> ## Documentation Index
> Fetch the complete documentation index at: https://www.carstoragesoftware.com/docs/llms.txt
> Use this file to discover all available pages before exploring further.

# Subscribe to the team calendar

> Add your facility schedule to Apple Calendar, Google Calendar, or Outlook so appointments stay in sync without manual copying.

## What you will accomplish

You will copy a **read-only subscription link** from [Settings → Events & schedule](https://www.carstoragesoftware.com/dashboard/settings/events) and add it to Apple Calendar, Google Calendar, or Outlook so your personal calendar stays in sync with the shop schedule.

* Find your facility’s calendar subscription link in the dashboard.
* Add that link to Apple Calendar, Google Calendar, or Outlook.
* Choose whether the feed shows full details or busy-only privacy.
* Know what to do if a link stops working or was shared too widely.

Use this guide when you or a teammate wants the shop schedule on a phone or computer calendar without re-typing every appointment.

You will get a **read-only subscription link** from Car Storage Software. Your personal calendar app (Apple, Google, or Outlook) checks that link on its own schedule and adds updates. You **cannot** create or change appointments in Car Storage Software from those external calendars.

![Events and schedule settings page scrolled to Subscribe to your schedule with subscription buttons and feed cards](https://mintcdn.com/carstoragesoftware/65OxqKrCpk0fG4Bx/images/schedule/schedule-calendar-feeds-populated.webp?fit=max\&auto=format\&n=65OxqKrCpk0fG4Bx\&q=85\&s=275026bf0ac1e21b68ccf9799444d0f0)

*Open [Settings → Events & schedule](https://www.carstoragesoftware.com/dashboard/settings/events) and scroll to **Subscribe to your schedule**.*

![Subscription card showing feed name, privacy line, Open in calendar app button, and Copy subscribe URL button](https://mintcdn.com/carstoragesoftware/65OxqKrCpk0fG4Bx/images/schedule/schedule-calendar-feed-card.webp?fit=max\&auto=format\&n=65OxqKrCpk0fG4Bx\&q=85\&s=b39ee6f9b597b5f65d5a8d407c8e4114)

*Your subscription card shows which schedule you are sharing and the two buttons you will use most often.*

## When to use a calendar subscription

* You want today’s appointments on your phone lock screen or watch.
* Managers want the team schedule next to personal events in one calendar app.
* You are tired of copying times from the dashboard into another calendar by hand.

> [!WARNING]
>
> **Important**
>
> Subscriptions are **read-only**. If you move or delete an event in Apple, Google, or Outlook, **nothing changes** in Car Storage Software. Always update real appointments on the [Schedule page](https://www.carstoragesoftware.com/dashboard/schedule).

## Before you start

* You can sign in to the dashboard.
* You know which calendar app you will use (Apple, Google, or Outlook).
* For privacy settings or link rotation, you need **team admin** access (the three-dot menu on the feed card).
* If you manage your own website domain, keep someone available who can add DNS records — only needed if email domain setup is unrelated; calendar subscribe links do not need DNS for basic use.

## Open your subscription link

**1. Open Events & schedule settings**

Go to [Settings → Events & schedule](https://www.carstoragesoftware.com/dashboard/settings/events).

**Expected result:** You see sections for services, closed days, reminders, and **Subscribe to your schedule**.

**2. Scroll to Subscribe to your schedule**

Find the heading **Subscribe to your schedule**.

A short note explains that this is read-only and that Google may take several hours to refresh.

**3. Choose which schedule to subscribe to (if you see a dropdown)**

If your facility has more than one location, you may see **Which schedule to subscribe to**.

* **All locations** — appointments for the whole shop, plus **social events** (car meets, open houses, and similar).
* A **single location** — appointments for that location only (no social events in that feed).

Staff who only work at one location may see only their location’s feed.

**Expected result:** The card below the dropdown matches the schedule you want on your personal calendar.

**4. Review what the feed will show**

Under the feed name you will see either:

* **Full schedule details in the feed** — event title, vehicle, customer name, appointment type, location, and notes (never email or phone numbers), or
* **Busy only — no customer or vehicle details in the feed** — events appear as **Busy** blocks.

Private bookings always show as busy, even when the feed is set to full details.

**Expected result:** You know whether names will appear on a shared calendar before you send the link to someone outside your shop.

![Three-dot menu on the subscription card showing Privacy busy only and Rotate subscription link](https://mintcdn.com/carstoragesoftware/G8UHOQQoCr9klzqv/images/schedule/schedule-feed-admin-menu.webp?fit=max\&auto=format\&n=G8UHOQQoCr9klzqv\&q=85\&s=cceb25f047f61591dd155e47a13afbb4)

*Team admins can open the three-dot menu on the subscription card for privacy and link rotation options.*

## Subscribe in Apple Calendar (Mac or iPhone)

**1. Click Open in calendar app**

On the subscription card, click **Open in calendar app**.

Your device should open Apple Calendar (or another default calendar app) with a **Subscribe** prompt.

**2. Confirm the subscription**

Read the calendar name, then confirm **Subscribe** (or **OK** on some devices).

**Expected result:** A new calendar appears in Apple Calendar. Events fill in after Apple refreshes the feed (often within about an hour).

**3. If the button does nothing, paste the link manually**

Click **Copy subscribe URL**.

In Apple Calendar:

* **Mac:** **File → New Calendar Subscription**
* **iPhone/iPad:** **Calendars → Add Calendar → Add Subscription**

Paste the link. It must start with `https://`.

**Expected result:** Apple accepts the URL and shows the same subscribe confirmation.

> [!WARNING]
>
> **Validation failed or not secure**
>
> If Apple says **validation failed** or **not secure**:
>
> 1. Refresh [Settings → Events & schedule](https://www.carstoragesoftware.com/dashboard/settings/events) and use **Copy subscribe URL** again (older link formats may fail).
> 2. The URL should look like `https://…/api/team-calendars/feed/cal_….ics` and end with **`.ics`** (Outlook requires this).
> 3. If it still fails on your live website, a facility admin may need a hosting firewall rule so calendar apps are not blocked when they check the link. Ask your admin to allow path `/api/team-calendars/feed/` to bypass bot challenges.

## Subscribe in Google Calendar

**1. Copy the subscribe URL**

On the subscription card, click **Copy subscribe URL**.

**Expected result:** The app confirms the URL was copied.

**2. Add the calendar in Google**

Open [Google Calendar](https://calendar.google.com).

1. On the left, next to **Other calendars**, click **+**.
2. Choose **From URL**.
3. Paste the `https://…` link.
4. Click **Add calendar**.

**3. Wait for Google to refresh**

Google refreshes subscribed calendars on its own schedule. Updates are often **3 to 24 hours** apart.

**Expected result:** New and changed appointments appear after Google’s next refresh. This delay is normal and is controlled by Google, not your facility.

> [!TIP]
>
> **Tip**
>
> On some devices, you can also click **Open in calendar app**. If your computer opens Google Calendar with the URL filled in, confirm the prompt there. If nothing opens, use **Copy subscribe URL** and **From URL** as above.

## Subscribe in Outlook

**1. Copy the subscribe URL**

On the subscription card, click **Copy subscribe URL**. The link must start with `https://` and end with `.ics`.

**2. Subscribe from the web in Outlook**

In Outlook on the web or desktop:

1. Open the calendar.
2. Choose **Add calendar** → **Subscribe from web** (wording may vary slightly by version).
3. Paste the `https://…` link.
4. Save.

**Expected result:** Outlook shows imported events after it refreshes the subscription.

> [!TIP]
>
> **Outlook on iPhone or Android**
>
> The Outlook mobile app may not offer **Subscribe from web**. Copy the URL on your phone, open [outlook.office.com](https://outlook.office.com) in your browser, and subscribe there. The calendar then syncs to the Outlook app.

## Change feed privacy (admins)

Use **busy only** when people outside your shop should not see customer or vehicle names on a shared calendar (for example, a manager’s calendar mirrored on a wall display).

**1. Open the feed options menu**

On the subscription card, click the **three-dot** button (admin only).

**2. Choose Privacy (busy only)**

Click **Privacy (busy only)**.

**3. Turn Busy only on or off**

Use the **Busy only** switch:

* **On** — hide customer and vehicle names in this feed.
* **Off** — show full schedule details (still never email or phone).

Click **Save**.

**Expected result:** The line under the feed name updates to match your choice. Subscribers may need to wait for their calendar app to refresh before names disappear or reappear.

![Feed privacy dialog with Busy only switch and Save button](https://mintcdn.com/carstoragesoftware/65OxqKrCpk0fG4Bx/images/schedule/schedule-busy-only-privacy-dialog.webp?fit=max\&auto=format\&n=65OxqKrCpk0fG4Bx\&q=85\&s=39d74b43ef254c5fbab3b8d4efdffaa5)

*The **Feed privacy** window lets admins turn **Busy only** on or off for this subscription link.*

## Rotate a subscription link (admins)

Rotate when a link may have been shared too widely (email forward, old employee, posted in the wrong place).

**1. Open the feed options menu**

Click the **three-dot** button on the subscription card.

**2. Click Rotate subscription link**

Click **Rotate subscription link**.

**3. Confirm rotation**

Read the warning: anyone using the **old** link stops getting updates after their calendar app refreshes (often within about 24 hours).

Click **Rotate link**.

**Expected result:** Car Storage Software creates a new URL. Share **Copy subscribe URL** only with people who should still receive updates.

![Rotate subscription link confirmation dialog with Cancel and Rotate link buttons](https://mintcdn.com/carstoragesoftware/G8UHOQQoCr9klzqv/images/schedule/schedule-rotate-link-dialog.webp?fit=max\&auto=format\&n=G8UHOQQoCr9klzqv\&q=85\&s=f72bc311aee6aeeb2e3931dae442fa44)

*Rotating a link is permanent for the old URL. Only share the new link after you confirm **Rotate link**.*

## What each feed includes

> [!NOTE]
>
> **All locations (team feed)** — schedule appointments at every location **and** social events.
>
> **Single location** — appointments for that location only.
>
> **Cancellations** — deleted appointments and cancelled social events are sent as cancellations so subscribed calendars remove them on refresh.

## Remove a subscription from your phone or computer

**1. Remove the calendar in your app**

In Apple Calendar, Google Calendar, or Outlook, delete or unsubscribe from the calendar you added. The steps vary by app, but you are looking for **Delete Calendar**, **Remove**, or **Unsubscribe**.

**Expected result:** Your personal calendar no longer shows shop appointments. Nothing changes in Car Storage Software. This only affects your external calendar app.

**2. Rotate the link if the old URL was shared too widely**

If you worry the subscribe link was emailed to the wrong people, ask a team admin to **Rotate subscription link** (see above). Old links stop updating after calendar apps refresh.

## Limitations to expect

* You cannot create or edit Car Storage Software appointments from Apple, Google, or Outlook with this subscription.
* External apps choose how often to refresh. Delays are normal, especially in Google Calendar.
* Recurring events follow the same rules as your dashboard schedule.
* **All day** visits from [Schedule](https://www.carstoragesoftware.com/dashboard/schedule) usually appear as all-day items in Apple, Google, or Outlook (no start time). Timed visits keep their clock time.

## Troubleshooting

> [!WARNING]
>
> **My calendar is empty**
>
> Confirm you subscribed to the correct feed (all locations vs one location). Make sure appointments exist on [Schedule](https://www.carstoragesoftware.com/dashboard/schedule). Wait for the calendar app’s refresh cycle. Google can take many hours.

> [!TIP]
>
> **Times look wrong**
>
> Check the time zone on your phone or computer. Subscription feeds use your facility’s scheduling data; your device controls how times display.

> [!TIP]
>
> **I still see a cancelled appointment**
>
> External calendars remove cancellations only after they refresh. Wait, or remove the subscription and add it again with a fresh **Copy subscribe URL**.

> [!WARNING]
>
> **Staff cannot change privacy or rotate links**
>
> Only team admins can use the three-dot menu on the default team feed and location feeds.

> [!TIP]
>
> **Personal calendar vs shop wall display**
>
> A subscription on your phone is great for managers. A **wall monitor** in the shop should use [Use full-screen schedule display](/docs/schedule/use-full-screen-schedule-display.md) on a signed-in shop computer instead of a personal calendar feed. That way, your whole team sees the same live [Schedule](https://www.carstoragesoftware.com/dashboard/schedule) page.

## What to do next

* Put new work on the calendar with [Create an appointment](/docs/schedule/create-an-appointment.md).
* Schedule work with no clock time: [Create an all-day event](/docs/schedule/create-an-all-day-event.md).
* Learn daily views with [Find and filter scheduled work](/docs/schedule/find-and-filter-scheduled-work.md).
* Return to [Schedule overview](/docs/schedule/overview.md) for the full list of Schedule guides.


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