Sync your bookings to Google, Outlook, or Apple Calendar

Your bookings already live in 1pm. This article shows you how to see them in the calendar app your team checks every day, whether that is Google Calendar, Outlook, or Apple Calendar. Turn on calendar sync once, paste a link into your calendar app, and every confirmed and tentative booking shows up alongside the rest of your schedule.

This is a one-way feed. Bookings flow from 1pm into your calendar, and they stay up to date as you change them in 1pm. It is read-only on the calendar side: editing an event in Google or Outlook will not change anything back in 1pm. That keeps 1pm as the single source of truth for your events, which is exactly where you want it.

What ends up in your calendar

The feed publishes your real bookings, framed the way a venue thinks about them:

• Confirmed and tentative events. These are the bookings worth seeing on a shared calendar. Raw enquiries are left out on purpose, so your calendar does not fill up with leads that may never happen. Cancelled events are left out too.
• The booking window. Each event shows on its date, across multiple days if it is a multi-day booking, and at its start and end times if you have set them. An event with no times set shows as an all-day entry.
• The space and address. If the event has a space assigned, the room name and address come through as the calendar entry's location, so a tap opens directions.
• The key details. Pax (guest count), the area or zone within the space, the status, and a link straight back to the booking in 1pm.

Tentative bookings are marked as tentative, so calendar apps that show pencilled-in events differently will treat them that way.

Turn on calendar sync

1. Go to your Profile page (top right menu, then Profile).
2. Find the Calendar sync card.
3. Click Enable calendar sync.

1pm generates a private link ending in .ics. That link is your feed. Anyone who has it can see your bookings, so treat it like a password: share it only with people who should see the whole calendar, and use Reset link (below) if it ever leaks.

Add the feed to your calendar app

Copy the link from the Calendar sync card, then add it as a subscribed calendar:

• Google Calendar: on a computer, open Google Calendar, click the plus next to "Other calendars", choose From URL, paste the link, and click Add calendar. Subscribed calendars added on the web also show up in the Google Calendar mobile app.
• Outlook: open Outlook calendar, choose Add calendar, then Subscribe from web, paste the link, give it a name, and click Import.
• Apple Calendar: on a Mac, choose File, then New Calendar Subscription, and paste the link. On an iPhone or iPad, go to Settings, Calendar, Accounts, Add Account, Other, then Add Subscribed Calendar.

Once added, your bookings appear in their own calendar, which you can colour and toggle on or off like any other.

Why new changes can take a while to appear

This is the one thing worth understanding up front. When you add a feed like this, your calendar app decides how often to check it for updates. Google Calendar in particular can take several hours to pick up a change, and there is no setting on our side or yours to make it refresh faster. Apple Calendar lets you choose a refresh interval, sometimes as often as every few minutes. Outlook sits somewhere in between.

So if you move a booking in 1pm and it does not shift in Google straight away, nothing is broken. That delay is normal for any subscribed calendar, from any tool. The booking is correct in 1pm immediately, and your calendar will catch up on its next refresh.

If you need the change reflected right now, most calendar apps let you remove and re-add the subscription, which forces a fresh pull.

Reset or turn off the feed

Both options live on the same Calendar sync card:

• Reset link creates a brand new link and immediately stops the old one from working. Use this if the link has been shared too widely or you think it has leaked. Anyone still using the old link will need the new one.
• Disable turns the feed off completely. The link stops working and your bookings disappear from any calendar that was subscribed to it. You can enable it again later, but that will produce a new link.

When to use this

Calendar sync is for keeping an eye on the shape of your week or month inside the tool your team already lives in. It is great for a quick "what is on this weekend" glance, for sharing the venue's schedule with a manager who does not log into 1pm daily, or for spotting clashes against your personal calendar.

For the live detail of running an event on the day, the run of show and the crew share link are still where the real work happens. The calendar feed is the overview. The run sheet is the operation.