TasksCalendarOperations
Task Calendar Link: Google Calendar, Outlook & Apple
Every team member (cleaners, service staff, external cleaning companies) can get a private calendar link with the tasks assigned to them. Add it once to Google Calendar, Outlook, Apple Calendar or your own scheduling system, and new, moved and cancelled tasks show up there on their own. No more checking the panel.
1. Create your link
- Open My Schedule in the panel (the page with your tasks).
- Click Calendar link next to the page title.
- Optionally give the link a name, e.g. My phone or Cleaning company schedule, so you can tell your links apart later.
- Click Create link. Your private link appears in the Your link is ready box.
The link is shown only once, right after you create it. We store only a fingerprint of it, so nobody (not even us) can show it again. If you lose it, turn it off and create a new one.
In the Polish interface the button is called Link do kalendarza and the window Twój kalendarz zadań.
2. Add it to Google Calendar
Fastest: right after creating the link, click Add to Google Calendar (Dodaj do Kalendarza Google) and confirm Add in Google. Done.
Manually (e.g. if you copied the link earlier):
- Click Copy next to the link.
- Open calendar.google.com on a computer.
- In the left sidebar, next to Other calendars, click + and choose From URL.
- Paste the link and click Add calendar.
- Your tasks appear as a new calendar in the left sidebar. You can rename it and pick a color there.
Use a computer for this step. The Google Calendar phone app can't add a calendar by URL, but once added on the web the calendar appears on your phone too. If it doesn't, open the app's settings, tap the new calendar and switch on Sync.
Other calendars
| Calendar | How to add |
|---|---|
| Apple Calendar (Mac) | Click Other calendar app right after creating the link, or in Calendar choose File → New Calendar Subscription, paste the link and set Auto-refresh (e.g. every 15 minutes). |
| iPhone / iPad | Tap Other calendar app on the phone, or go to Settings → Calendar → Accounts → Add Account → Other → Add Subscribed Calendar and paste the link. |
| Outlook (web / Microsoft 365) | Add calendar → Subscribe from web, paste the link, give it a name and click Import. |
| Outlook (desktop) | Click Other calendar app, or Add Calendar → From Internet and paste the link. |
| Android (no Google account) | Use any app that supports iCal subscriptions (e.g. ICSx⁵) and add the link there. |
What you'll see
- Only tasks assigned to you: the same ones you see in My Schedule. No reservations, guest details or conversations.
- From 30 days back to 120 days ahead.
- Each task shows its type and property address as the title, the address as location, and the task notes plus a link to open it in the panel as the description.
- Tasks with a time are 1-hour events at that time. Tasks without a time are all-day events.
- Completed tasks stay, marked with ✓ in the title (e.g. ✓ Cleaning · Kraków, Lubicz 17b / 17).
- Cancelled tasks disappear. Rescheduled tasks move. Nothing is ever duplicated.
How fast does it update?
The calendar refreshes itself, but how often is decided by the calendar app, not by us:
- Google Calendar: every few hours, sometimes up to a day. It can't be forced.
- Outlook: roughly every few hours.
- Apple Calendar: you choose (e.g. every 15 minutes) in the calendar's settings.
- Your own system: whenever it downloads the link. Every 15–60 minutes is plenty.
For same-day changes, keep the task e-mails on: you still get an e-mail when a task is assigned, rescheduled or cancelled. The calendar is for planning; the e-mail is the fast alert.
For cleaning companies: connect your own system
The link is a standard iCalendar (.ics, RFC 5545) feed, so any scheduling system that imports calendars by URL works. A few details for whoever sets up the integration:
- Fetch it with a plain HTTP
GET. The secret in the link is the only credential; no login or API key is needed. - Every task has a stable
UID, so update existing entries by UID instead of creating new ones. - Cancelled tasks come as
STATUS:CANCELLED. Completed ones keepSTATUS:CONFIRMEDwith a ✓ in theSUMMARY. - Times are local time (no time zone), as shown in the panel.
Ask the workspace admin to create a user with the Service role for your company. Log in as that user and create the link from My Schedule. Your tasks then appear in the feed as soon as they're assigned to that account.
Keeping it safe
- Anyone who has the link can see your tasks (addresses, times and notes). Treat it like a password: don't post it in group chats or share it publicly.
- You can have several links (e.g. My phone and Cleaning company). Give each a name so you know which one to turn off.
- Turn off stops a link immediately in every calendar that uses it. The others keep working.
- When an account is deactivated, all its links stop working automatically.
- The Synced … label next to each link shows when a calendar last downloaded it, so you can see whether it's being used.
Troubleshooting
- Google says "Could not fetch the URL" / the calendar stays empty: check the whole link was copied (it ends in
.ics) and that it wasn't turned off. If in doubt, create a new link. - A new task isn't there yet: Google may take a few hours to refresh (see above). The task is already in My Schedule.
- Link shows "Waiting for first sync": no calendar has downloaded it yet. Make sure it was added as a subscription / from URL, not imported as a file.
- I imported the .ics file and it never updates: an imported file is a one-time copy. Remove it and add the link by URL instead.