How to Consolidate Multiple Calendar Feeds into a Single View
Pull information from many calendar silos into one, comprehensive overview
Getting all the information you need in one place is key to doing efficient work.
You might need to consolidate information such as work schedules, collaborative projects, and event invitations from multiple calendars. Perhaps you work with clients who use Outlook or Google Cal. Or your colleagues in other departments may use their own calendar systems, and you need to collaborate on scheduling and event invites.
You can set your Teamup calendar to provide a single, contained overview of all the information coming in, even from multiple calendars and various calendar applications.
Here’s how to do it.
Using the iCalendar Format
You’ll use the inbound iCalendar feed functionality. With inbound feeds, you can subscribe to various calendars, even if they’re created and shared from different calendar applications.
Any calendar product that uses the iCalendar (or .ics) format will work. This includes many popular calendar applications:
- Google Calendar
- Apple Calendar
- Facebook events
- Trello calendar power-up
- Teamup calendars managed by other groups.
When you add an iCalendar feed, it will show up as a sub-calendar and will have active one-way synchronization. Teamup periodically fetches and updates the information from the inbound feed, automatically. It is a read-only feed, meaning you aren’t able to change events and send changes back to the feed source.
Adding an Inbound iCalendar Feed
To add an inbound iCalendar feed, get the feed URL of the calendar you want to subscribe to. A calendar owner or administrator can provide this to you. Or see this help article on how to find feed URLS in some calendar products:
Inbound iCalendar Feeds - How to Subscribe to Other Calendars
Teamup allows calendar administrators to subscribe to iCalendar feeds from other calendar products. The iCalendar…
Then go to Settings > Calendars in your Teamup Calendar. Click the New button on the top right, then choose Add iCalendar feed.
You can set a customized calendar name and color. Then enter the feed URL and choose a refresh interval. (Default refresh interval is 30 days; you can adjust it to every 7 days or every 12 hours on the free plan, and as often as every 15 minutes on the premium plan.)
Once you’ve saved an inbound feed, it will appear in your list of calendars:
You can also add inbound feeds from other Teamup Calendars; find the iCalendar feed URL for any Teamup calendar by going to Settings > iCalendar Feeds. Copy and paste the URL for the calendar you want to add as an inbound feed. Note: be sure that the iCalendar feed URL is from a calendar with appropriate sharing permissions set (not from an administrator calendar). Read more about setting up secure iCal feeds here:
What you need to know about Teamup iCalendar feeds
An iCalendar feed, often also called ics feed, is a calendar format which allows you to share calendar data from one…
Once you have all your inbound feeds, you can view everything in one place. Here’s an example of a calendar with multiple iCalendar feeds:
Since each inbound feed is set up to work as a sub-calendar, you can toggle the view on and off. You can also organize your inbound feeds using folders. Use > in the name of the calendar feed to set up an organizational hierarchy:
Here’s how calendar organization looks in your sidebar:
Folder organization allows you to quickly toggle an entire set of inbound calendar feeds, rather than handle them individually. It’s also helpful if you deal with multiple feeds and want to keep them visually grouped together in separate categories.
You can organize as deeply as you want, using nested folders, to keep things trim and organized. Read more about folder organization here:
Using Folders for Sub-Calendars
A hierarchy of sub-calendars is helpful for scenarios with a large number of sub-calendars. Simply group the calendars…
You can share your calendar view with multiple feeds via a sharing link. Create a new link, then you can choose with sub-calendars to share with the link, including those which are inbound iCalendar feeds.
With that feature, you can create an overview of multiple department schedules, individual calendars, event categories, or more, and share that information with others who need it: all with a single link.
For more on sharing links and using the Teamup calendar to manage multiple schedules, check out these helpful articles:
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Originally published at blog.teamup.com on April 13, 2018.