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Sync your Cirkus Schedule with other Calendars

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What is Cirkus Calendar Sync

Cirkus Calendar subscriptions allow you to sync your Cirkus Schedule to external calendars. Share your bookings and tasks, and see your availability in one place.

You can sync events for:

  • Your own Schedule (your Bookings and Tasks)
  • The Bookings and Schedule Tasks in a Workspace
  • The Bookings and Scheduled Tasks linked to a specific Project
  • The Bookings and Scheduled Tasks of another Workspace Member
Synced events contain some key information from Cirkus which can be displayed in the external calendar i.e members involved, description, and the linked Project or Tasks.
 
There are two steps to set up the sync:
1.  Get the subscription URL from Cirkus for what you would like the sync
2. Subscribe to this URL in your destination calendar

1. Copy the Subscription URL from Cirkus

Sync your own Schedule

Syncing your own Schedule will include Bookings where you are Involved, and Tasks with a start and end date where you are Assigned.

  1. Go to User Preferences > General tab.
  2. In the “My Calendar Subscription” section, click the button to copy your Authenticated URL to your clipboard. 
  3. This URL contains a private key for the your user, you should take care who you share it with.
    The key can be revoked to invalidate this URL.     Some calendars support username and password authentication, in that case you can copy the Simple URL.
  4. Go to your target calendar and follow the steps to subscribe.
Subscribe to my calendar

Sync a Project Schedule

Syncing a Project Schedule will include Bookings and Tasks with a start and end date, linked to that Project (which you have permission to see).

  1. Open the Project details and Go to the Options menu.
  2. Copy your Authenticated URL for this Project. 
  3. This URL contains a private key for the your user, you should take care who you share it with.
    The key can be revoked to invalidate this URL. 
    Some calendars support username and password authentication, in that case you can copy the Simple URL.
  4. Go to your target calendar and follow the steps to subscribe. 
project calendar subscription

Sync a Workspace Schedule

Syncing a Workspace Schedule will include Bookings and Tasks with a start and end date in that Workspace (which you have permission to see).

  1. Open the Workspace details and from the options menu.
  2. Copy your Authenticated URL for this Workspace. 
  3. This URL contains a private key for the your user, you should take care who you share it with.
    The key can be revoked to invalidate this URL. 
    Some calendars support username and password authentication, in that case you can copy the Simple URL.
  4. Go to your target calendar and follow the steps to subscribe. 
subscribe to workspace calendar

Sync a Workspace Member Schedule

Syncing a Workspace Member’s will include Bookings and Tasks with a start and end date where that user in involved (that you have permissions to see)

  1. Open the Workspace > Members tab
  2. Select the Member you want to sync, and right click to see the options menu.
  3. From the menu  Copy your Authenticated URL for this Member. 
  4. This URL contains a private key for the your user, you should take care who you share it with.
    The key can be revoked to invalidate this URL. 
    Some calendars support username and password authentication, in that case you can copy the Simple URL.
  5. Go to your target calendar and follow the steps to subscribe.
Subscribe to a Member calendar

2. Subscribe in External Calendars

Subscribe to Cirkus from Google Calendar

Once you have your URL in the clipboard from above.

  1. In Google Calendar left panel, click on the + beside Other Calendars.
  2. Select “From URL”
  3. In the dialog, paste the URL, and Add Calendar.

It will take a moment for the events to appear in the calendar.

You can update the name or colour of the calendar in the left pane, or check/uncheck to show it in the view.

Cirkus events 6 months in the past and 6 months to the future are in the scope of the sync.

After initial sync, google calendar usually performs a sync every 24 hours. This is not configurable.

 

Subscribe to Cirkus from Apple Calendar

Once you have your URL in the clipboard from above.

  1. In Apple Calendar go to File>New Calendar Subscription
  2. Paste the either the Simple or Authenticated URL copied from Cirkus above, and  click Subscribe.
    If you use the Simple URL you will be prompted for username/password.
  3. In the next screen set the options for the Subscription, including the name of the calendar, and importantly the refresh interval. Click OK

The calendar subscription will now show in the left pane and you can modify the details and Unsubscribe.

Cirkus events 6 months in the past and 6 months to the future are in the scope of the sync. 

 

Subscribe to Cirkus from Outlook

Once you have your URL in the clipboard from above.

  1. In Outlook Calendar, click Add Calendar> Subscribe from Web
  2. Paste the URL from your clipboard 
  3. Add a Calendar name and colour
  4. Click Import

The calendar subscription will now show in the left pane and you can modify the details and Remove this subscription.

Cirkus events 6 months in the past and 6 months to the future are in the scope of the sync. 

After the initial sync, updates to Outlook Calendars are synced approximately every 24 hours. This is not configurable 

 

Removing Calendar Access

Revoking your key

If you have shared your authentication URL it contains a key which allows those with the URL to access your Cirkus Calendars without username and password.

If you want to revoke access to any URLs using your key, you can revoke the access in User Preferences.

 

In this case anyone using it will need to re-subscribe to the calendar by copying the URLs again.

Removing Calendar Subscriptions

In Apple, Google and Outlook calendars you can select to Unsubscribe or Remove from the calendar in the left pane to remove it from your view.

By Michelle Griffin

March 15, 2022

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