With the Calendar link you see your Club Planner agenda straight inside Outlook, Google Calendar or Apple Calendar, next to your own appointments. You create a personal link once; your calendar app then fetches it by itself and keeps it up to date. The link only reads: an appointment you add in Outlook does not come back to Club Planner.
Creating your link
- Go to Settings and click Planner in the left menu. The menu expands.
- Choose Calendar link.
- Click Create link. Your personal link appears on screen right away.
- Click the copy icon to the right of the link to copy it to your clipboard.
Important: anyone who has this link can read your agenda. Treat it like a password and do not share it. Something went wrong? Simply create a new link: the old one stops working at that moment.
Choosing what goes into your calendar
Under What goes into the calendar you switch each kind of item on or off. Every switch saves itself, so there is nothing extra to save.
- Classes and appointments — everything in the planner you are the trainer of.
- Lead appointments — your planned sales steps and appointments on the leads calendar. This switch only appears when the leads module is active.
- Roster — your shifts. They arrive as blocks that do not mark your calendar as busy.
- Absences — your leave and sick days, as whole-day items.
Following whole calendars
Do you want more than your own work, for instance the full group class schedule? Then tick the calendars you want to follow under Follow whole calendars. Everything on such a calendar lands in your agenda, whoever teaches the class.
Those items deliberately behave differently from your own work:
- the trainer is shown in the title, so you see at a glance whose class it is;
- they are marked free instead of busy, so a colleague's work does not block your calendar;
- private items stay hidden, exactly as they do in the planner;
- if you teach a class on such a calendar yourself, it comes in only once, in your own way.
Creating a link for a colleague
If you have the right to edit employees, the Whose agenda selector appears at the top. Pick a colleague there and everything on the page belongs to them from that moment: you create their link, choose what goes into it and copy the link for them. That way your colleague never has to log in to Club Planner to get their agenda into Outlook.
Every employee has one link of their own with their own content. If you need links for several colleagues, create them one by one through that selector.
Subscribing in your calendar app
Paste the copied link into the calendar app you use. Take care to choose the option to subscribe to a calendar from a web address, not the option to import a file. Only then does your calendar keep updating automatically.
- Outlook — outlook.office.com > Calendar > Add calendar > Subscribe from web > paste the link.
- Google Calendar — Google Calendar > Other calendars > From URL > paste the link.
- Apple Calendar — Calendar > File > New calendar subscription > paste the link.
How quickly does a change follow?
Your calendar app decides how often it fetches the link. In Outlook that is usually a few times a day, not instantly. So if you move a class in Club Planner, it does not appear in Outlook straight away but follows at the next fetch. That is how this kind of calendar subscription works and it is not something that can be set in Club Planner.
By default the link carries one month back and six months ahead. Older or more distant appointments are deliberately left out, which keeps the link fast.
Below your link the page shows when it was last fetched. If it says Not fetched yet while you are already subscribed, your calendar app has not been by yet.
Revoking a link
Has a link been shared by accident, or do you simply no longer want it? Click Revoke link. The link stops working at that moment and everyone who subscribed to it loses the agenda. With New link you create a fresh one; there too the old link stops immediately. In both cases your choice of what to publish is kept.
Good to know
- The link works in one direction. Your Club Planner agenda appears in Outlook, but what you create or change in Outlook never reaches Club Planner.
- Every employee has their own link. You need no special right for your own link; only the agenda of a colleague requires the right to edit employees.
- If you cancel a class in Club Planner, it disappears from your calendar app by itself at the next fetch.