Calendar subscriptions replace the previous calendar syncing workflow in Equip. Instead of pushing Equip events into a connected Google or Microsoft calendar integration, Equip now provides a private subscription link that an external calendar app can read.

Each subscription belongs to one Equip team member, admin, or eligible participant and shows that user's registered Equip events in an external calendar app, such as Google Calendar, Apple Calendar, or Outlook. Equip remains the source of truth for event scheduling, registration, attendance, and event changes.

What Changed from Calendar Syncing

Equip no longer uses the old calendar syncing workflow. Calendar subscriptions are the replacement.

Old calendar syncing pushed events into a connected Google or Microsoft calendar integration.
Calendar subscriptions provide a private calendar feed URL that the user's external calendar app subscribes to.
Equip remains the source of truth for creating events, editing events, registering users, and tracking attendance.
External calendars are read-only for Equip events. Changes made in Google Calendar, Apple Calendar, or Outlook do not update Equip.

How It Works

Each user has their own subscription - the link is unique to the selected user.
Only registered events appear - events are included when the user is registered for the event in Equip.
Calendar apps check for updates - after an Equip event is added, updated, cancelled, or removed, the external calendar may take time to show the change depending on that calendar app's refresh schedule.
The subscription link is private - anyone with the active link may be able to view the subscribed calendar, so it should only be shared with the intended user.

Who Can Use Calendar Subscriptions

Team members and admins can use calendar subscriptions when the feature is enabled for the account.
Participants can use calendar subscriptions when the feature is enabled for the account and mobile access is enabled on their profile.

Find Calendar Settings

Open the team member, admin, or participant profile in Equip.
Select Edit Profile & Settings or open the user's settings area.
Choose Calendar Settings.

The Calendar Settings tab appears only when calendar subscriptions are enabled for the account and you have permission to update that user.

Generate a Calendar Subscription

Some users may already have a calendar subscription available. If a user does not have one yet, create it from their Calendar Settings page.

Open the user's Calendar Settings.
Find the Calendar Subscription section.
Select Generate Subscription.

After the subscription is generated, Equip displays options for opening the calendar app or copying the subscription URL.

Subscribe in a Calendar App

The fastest option is the direct subscription button.

Open the user's Calendar Settings.
Select Subscribe in Calendar App.
Follow the prompts from the calendar app that opens.

If the button does not open the correct calendar app, use one of the manual setup options below.

Add the Calendar Manually

Google Calendar
In Google Calendar, go to Settings, choose Add calendar, select From URL, and paste the copied URL from Equip.

Apple Calendar or Outlook Desktop
Use Copy URL from Equip, then paste it into the calendar app's calendar subscription or internet calendar option.

For Google Calendar, use the standard URL copy option. For Apple Calendar and Outlook desktop apps, use the calendar subscription URL provided in the Apple Calendar or Outlook Desktop section.

Troubleshooting Calendar Sync Issues

If events are missing, delayed, showing the wrong time, or otherwise not syncing correctly, refresh the subscription by regenerating the user's link and subscribing again with the new link.

Open the user's profile in Equip.
Select Edit Profile & Settings.
Choose Calendar Settings.
Find Regenerate subscription link and select Regenerate link.
Unsubscribe from the old Equip calendar in the external calendar app.
Subscribe again using the new calendar subscription link from Equip.

Important: Regenerating the link invalidates the previous link for that user's calendar subscription. Anyone who subscribed with the old link must unsubscribe from the old calendar and subscribe again with the new link.

For Google Calendar, complete the unsubscribe and resubscribe steps from calendar.google.com on a computer. Do not use the phone app for this step.

Regenerate a Subscription Link

Use Regenerate link if a calendar subscription URL was shared with someone who should no longer have access, or if the subscribed calendar is not syncing correctly after basic checks.

Open the user's profile in Equip.
Select Edit Profile & Settings.
Choose Calendar Settings.
Find Regenerate subscription link.
Select Regenerate link and confirm the change.

Regenerating the link stops the old link from working for that user's calendar subscription. Anyone who still needs access must unsubscribe from the old calendar and subscribe again using the new link.

Benefits

Better schedule visibility - users can see Equip events alongside their other commitments.
Less manual calendar entry - registered Equip events can appear in the user's preferred calendar app.
Per-user privacy - each subscription is tied to one user and only includes events for that user.
Simple access control - regenerating the link invalidates the previous subscription URL.

Best Practices

Treat the subscription URL like a private link and share it only with the intended user.
Regenerate the link if it was sent to the wrong person or shared outside the intended audience.
Keep event details, registration, and attendance updates in Equip. External calendars are for viewing the schedule, not managing Equip events.
If an event does not appear in the external calendar, first confirm that the user is registered for the event in Equip.
If events are missing, delayed, showing the wrong time, or otherwise not syncing correctly, regenerate the user's subscription link, unsubscribe from the old calendar, and subscribe again with the new link.
Allow time for the external calendar app to refresh after changes are made in Equip.

FAQs

Did calendar subscriptions replace calendar syncing?
Yes. Calendar subscriptions replace the previous calendar syncing workflow. Use the subscription link options in Calendar Settings instead of the old event syncing setup.

Can participants use calendar subscriptions?
Yes, when calendar subscriptions are enabled for the account and mobile access is enabled on the participant's profile.

Why do I not see Calendar Settings?
The Calendar Settings tab appears only when calendar subscriptions are enabled for the account and you have permission to update that user.

Which events appear on the subscribed calendar?
The subscribed calendar includes Equip events where that user is registered. Events the user is not registered for do not appear.

Can users edit Equip events from Google Calendar, Apple Calendar, or Outlook?
No. Calendar subscriptions are read-only. Create and update events in Equip.

How quickly do changes appear in the external calendar?
Equip updates the calendar feed when events or registrations change, but each calendar app controls how often it checks subscription updates. Changes may not appear immediately.

What should I do if events are not syncing correctly?
Open the user's profile, select Edit Profile & Settings, choose Calendar Settings, select Regenerate link, unsubscribe from the old calendar in the external calendar app, and subscribe again with the new link.

What should I do if Google Calendar shows an empty calendar?
Remove the Equip calendar from Google Calendar and add it again from the subscription URL on a computer. Google can take several hours to check subscription links, and re-adding the calendar forces a fresh sync.

What happens when a subscription link is regenerated?
The old link stops working for that user's calendar subscription. Anyone who subscribed with the old link must subscribe again with the new link.