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Calendar Sync (WebCal)

Synchronize your AppSalon calendar with external calendar applications using WebCal links.

Overview​

Calendar Sync allows you to generate WebCal subscription links that enable you to view your AppSalon appointments in external calendar applications such as Apple Calendar, Google Calendar, Outlook, and other calendar apps that support the iCalendar (ICS) format.

Where to go: Settings → Appointments → Calendar Sync

What is WebCal?​

WebCal is a protocol that allows calendar applications to subscribe to remote calendar feeds. When you subscribe to a WebCal link, your calendar app will periodically check for updates and automatically sync new appointments, changes, and cancellations.

Benefits:

  • View all your AppSalon appointments in your favorite calendar app
  • Automatic synchronization - no manual updates needed
  • Works with most popular calendar applications
  • Read-only access - appointments can only be modified in AppSalon

All Employees​

Generate a single WebCal link that includes appointments for all employees in your organization.

Steps:

  1. Navigate to Settings → Appointments → Calendar Sync
  2. In the "All employees" section, click the Generate button
  3. A WebCal URL will be generated and displayed in the input field
  4. Use the Copy button to copy the URL to your clipboard
  5. Subscribe to the URL in your calendar application

Use case: Perfect if you want to see all appointments across all employees in one calendar view.

Per Employee​

Generate individual WebCal links for each employee, allowing you to subscribe to specific employee calendars separately.

Steps:

  1. Navigate to Settings → Appointments → Calendar Sync
  2. Scroll to the "Per employee" section
  3. Find the employee you want to sync
  4. Click the Generate button next to their name
  5. Copy the generated URL using the Copy button
  6. Subscribe to the URL in your calendar application

Use case: Ideal if you want to separate calendars by employee or only track specific employees' schedules.

Copying URLs​

After generating a WebCal link, you can copy it to your clipboard:

  • Click the Copy button (clipboard icon) next to the URL
  • A success message will confirm the URL has been copied
  • The button will briefly show a checkmark to indicate success

Regenerating Tokens​

If you need to regenerate a WebCal token (for security reasons or if the link stops working):

  • Click the Regenerate button (circular arrow icon)
  • A new URL will be generated
  • You'll need to update the subscription in your calendar app with the new URL

Revoking Access​

To revoke access to a WebCal calendar:

  • Click the Revoke button (X icon) next to the URL
  • Confirm the action when prompted
  • The token will be deleted and the calendar will no longer sync

Note: After revoking, you'll need to generate a new token if you want to re-enable calendar sync.

Subscribing in Calendar Applications​

Apple Calendar (macOS/iOS)​

  1. Open Apple Calendar
  2. Go to File → New Calendar Subscription (macOS) or tap the Calendars button and Add Calendar (iOS)
  3. Paste your WebCal URL
  4. Configure subscription settings:
    • Name: Give it a descriptive name (e.g., "AppSalon Appointments")
    • Auto-refresh: Choose how often to check for updates (recommended: Every 15 minutes)
    • Remove alarms: Optional
  5. Click Subscribe

Google Calendar​

  1. Open Google Calendar in your web browser
  2. Click the + button next to "Other calendars"
  3. Select From URL
  4. Paste your WebCal URL
  5. Click Add calendar
  6. The calendar will appear in your calendar list

Note: Google Calendar may take a few minutes to sync initially.

Microsoft Outlook​

  1. Open Outlook
  2. Go to File → Account Settings → Account Settings
  3. Select the Internet Calendars tab
  4. Click New
  5. Paste your WebCal URL
  6. Click Add
  7. Configure the calendar name and update frequency
  8. Click OK

Other Calendar Apps​

Most calendar applications that support iCalendar subscriptions will work with WebCal links. The process is typically:

  1. Find the "Add Calendar" or "Subscribe to Calendar" option
  2. Select "From URL" or "WebCal"
  3. Paste your WebCal URL
  4. Configure subscription settings
  5. Save/Subscribe

Important Notes​

Read-Only Access​

⚠️ WebCal links are read-only subscriptions. This means:

  • You can view appointments in your external calendar app
  • You cannot create, edit, or delete appointments from the external calendar
  • All changes must be made in AppSalon

Security​

  • Each WebCal link contains a unique token that provides access to your calendar data
  • Keep your WebCal URLs private - anyone with the URL can view your appointments
  • If you suspect a URL has been compromised, revoke it and generate a new one
  • Tokens are location-specific and organization-specific

Data Included​

The calendar feed includes:

  • Appointment date and time
  • Customer information
  • Employee information
  • Product/service details
  • Location information
  • Appointment notes and attributes

Update Frequency​

  • Calendar apps typically check for updates every 15 minutes to 1 hour
  • Updates are automatic - no manual refresh needed
  • Changes made in AppSalon will appear in your calendar app after the next sync

Limitations​

  • Past appointments: Included (last 30 days)
  • Future appointments: Included (next 365 days)
  • Historical data beyond 30 days is not included
  • Very old or very far future appointments may not appear

Troubleshooting​

Calendar Not Syncing​

Issue: Appointments aren't appearing in your calendar app

Solutions:

  1. Verify the WebCal URL is correct (copy it again from AppSalon)
  2. Check your calendar app's sync settings and refresh interval
  3. Try removing and re-adding the calendar subscription
  4. Regenerate the token and update the subscription URL
  5. Ensure your calendar app supports WebCal/iCalendar subscriptions

Issue: The calendar subscription stops working

Solutions:

  1. Check if the token was revoked in AppSalon
  2. Regenerate the token and update the subscription URL in your calendar app
  3. Verify your internet connection
  4. Check if your calendar app is configured to sync

Missing Appointments​

Issue: Some appointments don't appear in the external calendar

Possible reasons:

  • Appointments outside the 30-day past / 365-day future window
  • Calendar app hasn't synced yet (wait a few minutes)
  • Appointments without a start time
  • Filter settings in your calendar app

Best Practices​

  1. Use Per-Employee Links if you want to organize calendars by employee
  2. Use All Employees Link if you want a unified view of all appointments
  3. Set Appropriate Refresh Intervals - 15-30 minutes is usually sufficient
  4. Keep URLs Secure - Don't share WebCal URLs publicly
  5. Regularly Review Active Subscriptions - Revoke unused tokens
  6. Test After Changes - If you regenerate a token, verify the subscription still works