Use the Calendar Feed

The Calendar Feed feature allows Administrators to export a live feed of approved time off entries or Company Holidays into their preferred calendar software (Google Calendar, Outlook, Apple Calendar, etc.). This creates a convenient, always up-to-date view of who is out of the office and when company-wide holidays occur.

Once added to your calendar, the feed will automatically update to reflect the most current information for the Leave Types you’ve included.

Note: The Calendar Feed is a read-only calendar. You cannot add, edit, or delete ClickTime events from within your calendar software.

Access Requirements: Calendar Feeds are only available to users with Administrator-level access in ClickTime.

You can jump directly to a section of this guide:
Contents of the Calendar Feed
Accessing the Calendar Feed
Adding the Calendar Feed to your Calendar
Discontinuing a Feed
Closing Summary

Contents of the Calendar Feed

The feed includes all approved time off and company holidays, starting 30 days prior to the export date:

• Approved Time Off Entries – Displayed as solid blocks of time, showing the employee’s name and number of hours they will be absent.
• Company Holidays – Clearly marked as “Company Holiday,” including the holiday name, notes, and hours the office will be closed.

Accessing the Calendar Feed

Both feeds function similarly but are generated from different areas of ClickTime.

Approved Time Off Entries

1. Go to Company > Time Off.
2. Stay in the Time Off Requests section.
3. Open the Actions menu and select Calendar Feed.
   
4. Copy the generated feed URL using the green Copy Link button.
   

Company Holidays

1. Go to Company > Time Off.
2. Switch to the Company Holidays section.
3. Open the Actions menu and select Calendar Feed.
   

4. Copy the generated feed URL using the green Copy Link button.

   

Adding the Calendar Feed to Your Calendar

Google Calendar
Microsoft Outlook
Apple Calendar
Other Calendar Software

After copying the feed URL, add it to your preferred calendar application. Instructions vary by platform:

Google Calendar

1. In Google Calendar, click the + next to Other calendars and select From URL.
     
2. Paste the feed URL from ClickTime.
3. Click Add Calendar.
   
4. Optionally, edit the name or color in Settings.
   

5. Once saved, the feed will display directly in Google Calendar, showing approved time off and/or Company Holiday entries.

   
   
   

   Please Note:

• Due to how Google Calendar refreshes feeds, it can take 48–72 hours for new events to appear. If you don’t see entries right away, check again later.
• Google Calendar may not permit you to add more than one version of the same Calendar. If you encounter difficulties creating multiple calendars with Time Off entries, create one calendar first, refresh the link to obtain a new URL, and then use that URL to create the second calendar.

Microsoft Outlook

1. In Outlook, go to Open Calendar > From Internet.
   
2. Paste the feed URL and click OK.
   
3. Confirm to subscribe to updates.
   
4. The calendar will appear under Other Calendars. To rename or customize it, right-click and choose the relevant option.
   
5. Once added, the feed will display directly in your Outlook calendar, showing approved time off and/or Company Holiday entries.
   

Apple Calendar

1. In Apple Calendar, go to File > New Calendar Subscription.
   
2. Paste the feed URL and click Subscribe.
   
3. Adjust refresh settings (we recommend setting to Every day).
   

Other Calendar Software

Most calendar applications support calendar subscription via URL. Simply paste the feed link into your application’s calendar subscription field.

Discontinuing a Feed

If you need to stop sharing a feed:

• Click Regenerate Link in ClickTime. This creates a new feed URL and prevents updates to anyone using the old link.
  

Important: Regenerating a link will not remove past entries from calendars that used the old feed. Those calendars will simply stop updating.

Closing Summary

• Calendar Feeds give admins a live, read-only feed of Approved Time Off and Company Holidays.
• Available only to Administrators.
• Easy to add to Google, Outlook, Apple, or other calendars.
• Automatically stays up-to-date, but Google may take 48–72 hours to refresh.
• Use Regenerate Link to discontinue or reset a feed.