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

Organizers can track their SignUp's status directly on SignUp.com or sync individual SignUps to their personal electronic calendar using a calendar subscription link (.ics code). Additionally, they can create a published Google Calendar that allows participants to view and sign up from any website. For broader visibility, all SignUps from a Group Page can be synced to an embedded calendar on a 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:

Syncing your SignUp information to your electronic calendar is quick and easy on any device. In some applications, such as Apple Calendar (iCal) and Outlook 2016+, simply clicking the subscription URL will automatically open your calendar app and prompt the subscription dialog. If this doesn’t happen, you’ll need to copy the calendar sync URL and manually paste it into your calendar’s subscription address field. Below are step-by-step instructions for the most common calendars.

Google Calendar

  1. Open Google Calendar.
  2. On the left side, find "Other calendars" and click the "+" (plus sign).
  3. Select "From URL."
  4. Paste the calendar's URL in the field provided.
  5. Click "Add Calendar." The calendar will now appear under "Other calendars" on the left.

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 Apple Calendar (iCal).
  2. Click File > New Calendar Subscription.
  3. Paste the URL copied from your SignUp Calendar feed and click Subscribe.
  4. On the next screen, edit the calendar name and settings, then select how often to refresh (every 5 minutes to every week).
  5. Click OK.

Also see Apple's instructions here

 iPad / iPhone

In most cases, tapping the iCalendar feed URL will automatically launch the calendar app and prompt the subscription dialog. If not, follow these steps:

  1. Open the Settings app.
  2. Scroll down and tap Calendar.
  3. Tap Accounts > Add Account > Other.
  4. Select Add Subscribed Calendar.
  5. Paste the calendar URL.
  6. Tap Next, then Save. Your SignUp Calendar will now appear alongside your other calendars.

 Outlook (with Exchange)

  1. Open Outlook and go to File > Account Settings > Account Settings.
  2. Click the Internet Calendars tab, then click New.
  3. Paste the URL copied from your SignUp Calendar and click Add.
  4. In the Folder Name field, enter a name for the calendar, then click OK.

Note: Outlook checks for updates periodically, but it may take up to 48 hours for changes to sync.

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

Outlook (web version)

  1. Open Outlook.com and go to Calendar.
  2. Click Add Calendar > Subscribe from web.
  3. Paste the calendar URL, enter a name, and click Import.
  4.  

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 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 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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