One secret link adds the bookings of your business to Google Calendar, Outlook or Apple Calendar. The calendar app picks up new and changed bookings by itself, so you see your work schedule next to your personal events. The calendar there is read-only: bookings are still made and changed in ReceptionWorks.
Where to find it
Open “Modules” in the top menu, connect the “Integrations” module (it is off by default) and click “Open integrations” on its card. On the “Connections” tab click “Set up calendars”, or open the “Calendars” tab. Only the Owner and the Administrator can create and change the link.
How to add bookings to your calendar
- On the “Calendars” tab click “Create link”.
- Click “Copy link”. If copying fails, select the link and copy it by hand.
- Add the link to your calendar app as a calendar subscription:
- Google Calendar: on a computer open “Other calendars”, choose “From URL”, paste the link and click “Add calendar”.
- Outlook: open “Add calendar”, choose “Subscribe from web”, paste the link and give it a name.
- Apple Calendar: on a Mac choose File → “New Calendar Subscription”; on an iPhone open Settings → Calendar → Accounts → Add Account → Other → “Add Subscribed Calendar”.
You can add the same link to several calendars and devices. The “Calendars” tab shows it every time you open it, together with when it was created and when a calendar last fetched it.
What gets into the calendar
- Confirmed bookings from 60 days ago to 400 days ahead, up to 2000 events. Past bookings stay when the visit took place or the customer did not come.
- Bookings awaiting confirmation and cancelled bookings are not included. A cancelled booking disappears from the calendar at its next refresh.
- The event title holds the service and the customer’s name. The details list the specialist and the visit address or the location. The customer’s phone and email are added only while the “Customers” module is on.
- The labels in the details use the interface language of the person who created the link.
Calendar apps refresh subscriptions on their own schedule: Google may take several hours, Outlook and Apple usually less. A new booking can therefore appear in your calendar later than in ReceptionWorks.
Keep the link secret
Anyone who has the link sees the bookings and the contacts of your customers. Do not post it or send it outside the team. When you add the link to Google, Microsoft or Apple, that company receives this data: your business makes this choice as the controller of its customers’ data.
- If the link may have leaked, click “Reissue link” and confirm with “Reissue link”. The old link stops working at once, and every calendar that uses it loses the bookings: add the new link to them again.
- To stop sharing bookings, click “Revoke link” and confirm with “Revoke link”. Calendars stop receiving bookings at once. You can create a new link later.
The link is also revoked automatically when the person who created it is removed from the team or the business is archived. While the “Integrations” module is off, calendars cannot fetch the link; it works again once the module is back on.