Google, Outlook, and Apple allow outside calendars to be synced by an .ics file (called iCal in the Apple world) so we have created a way for your eSPACE events to export in an .ics file so you can view eSPACE events on those calendars! Since Google, Outlook, and Apple only sync over basic event details, you won't see all event details such as set up notes on the events on your Google, Outlook, or Apple Calendar. The sync is designed to include the past 30 days of events along with future events.

When exporting events, you will see up to approximately 3 years worth of event data at a time!
Keep in mind that only the event name is added in the .ics feed, so the "schedule name and overridden occurrence" name is not included.

Sharing with Others

If the Google, Outlook, or Apple Calendar you set up the eSPACE events to export to is a calendar that is shared with other staff members, then everyone who has access to that Google, Outlook, and Apple calendar will see the events.

You will have multiple filter options to choose from before copying the URL and pasting it into your Google, Outlook, or Apple Calendar. The .ical (URL) will change based on the settings/filters you select on the page.
If you have only ONE location, please do NOT select a "Location" or "Public Location" before copying the URL. These are filter options that are only needed if your account has more than one location that you need to filter by.

Verifying the Events in the .ics

To verify that eSPACE is putting the correct events in the .ical (URL) for Google, Outlook, or Apple to sync (based on the filters/settings you chose), copy the URL, enter it into your browser, and then review the events in the downloaded .ical file.

Google Calendar API Integration

Setting Up Your Events to Export

First, go to the left side bar of your dashboard and click on Events > Event Actions > Export Events.

Next, a new window will open where you choose how you want to filter the events based on the fields provided.

You can filter by:

Public/Private Events
- - Private events are ones that can only be seen on the internal calendar views in the left side menu bar, while public ones are ones that you can see on the Public Calendar: Public Calendar Feature | Embed/Put Your eSPACE Calendar on your Website

Location
- - Locations | Adding, Editing, Parsing Out Permissions, Assigning Items.
  - If you have only one location, please do NOT select a "Location" or "Public Location" before copying the URL. These are filter options that are only needed if your account has more than one location that you need to filter by.

Event Categories
- - Event Categories | Adding Ministries & Departments to Events

Approval Area(s)
- - Approval Areas | Parsing Out Items for Sub-admin Approval

You also have the ability to:

Hide the Event Details URL
Exclude any Calendar Labels associated with an event

Syncing Events to Google

1. Once you have all your parameters set, select the "Copy URL" button. Unless you have more than one location, you do NOT need to select a "Location" or "Public Location".

2. Then, go to your Google Calendar, and click the arrow on “Other Calendars”, then “Add by URL”

3. Paste the URL into the box, and choose if you want to make it publicly accessible.
4. Click “Add Calendar” button.

5. Calendar will then show up in Google
6. The calendar will update periodically through the day with any new events added in eSPACE.
- Example of an onsite/on campus event with an Event Description:

- Example of a virtual event:

- Clicking on the link allows the person to see this.

Syncing Events to Outlook

1. Perform the following steps in your Outlook 365/online account in order to ensure that Outlook syncs your eSPACE events. The steps may vary depending on the version of Outlook you are on.
Unless you have more than one location, you do NOT need to select a "Location" or "Public Location".

2. Copy the URL as described in step 2 above.
3. To insert a web-calendar in your personal Outlook you need to right click “Other Calendars”, then choose “From Internet…”

4. Paste the URL of your calendar and click OK

5. It will then contact the web server and bring in the calendar and ask if you want to subscribe:

6. Choose “Yes”

It will then bring in the approved events from your organization's eSPACE account to your personal Outlook calendar (based on the filters you set before copying the URL from your eSPACE account).

You will now see it under the Calendar list on the left. You can right click and choose “rename” to give it any name you like. You can check/un-check at any time to show/hide the calendar.
To delete the calendar, just right click and “Delete Calendar”

The calendar will update periodically through the day with any new events added in eSPACE.

There is an Event Details link included for every exported event. So now, when you look at an event in your calendar, you will see the following:

When you click on this, you will see the full details of the event including:

Setup Information
Forms & Answers
Document Links

Syncing Events to Apple

1. In Apple Calendar on a Mac, you can use the “New Calendar Subscription…” option under the File menu as shown below. If you have your calendar syncing with your iCloud account, subscriptions set up on your Mac should also sync to your iPhone.
Unless you have more than one location, you do NOT need to select a "Location" or "Public Location".

Example

IMPORTANT NOTE: We sync with Google; however, we have no control when they sync. The feed could be delayed by as much as 8 hours. Outlook and Apple are also in charge of when the sync happens.

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