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Sync rostered shifts to your personal calendar

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Add your upcoming roster to your external calendar application

Applying your upcoming rostered shifts to your personal calendar lets you easily view shift details on your phone or desktop. This way, you won't need to log into your Employee App to check your upcoming shift information. 

While using this feature, you will be able to see information such as:

  • Roster name - This is displayed as the event title
  • Roster location - Roster address
  • Shift details - Date, start/end time and shift duration
  • Shift notes - Notes on your shift from your manager
  • Breaks - This is in the notes section, along with a link to your Employee Profile

This feature is easy to use for any calendar supporting subscriptions. Simply grab the unique link from your Employee App and import this into your calendar system! Once you have this set up, you will likely never have to do it again!

Some common examples of calendars you can use are:

  • Google
  • Outlook
  • Apple Calendar

For information on how to check your upcoming shifts in your Employee App, please check out our View your shifts & rosters guide here. 

Add your rostered shifts to your external calendar

Adding your shifts to your personal calendar simplifies your schedule, making it easier to manage appointments, events, and work times in one organised place. If you currently add your shifts to your calendar manually, using this sync feature will save you time and lower the chance of errors since the calendar syncs automatically!

Other benefits include:

  • Share your shifts with a family member to keep them informed of your shifts.
  • Consolidating all your appointments and events together makes it easier for you to see your availability at a glance.
Warning: To ensure your shifts are as current as possible, it's important to set your calendar to the fastest refresh rate possible so your shifts update as frequently as your calendar allows. If you're unsure, you can check your shifts in your 'Upcoming Roster' section in your Employee App.


To start syncing your rostered shifts to your external calendar:

  1. On your home page, scroll down to the 'Upcoming Roster' section and select 'Add to calendar'.

    Add to calendar option.png

  2. Here you will see your WebCal link. Select 'Copy link' to copy the URL.

    Copy calendar link.png

  3. Proceed to your chosen external calendar system and follow the instructions on adding an external calendar token. Paste your link from foundU into the appropriate area. 

    Tip: Refer to the relevant help guide for your calendar system to complete your setup below:

  4. You will now see your upcoming shifts in your calendar! Below is an example of this in a Google Calendar. 

    Shifts in personal calendar.png

  5. You can also select the relevant day to see your shift details in more depth.

    Shift details in calendar.png
Note: Your upcoming roster in the Employee App should be your primary source for viewing your shifts, as it updates instantly from foundU, unlike your personal calendar, which relies on the sync frequency of your calendar system.

 

Remove rostered shifts from your external calendar

Sometimes, you might want to remove your rostered shifts from your personal calendar. Using the Reset token option will disable the existing link and create a new one if needed.

A few common reasons why you might want to remove your shifts from your personal calendar:

  • You have changed roles or no longer have flexible working hours, so you don't need to keep track of start and end times.
  • People you've shared your calendar link with no longer need to view your upcoming shifts.
  • Consider resetting your token if you're experiencing syncing issues.
Warning: If you have shared your external calendar link with any friends or family members, that link will no longer work, and they will not be able to view those shifts.


To remove your shifts from your external calendar:

  1. On your home page, scroll down to the 'Upcoming Roster' section and select 'Add to calendar'.

  2. Select 'Reset Token' then 'Confirm reset'. 

    Reset token confirmation.png
  3. You will then see a green tick to confirm that your WebCal link has been reset. 
Note: Deleting your shifts from your personal calendar will not cancel your shift. Please reach out to your manager directly if you need to make changes to your shifts. 


 

FAQs

If I am rostered on multiple rosters, will all my shifts appear?

Yes, all shifts assigned to you, regardless of the roster, will be synced to your personal calendar. The details for each roster will be clearly shown in the event on your calendar. 

Will the shifts that have been offered to me appear in my calendar?

No, only shifts you have accepted will be visible. Shifts that you have not responded to or have declined won't be shown. A shift that was requested and then assigned to you will be updated in your calendar the next time a sync is triggered.

How far in advance can I see my shifts in my calendar?

This depends on your business and how far in advance your manager arranges the roster. Your shifts will show as early as your manager has made them public from their end!

How long does it take for my shifts to sync with my personal calendar?

It depends on which external calendar system you use. Each calendar system has a different sync threshold. You will need to check your calendar's refresh rate. It is recommended to set it to the highest refresh rate so you are updated as frequently as your calendar allows.

Can I share my link with others so they can view my roster?

Yes, you can share the link with others, just keep in mind they will have access to all of your shift details! Once shared, your upcoming shifts will be synced to their calendar and yours!

What is a WebCal link?

WebCal sounds complex, but it's just a simple way to add online calendars to your calendar app, like Outlook, Google Calendar, or Apple Calendar! It lets you connect to an external calendar feed so you can see and automatically update your events without hassle. 

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