Calendar Feeds

Qik can publish your roster and events as calendar subscription feeds (iCal). Add a feed to Outlook, Apple Calendar or Google Calendar, and your shifts and events appear next to everything else in your calendar, updating automatically as plans change.

Available feeds

What each calendar entry shows

• Title: the event's title.
• Time: the event's start and end. All-day events appear as all-day entries.
• Description: the event's subtitle, if it has one.
• Location (assignments feed): the venue name, the rooms booked for the event and the venue's address. These come from the event's facilities. See Venues, Facilities and Room Booking.
• Your positions (assignments feed): a note such as "Assigned as: Front of House, Box Office". If you hold several positions at one event, they're combined into one calendar entry.

Subscribing

1. In the dashboard, open the user menu (your name or avatar) and choose User Settings.
2. Scroll to Calendar Sync. This section appears when rostering is enabled for your organisation.
3. Beside the feed you want, click:
   • Sync Outlook / ICal to open the feed in your computer's default calendar app (Outlook, Apple Calendar and others), which will offer to subscribe, or
   • Sync Google Calendar to open Google Calendar's add-calendar page.
4. Confirm the subscription in your calendar app.

If Google Calendar says it can't add the calendar, use the steps under Adding a feed by URL below.

Adding a feed by URL

If the button doesn't open your calendar app, or you want to add the feed on another device, add it by URL instead:

1. Right-click Sync Outlook / ICal and copy the link address. It starts with webcal://.
2. In your calendar app, choose the option to subscribe or add a calendar from a URL. In Google Calendar this is Other calendars → From URL.
3. Paste the link. If the app doesn't accept webcal://, replace it with https://.

How updates work

• A feed is a live link, not a one-off export. Your calendar app downloads it again on its own schedule. Changes in Qik, such as a new assignment, a moved event or a declined shift, show up the next time it refreshes.
• Calendar apps decide how often to refresh. Some refresh every few minutes, and others (Google Calendar in particular) can take many hours. Qik can't make your calendar app refresh sooner.
• Subscribed calendars are read-only in your calendar app. To change an event or respond to an assignment, use Qik.

Privacy and security

• Each feed address contains a private token tied to your login, so no password is needed to read it. Treat the link like a password. Anyone who has it can see the same events, and your rostered positions, that the feed shows you.
• Don't post feed links in shared documents or group chats. To share a schedule with your team, have each person subscribe from their own User Settings.
• The All Events feed respects your permissions. It only includes events your role lets you see.

Tips

• Subscribe to Your Rostered Assignments on your phone so your shifts are always with you.
• If you belong to more than one organisation, switch to each organisation and subscribe to its feeds separately. A feed copied from Sync Outlook / ICal covers the organisation that was selected at the time.
• An assignment you decline drops off your feed at the next refresh.

FAQs