iCalendar Setup and External Calendars

This tutorial quickly helps you set up a one way subscription sync either from our system to your calendar, or from your calendar (external) to ours.

In this Article:


calendar_check
iCalendar / iCal

TherapyAppointment → your calendar

event
External Calendar

Your calendar → TherapyAppointment

Have a Google calendar?

Instead, try our easy Google Calendar sync instead.

iCalendar Setup

Shared iCal feeds are used to view your appointment and/or meeting schedule in another calendar system, like Apple's Calendar or Microsoft Outlook.

With this type of calendar sync, we sync 60 days out (2 months).


Steps:

  • Click calendar_month Calendar
  • Then click (right menu):


  • Under the iCal Calendar Sharing section, click button:


  • Enter the calendar name, specify what to sync (meetings and/or appointments) and click
  • Next, click file_copy Copy URL to the right:


  • Then paste that URL into your calendar subscription service
    • Apple may list it as a calendar subscription

Once you've connected your account, here's what to expect. Tap any section to expand it.


How the sync works What to expect right after you connect.

The first sync is almost immediate. If you have a large number of existing events, give it a moment to catch up.

Syncs are not automatic, use the sync button at the bottom right of the calendar beside your calendar

Any appointments or meetings created in TherapyAppointment will show up in your calendar as that client's safe name (initials) + full meeting names if your owner or manager has allowed it. Steps here.

If it's not enabled, you'll see just a labeled "appointment" and "meeting"

Editing events the right way Let each system manage its own events.

As a rule of thumb, edit each event where it was created:

Do Edit iCal events inside your external calendar source.

Edit TherapyAppointment items in TA.
Dont Add new events to the TherapyAppointment calendar from your iCal soure.

You can edit a TA event from inside your external calendar outside TA — but those changes won't make it back to us.

Privacy & availability Who sees what — and what actually blocks your time.

Only you can see your calendar

Other staff won't see your calendars or events on your TA schedule. This is built in for provider privacy and can't be changed.

Overlay only, doesn't block bookings

Calendar events appear on top of your TA schedule as an overlay only.  They don't block client self-scheduling, so a client could still book a slot during an event you have on your iCal calendar.


To actually block your availability, create one of these in TherapyAppointment:

  • A regular meeting for shorter blocks (lunch, other appointments, supervision, etc).
  • An "all day" meeting for full days away.
Note: iCal sharing will not show availability (open slots), only meetings and appointments scheduled.

Removing or Editing a Shared iCalendar

To remove or delete an existing shared iCal feed, follow these steps:
  • From the above example, click the blue Name of the calendar (far left column):

  • Then click (bottom left):

External Calendar

If you have a non google calendar, and would like to import this calendar into TherapyAppointment to view in our system, to import an external calendar:

  • Click calendar_month Calendar
  • Click (right menu):

  • Near the bottom, locate the External Calendars section
  • Click (top right):

Alternatively:

  • From the calendar_month Calendar (left menu), find the right menu section My Calendars
  • Then click


  • Enter the name you want and paste your shared iCal link (that you can find in your external calendar/settings) in the iCal URL
  • Pick the calendar color and click


Difficulties finding this? Please consult your calendar documentation, or reach out to their support.

Synchronize


From the Calendar:

On the far right menu under filters find My Calendars and click the sync button:

Removing or Editing an External Calendar

To remove or edit an existing external calendar feed, follow these steps:

  • Click calendar_month Calendar
  • Click (right menu):


  • Locate the External Calendars section, to the far right of the calendar name click Edit
  • Click the bottom left button:

Alternatively:

  • Click calendar_month Calendar (left menu) and under filters (right menu) find My Calendars click the edit button:


  • Then click the bottom left button:

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