Sharing Calendars and Reservations

  • Updated

LabArchives Scheduler allows you to display events in external calendar applications such as Microsoft Outlook, Google Calendar, Apple Calendar, and others. You must log in to LabArchives Scheduler to create or edit reservations, even if the schedule is publicly viewable. 

Application Administrators can control which fields appear in ICS feeds under Application Configuration. Be mindful that enabling public feeds may expose reservation details. Do not enable public access if sensitive information is included.

 

Make a Schedule or Resource Public 

Make a Schedule Public

To make a schedule public, go to Application Management → Schedules, or Responsibilities → Schedules if you are a Schedule Admin, then select the schedule you want to share. Click Make Public (iCalendar, public URL) to generate a Public ID and an iCalendar link, which you can use to download the ICS file or subscribe to the calendar in your preferred calendar application.

Schedules Make Public.png

Make a Resource Public

To make a resource public, go to Application Management → Resources or Responsibilities → Resources if you are a Resource Admin and select the resource you want to share. Click Make Public (iCalendar, public URL), which will allow you to download the ICS file, view the Public ID, or use the Resource Display URL to see the resource’s current status.

Resource Share.png
Sharing Calendars

Sharing Calendars from the Bookings Page

From the Bookings page, you can share your reservation calendar so team members or external viewers can access up-to-date scheduling information. 

  1. Click the Schedule tab in the main navigation. Then click Bookings.

  2. On the Bookings page, click Share Calendar.

  3. Choose one of the options:

    • Get link to add to iCalendar, Outlook, or Calendar — download the ICS file

    • Get link to Public URL — copies a public link that displays reservation details without requiring login

Bookings Page Share.png

 

Sharing a Calendar from My Calendar

On My Calendar, you can share your reservation calendar containing all reservations that you are part of.

  1. Click the Schedule tab in the main navigation. Then click My Calendar.

  2. On the My Calendar page, click Make Public (iCalendar, public URL) then Share My Calendar.

My Calendar Share.png
  1. If you belong to multiple organizations, select whether to share
    • Only reservations from the current organization, or
    • Reservations from all organizations you are part of.

  2. Choose one of the options:

    • Get link to add to iCalendar, Outlook, or Calendar — download the ICS file

    • Get link to Public URL — copies a public link that displays reservation details without requiring login

calendar_sharing_options.png

 

Sharing a Calendar from Resource Calendar 

On the Resource Calendar, you can share a reservation calendar with all reservations for a specific resource, resource group, or schedule. 

  1. Click the Schedule tab in the main navigation. Then click Resource Calendar.

  2. On the My Calendar page, click Share My Calendar

Resource Calendar Share.png

 

  1. Choose one of the options:

    • Get link to add to iCalendar, Outlook, or Calendar — download the .ics file

    • Get link to Public URL — copies a public link that displays reservation details without requiring login

Adding Reservations to a Personal Calendar

Several options are available for adding single reservations to a calendar or subscribing to your full reservations calendar. 

Add a Single Reservation

You can add an individual reservation directly from the reservation page or from a notification email.

From the Edit Reservation page:

  1. Open the Edit Reservation page.

  2. Click More.

  3. Choose:

    • Add to Calendar to download an ICS file for any calendar app.

    • Add to Google to create the event in Google Calendar automatically.

Editing Reservation Share.png
From a Notification Email:

If notification emails are enabled, simply click:

  • Add to Calendar (downloads ICS)

  • Add to Google Calendar (adds directly to Google Calendar)

Notification Email Calendar.png

 

Subscribe to the Full Reservations Calendar

If you want your calendar to stay updated automatically, subscribe to the entire reservations calendar. If you are not able to subscribe to calendars, your Application Admin may need to enable Calendar subscriptions in Application Configuration. 

Google Calendar:

  1. Open Google Calendar → Settings.

  2. Under Add Calendar, choose From URL.

  3. Paste the subscription link provided under Subscribe to this Calendar.

  4. Click Add Calendar.

pic_7.JPG

Outlook, iCal, Mozilla Lightning, Evolution:

In most cases, clicking the Subscribe to this Calendar link will set up the subscription automatically. 

If using Outlook, and it does not auto-add:

  1. Open Calendar view.

  2. Right-click My Calendars → Add Calendar → From Internet.

  3. Paste the subscription link and click Save.