Calendar Export (ICS)
Schedule Management•5 min read•Updated January 2025
Sync your Toolfy job schedule with Google Calendar, Outlook, Apple Calendar, or any calendar app. Export individual technician schedules or your complete job calendar. Stay synchronized across all devices automatically.
Calendar Integration Benefits
- ✅ Universal access: View jobs on any device or calendar app
- ✅ Real-time sync: Changes update automatically
- ✅ Team coordination: Share schedules with family/admin staff
- ✅ Conflict prevention: See personal and work appointments together
- ✅ Mobile alerts: Get native calendar notifications
- ✅ Offline access: Calendar works without internet
Export Options
Complete Schedule Export
- • All jobs for your business
- • All team members included
- • Color-coded by technician
- • Perfect for business owners
- • Shows customer names and addresses
Individual Technician Export
- • Single technician's jobs only
- • Personal schedule view
- • Mobile-friendly format
- • Perfect for field staff
- • Includes job details and notes
Quick Export Process
- Go to Schedule section
- Click Export Calendar button
- Choose export type:
- • Complete schedule
- • Specific technician
- • Date range
- Click Generate ICS File
- Copy the subscription URL
- Add to your preferred calendar app
Google Calendar Setup
Adding Toolfy Calendar
- Open Google Calendar
- Click + next to "Other calendars"
- Select From URL
- Paste your Toolfy ICS URL
- Click Add Calendar
- Jobs appear in your Google Calendar
- Syncs automatically every few hours
Mobile Access
- Calendar syncs to Gmail app automatically
- Google Calendar app shows all jobs
- Get push notifications for upcoming jobs
- Works offline once synced
- Tap job to see customer details
Tip: Create separate Google Calendars for different technicians. This lets you view individual schedules or the complete team overview.
Outlook Calendar Setup
Outlook Desktop
- Open Outlook
- Go to File → Account Settings → Internet Calendars
- Click New
- Paste Toolfy ICS URL
- Click Add
- Name calendar "Toolfy Jobs"
- Choose update frequency
- Click OK
Outlook Online
- Open Outlook.com
- Go to Calendar
- Click Add calendar → Subscribe from web
- Paste ICS URL
- Name calendar
- Choose color
- Click Import
Apple Calendar Setup
Mac Calendar
- Open Calendar app
- Go to File → New Calendar Subscription
- Paste Toolfy ICS URL
- Click Subscribe
- Name calendar "Toolfy Schedule"
- Choose color and refresh frequency
- Click OK
iPhone/iPad Setup
- Go to Settings → Calendar → Accounts
- Tap Add Account → Other
- Tap Add Subscribed Calendar
- Paste ICS URL
- Tap Next
- Name calendar and tap Save
- Jobs appear in Calendar app
What Gets Exported
Job Information Included
- 📅 Date and time: When job is scheduled
- 👤 Customer name: Who the job is for
- 🏠 Address: Where technician needs to go
- 📋 Job description: Type of work
- 👷 Assigned technician: Who's doing the work
- ⏱️ Duration: How long job should take
- 📝 Notes: Important details or instructions
What's NOT Included
- ❌ Pricing information: Keeps financial data private
- ❌ Payment status: No billing details
- ❌ Internal notes: Staff-only information
- ❌ Customer phone/email: Contact privacy protected
Sync Frequency & Updates
Calendar apps check for updates at different intervals:
- Google Calendar: Every 8-24 hours
- Outlook: Every 3-24 hours (configurable)
- Apple Calendar: Every 15 minutes to 1 week (configurable)
- Manual refresh: Force update by refreshing calendar
Note: Changes in Toolfy may take up to 24 hours to appear in external calendars. For immediate updates, always check the Toolfy app directly.
Team Calendar Sharing
Share schedules with family, admin staff, or business partners:
Individual Technician Calendars
- Export calendar for specific technician
- Share ICS URL with technician's family
- They can add to their personal calendars
- Helps coordinate personal and work schedules
- Spouse knows when technician is working
Business Overview Calendar
- Export complete business calendar
- Share with office manager or admin
- Add to reception desk calendar
- Coordinate customer calls and scheduling
- Business partners can see availability
Filtering & Customization
Create targeted calendar exports:
- By technician: Individual team member schedules
- By job type: Only emergencies or maintenance
- By date range: This week, month, or custom period
- By status: Confirmed jobs only, exclude tentative
- By location: Specific service areas
Security & Privacy
ICS URL Security
- 🔒 Unique URLs: Each export has unique secure link
- 🔄 Revocable: URLs can be regenerated if compromised
- ⏰ Time-limited: URLs expire after period of inactivity
- 🚫 Read-only: External calendars cannot modify Toolfy data
- 👥 Access control: Only authorized team members get URLs
Important: Don't share ICS URLs publicly or with unauthorized people. Anyone with the URL can view your job schedule and customer names.
Troubleshooting Calendar Issues
Calendar Not Updating
- Wait 24 hours for automatic sync
- Force refresh in calendar app
- Check ICS URL is still valid
- Re-add calendar subscription
- Verify internet connection
Jobs Missing from Calendar
- Check job is confirmed in Toolfy
- Verify date range of export
- Ensure technician filter is correct
- Look in correct calendar app section
- Check if job was recently added
Calendar Shows Wrong Information
- Refresh calendar manually
- Check last sync time in calendar app
- Verify information is correct in Toolfy
- Re-export calendar if needed
- Clear calendar cache and re-sync
Can't Add ICS URL to Calendar
- Check URL was copied completely
- Try adding via different method
- Verify calendar app supports ICS subscriptions
- Check internet connectivity
- Contact support if URL seems invalid
Pro Tip: Set up calendar exports for both your complete schedule and individual technicians. Use the complete view for business planning and individual views for technician personal calendars.
Related Articles
Still need help?