Importing bookings from a calendar — Help

Moving to 1pm from a shared Google, Outlook, or Apple calendar? You do not have to retype a season of bookings by hand. Export your calendar once, upload the file, and 1pm turns the entries you pick into events you can flesh out later. It is a one-time cut-over to get your existing book of business into 1pm, and you stay in control of exactly what comes across.

This is the opposite direction to calendar sync. Sync is an ongoing one-way feed that pushes your 1pm bookings out into a calendar app. Import is a one-time bring-in that pulls an existing calendar's bookings into 1pm. Most venues import once at the start, then use sync from then on.

Before you start

You need a calendar file in .ics format, which is the standard export every calendar app produces. If your bookings are spread across several calendars, export the one that actually holds them (many venues keep a dedicated "Bookings" or "Enquiries" calendar). It is fine if that calendar also has personal or internal entries mixed in, because you pick what to import on the next screen.

Not sure what an .ics file looks like? On the upload screen there is a Download a sample .ics button. Open it to see the shape, or feed it straight back in to try the flow end to end.

Export one calendar

Google Calendar: open Settings, then Import & export. Under Export, pick the single calendar you want and download it as an .ics file. If everything lives in one calendar, export it anyway and filter on the next screen.
Outlook / Microsoft 365: in Outlook on the web, go to Calendar settings, Shared calendars, then publish or save the calendar you want as an .ics file.
Apple Calendar (Mac): select the calendar in the sidebar, then File, Export, Export… to save it as an .ics file.

Upload and review

On the events page, choose Import from a calendar.
Click into the file box, pick your .ics file, and choose Upload and review. Files up to 5 MB are fine, which covers a heavy multi-calendar export.
1pm reads the file and shows you a review screen listing the upcoming entries it found, grouped by month with a count against each month so you can cross-check it against the calendar you exported.

Nothing is created yet. This screen is where you triage.

Choose what to bring across

Each row is one calendar entry. Tick the ones that are real bookings, leave the rest.

Obvious bookings are pre-ticked for you. Recurring entries (a weekly team standup, a fortnightly market) are shown but left unticked, because they are usually not bookings. There is a Show recurring entries toggle if you want to hide them entirely, plus Tick shown and Untick shown to select in bulk.
Rename as you go. Calendar titles are often shorthand like "Smith - HOLD". Edit the name in place so it reads the way you want it in 1pm, for example "Smith Wedding".
Set the status once for the whole batch. Choose Enquiry, Tentative, or Confirmed at the top. Tentative is the safe default for a migration. If you are bringing across an established book of confirmed bookings, set Confirmed once here rather than editing each event afterwards.

When you are happy, choose Import ticked events. You will get a summary of how many were added, and buttons to view your events or import another file.

What comes across, and what does not

Imported entries land as light events carrying just the essentials:

Name, date, and times. Multi-day entries keep their span, and timed entries keep their start and end times. An all-day entry comes in as an all-day event.
The space, when it matches. If a calendar entry's location matches one of your Spaces by name, that Space is assigned automatically. If it does not match, the location text is kept in the event's internal notes so you can set the right Space yourself later.
The entry's description is kept in the event's internal notes (planner-only, never shown to crew).

Everything else, pax, crew, the run of show, pricing, is left for you to add. Import gets the shell of each booking into 1pm; you flesh out the detail as you work each one.

A few things worth knowing

Only upcoming entries are imported. Anything in the past is skipped and stays in your source calendar, so your history is not disturbed. 1pm tells you how many past entries it skipped.
Recurring entries come in once, not expanded into dozens of copies.
Times are converted from your calendar's time zone, which 1pm shows at the top of the review screen so you can sanity-check them. An entry stored in UTC gets a "time may need checking" flag, because those are the ones most likely to land an hour or two out.
Re-importing is safe. If you upload the same calendar again, anything already brought across is skipped, so you will not get duplicates. This means you can import now, then re-run the file later to pick up new bookings you have added to the old calendar in the meantime.
There is a limit on how many events an account can hold. The review screen shows how many slots you have left, and import stops cleanly at the cap if a very large file would exceed it.

After importing

Your imported bookings show up in your events list at the status you chose. From there, work them like any other event: assign a Space, build the run of show, add crew and requests, and raise a quote or confirmation. Once your book is in 1pm, turn on calendar sync so the calendar app your team still glances at stays fed from 1pm, rather than the other way around.