To see a person's Equip events in Outlook, Google Calendar or Apple Calendar, open their profile, select Edit Profile & Settings, open Calendar Settings, and under Calendar Subscription select Subscribe in Calendar App or Copy URL to add the feed by hand. The feed is private to that person, read-only, and shows the events they are registered for. A calendar subscription is not a paid Equip subscription; it means the calendar app subscribes to the feed.
Participants are called Clients, Students, Residents or Explorers depending on your account type; this article says participant.
Who can do this, and where
Team members and administrators, for themselves or for any user they can edit, on the web.
Participants need mobile access enabled on their profile before a subscription can be generated for them.
Calendar subscriptions are turned on for your account by the Equip team. If you do not see Calendar Settings on a profile, ask us to enable it.
Set up a subscription
Open the user's profile and select Edit Profile & Settings.
Open Calendar Settings.
If there is no subscription yet, select Generate Subscription.
Select Subscribe in Calendar App to open the feed in the default calendar app, or use one of the Copy URL buttons to add it manually.
The Subscribe to Calendar button on a user's profile calendar does the same in one step.
Add the feed manually
Outlook (desktop or web)
Copy the URL under Apple Calendar or Outlook Desktop. In Outlook, go to Add calendar > Subscribe from web (Outlook on the web) or Open Calendar > From Internet (Outlook desktop), paste the URL, name it and save.
Google Calendar
Copy the URL under Google Calendar. In Google Calendar go to Settings > Add calendar > From URL, paste it and select Add calendar.
Apple Calendar
Copy the URL, then in Calendar choose File > New Calendar Subscription, paste and subscribe. On iPhone: Settings > Calendar > Accounts > Add Account > Other > Add Subscribed Calendar.
What the feed contains
Events the person is registered for, from three months ago onward, with title, description, category, location and a link to the event in Equip.
All-day events as all-day entries; timed events in the account's time zone.
Updates when the person is added to or removed from an event, or an event changes.
Regenerate a subscription link
Use this if the URL was shared with someone who should no longer have it.
Open the user's profile > Edit Profile & Settings > Calendar Settings.
Under Regenerate subscription link, select Regenerate link and confirm.
The old URL immediately serves an empty calendar. Anyone using it must remove the old calendar and subscribe again with the new link.
Limits and gotchas
Equip rebuilds the feed when events change, but each calendar app decides when to re-read it. Google Calendar and Outlook typically refresh subscribed calendars every few hours and can take up to a day; Apple Calendar lets you choose the refresh interval.
The feed is read-only. Events cannot be edited or accepted from the calendar app, and RSVPs there do not reach Equip.
Subscribed events do not block time on the Equip calendar and are not visible to other people in Equip.
The message "Calendar subscription is not available" on Calendar Settings means the subscription was revoked or expired, or the user no longer has access; regenerate it or check the user's status.
If the feature is turned off for the account or the user becomes inactive, the feed goes empty rather than erroring.
FAQ
Is a calendar subscription a paid Equip subscription?
No. It has nothing to do with billing. It means the external calendar app subscribes to an Equip calendar feed.
Is this the same as calendar syncing?
No. A subscription is a read-only feed URL that works in any calendar app. Syncing writes events into a Google or Microsoft calendar and only works for users who sign in with Google or Microsoft SSO.
How do I add the Equip calendar to Outlook?
Copy the URL from the user's Calendar Settings, then in Outlook choose Add calendar > Subscribe from web (or From Internet on desktop) and paste it. Outlook refreshes it on its own schedule, so new events can take a few hours to appear.
Why do changes not appear immediately?
Equip updates the feed within minutes, but the calendar app controls how often it checks. Google and Outlook can wait several hours. Removing and re-adding the calendar forces a fresh read.
Can a participant subscribe from their phone?
Yes, if they have mobile access. Send them the URL from their Calendar Settings, or open Subscribe to Calendar on their profile while they are with you, and add it as a subscribed calendar on their phone.
Can I subscribe to the whole account calendar?
Not from Calendar Settings; each subscription is for one person's registered events. To follow everything, register yourself for the events, or use Export Events on the web calendar.
Related
Should I use calendar syncing or a calendar subscription?
Sync a person's events to their Google or Microsoft calendar
Export or print the calendar