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Can I sync my SignUps to a Google Calendar or to my electronic Calendar? (for Organizers)

In addition to accessing your SignUp's status at SignUp.com, Organizers have the option to use a calendar subscription URL code (.ics syncing code), to sync individual SignUps to their personal electronic calendar, or to create a published Google calendar for Participants to view and sign up from a calendar embedded on any website. You also have the option to sync ALL SignUps posted on a Group Page to an embedded Calendar on your website or blog.

NOTE: If instead you're a Participant wanting to sync your own assignments to your personal electronic calendar, please click here for instructions.

This article is organized in 4 sections: 

1. Calendar Syncing for Individual SignUps:

  • How to sync participant assignments to your personal calendar
  • How to sync the entire SignUp to a published calendar embedded on a website

2. Calendar Syncing for a Group Page

  • How to sync ALL the participant assignments on your Group Page to your personal calendar
  • How to sync ALL the SignUps on the Group Page to a published calendar embedded on a website 

3.  Syncing Instructions for Common Calendar Types

4.  Calendar Examples 

 

Calendar Syncing for Individual SignUps:

1. In the Settings tab of your SignUp's Organizer view, navigate to the Calendar Subscriptions page. (To open your SignUp's Organizer view, login at SignUp.com and find your SignUp in the Organize tab, click the SignUp Title & then choose the Settings tab.)

Settings tab calendar subscriptions.png

2. On the first screen, select the information you will want to be included in your calendar subscription and your time zone and click Next. NOTE: If your location does NOT observe daylight savings time, please select the check box.

Settings. CAlendar subscriptions.1.png

3. On this second screen, your custom calendar subscription URL Code will be displayed for two calendar types (see details below). Copy the subscription URL code you want to use and follow the instructions at the bottom of this article to sync it with your calendar. It can take 12-24 hours for the subscription sync to occur and the timing is controlled by the calendar provider (Google, Outlook, etc.)

Settings.calendarsubscriptions.2.png

  • Personal Calendar: This calendar subscription is synced to your personal e-calendar so you can quickly see who has signed up for each Spot so you know who to expect when. You have the option (on the prior screen) to choose whether you want the Participant's contact information (email and phone) to show in each calendar entry as well as the Participant's name.

Scroll down to see Examples 1 & 2 below.

  • Published Calendar: This calendar subscription is synced to a calendar embedded on your website (typically a free Google calendar, learn more here). Participants choose the date they want to pitch-in on the embedded calendar then click a SignUp link to preview activity details and choose their Spots. You also have the option to display Participant names of people already signed up for others to see (select this on the prior screen).

Scroll down to see Example 3 below.

 

Calendar Syncing for a Group Page:

Organizers may use a calendar subscription URL code to create a calendar view of ALL SignUps posted to a Group Page. New SignUps added to the Group Page will automatically be synced the next time that the calendar subscription feed updates (typically within 12 hours). 

To get the calendar subscription code (.ics syncing code) for a Group Page, please send an email to our Customer Success team with the following information (including answers to all 6 items). 

To:  support@signup.com

From: Group Page owner's email address (must be sent from this address to validate your identity)

Subject: Request for Calendar Subscription Link for Group Page

Body:

 Please prepare my Group Page calendar sync link using this information:

1. Organizer's Email Address:

2. Group Page Title:

3. Group Page Invitation Link:

4. Type of Subscription you want (enter a, b, c or d):

        • a. Personal Calendar WITH Participant Contact Information
        • b. Personal Calendar WITHOUT Participant Contact Information:

This calendar subscription is synced to your personal e-calendar so you can quickly see the names of who has signed up for each Spot across all SignUps so you know who to expect when. Specify a or b to designate if you want the Participant Contact Information or not (email and phone number).

        • c. Published Calendar WITH Participant Names
        • d. Published Calendar WITHOUT Participant Names

This calendar subscription is synced to a calendar embedded on your website (typically a free Google calendar -learn more here). Participants choose the SignUp Title and date they want to pitch-in on the embedded calendar then click a link to preview activity details and choose their Spots. Specify c or d to designate if you want to sow the Participant Names of who has signed up, or not.

5. Your Time Zone (IMPORTANT: Please note if you do NOT observe Daylight Savings Time):

6. What type of Calendar are you Syncing with? (Google, Outlook, other):

The Group Page calendar subscription URL code will be sent to you within one business day and you can then sync it to your calendar following the instructions below. Scroll down to see Example 4 below of what the Calendar will look like.

_______________________________________________________________

Calendar Syncing Instructions for Common Calendar Types:

It’s easy to sync your SignUp information to any electronic calendar, on any device. In some applications such as iCal and Outlook 2016+ clicking on the subscription URL will automatically launch the calendar application and the subscription dialog appears. If that is not the case, you need to copy the calendar sync URL code and paste it in the subscription address field of the calendar application. Here are instructions for the most common calendars:

Google Calendar

  1. Open Google Calendar.
  2. On the left side, find "Other calendars" and click the down arrow .
  3. Select Add by URL.
  4. Enter the calendar's address in the field provided.
  5. Click Add calendar. The calendar will appear on the left side under "Other calendars."

Note: It might take 12-24 hours for changes to show in your Google Calendar.

Also see Google’s instructions here

 Apple iCal

  1. Open File, select New Calendar Subscription
  2. Paste the URL you copied from your SignUp Calendar feed, click Subscribe
  3. On the next screen, edit the name, etc. and choose the auto-refresh frequency (from every 5 min. to every week). Click OK.

Also see Apple's instructions here

 iPad / iPhone

For iPhone users, in most cases tapping the iCalendar feed URL will launch the calendar application and the feed subscription dialog appears. If that is not the case, follow these steps:

  1. On the Home screen, tap Settings.
  2. Tap Mail, Contacts, Calendars.
  3. Tap Add Account, then Other.
  4. Choose Add Subscribed Calendar.
  5. Enter the URL of the Calendar you want to subscribe to.
  6. Tap Next to advance.
  7. After you subscribe to Calendar, it appears just like any other calendar on your iPhone or iPad.

 Outlook (with Exchange)

  1. In Outlook, click File > Account Settings > Account Settings.
  2. On the Internet Calendars tab, click New.
  3. Paste the URL you copied from your SignUp, by pressing CTRL+V, and click Add.
  4. In the Folder Name box, type the name of the calendar as you want it to appear in Outlook, and then click OK.

Note: When you start Outlook, it checks Calendar for updates and downloads any changes. If you keep Outlook open, it also periodically checks for and downloads updates. However, Outlook (and many other calendars as well) may not update for up to 48 hours!

Also see Microsoft’s instructions or instructions for Outlook for Mac

Outlook.com

  1. Go to Calendar and click Import
  2. Select Subscribe and paste the URL address you copied from the SignUp, name it, and click Subscribe.

Common Questions

How often with the calendar update?  

This is determined by the publisher of the calendar you are using.  For example, Google will ping SignUp.com for updates usually 1 or 2 times a day.

If I add new Spots to a SignUp, with those be updated?

Yes, per the schedule determined by the publisher of the calendar, as stated above.

If I link a new SignUp to the Group Page, will it be synced?

Yes, per the schedule determined by the publisher of the calendar, as stated above.

When someone signs up from my embedded calendar, when will the assignment be synced on SignUp.com?

Immediately. SignUp.com is updated in real-time, however it may take a little while for the update to show on your embedded calendar (since the calendar publisher controls the update).

 

EXAMPLES

Example 1: Individual SignUp Personal Calendar synced with a Google Calendar showing Participant name and contact information.

 

Example 2: Individual SignUp Personal Calendar synced with a Google Calendar showing Participant name and NOT contact information.

 

Example 3: Published Individual SignUp Calendar synced with a Google Calendar embedded on your site showing Participant name and NOT contact information.

Example 4: Published Group Page Calendar synced with a Google Calendar embedded on your site NOT showing Participant name nor contact information.

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