Sharing a Reservation With an External User or Calendar

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 the calendar settings and rename the calendar to something meaningful.

Apple Calendar:

1. Open the calendar program (in Applications).
2. Go File > 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. Go to Tools > Account Settings.
2. Click on the "Internet Calendars" tab.
3. Click "New".
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.