 

  3. Event Calendar link: Clicking this link will bring you to an external calendar that shows only the reservation’s date, timeslots, school site, and facilities. This link is also included in the Invite email shown above and may be shared with external users. 

  4. iCal Feed link & instructions: Here you may use iCal Feeds to pull the reservation’s event information to various external calendars, and automatically receive updates as calendar data changes. Clicking on the blue [?] will provide a pop-out with instructions for how to subscribe to the reservation’s calendar.

Google Calendar:

  1. Locate the Other Calendars section in the left column.
  2. Select Add by URL from the dropdown menu.
  3. Enter the iCal Feed URL into the dialog box, then click Add Calendar.
  4. Go to calendar Settings and rename the calendar to something meaningful.

Apple Calendar:

  1. Open the Calendar program (in Applications).
  2. Go to the File menu and select New Calendar Subscription.
  3. Enter the iCal Feed URL into the Calendar URL field. Click Subscribe.
  4. Change the name and color (optional), change the Location to On My Mac (important!), and update the Auto-refresh frequency to the one desired. Finish by clicking OK.

Microsoft Outlook:

  1. From the Tools menu, select Account Settings.
  2. Click on the Internet Calendars tab.
  3. Click the New button.
  4. Enter the iCal Feed URL, then click Add.
  5. In the Subscription Options dialog box, you can optionally rename the calendar. Make sure the box is checked in the Update Limit section.

iPhone/iPad:

  1. Tap the Settings app on your iOS device's Home screen.
  2. Select Mail, Contacts, Calendars, then tap Add Account in the Accounts section.
  3. Tap Other, then tap Add Subscribed Calendar.
  4. Enter the ICS calendar's address in the Server field.
  5. Tap Next, then enter a name for the calendar in the Description field.
  6. Tap Save to add the calendar to the Calendar app.
  7. After you subscribe to the calendar, it will appear under Subscribed in the Calendars section of the Calendar app.