The Calendar Feed feature allows the export of a live feed of either Approved Time Off Entries or Company Holidays to your preferred calendar software.
This feature is exclusively available to those with Administrator-level access to ClickTime.
Upon export, the Calendar Feed automatically updates to include the most current information related to the Leave Type you've imported.
This guide will explain the content of the feed, how to access it, and how to add it to your chosen calendar software.
Contents of Calendar Feed
Accessing the Calendar Feed
Adding a Calendar Feed to Your Calendar
The feed provides a current calendar of all your company holidays and approved time off entries, beginning 30 days prior to the export date.
Each "Approved Time Off" entry is presented as a solid block of time, displaying the individual's name and the number of hours they will be absent.
Each "Company Holiday" entry specifies it as a "Company Holiday", including the name of the leave type, notes, and the hours the office will be closed.
Both feeds function similarly but are generated from slightly different sections within ClickTime. Continue reading to learn how to access the Calendar Feed for your chosen Leave Type.
Approved Time Off Entries
Company Holidays
To generate the Calendar Feed for "Approval Required" Leave Types, navigate to the Company --> Time Off page. Remain in the "Time Off Requests" section. Then, click on the "Actions" box and select the "Calendar Feed" option.
A pop-up will appear, displaying a URL to your Calendar Feed. To copy this link, click the green "Copy Link" button. The link will be automatically copied to your clipboard.
To generate the Calendar Feed for "Company Holiday" Leave Types, navigate to Company --> Time Off. Switch from "Time Off Requests" to "Company Holidays". Then, click the "Actions" box and select the "Calendar Feed" option.
A pop-up will appear, displaying a URL to your Calendar Feed. To copy this link, click the green "Copy Link" button. The link will be automatically copied to your clipboard.
Adding a Calendar Feed to Your Calendar
After copying the appropriate link, add it to your calendar to make the entries visible. Below, you'll find guides on how to add the Calendar Feed to commonly used calendar software.
Google Calendar
Microsoft Outlook
Apple Calendar
Other Calendar Software
Please note: The Calendar Feed will create a read-only calendar in your calendar software. You will not be able to add, edit, or delete calendar entries for the ClickTime Time Off Calendars.
To add the Calendar Feed to Google calendar, first click the "+" icon next to "Add a coworker's calendar":
Then choose "From URL":
Paste your link from ClickTime into the field, decide if you want to make it publicly accessible, and then click "Add Calendar":
The Calendar is now available. You can change the color it displays in, or the name it displays with by clicking "Settings":
From the "Settings" page, you can change the name:
You can then see the name and the time entries created by the Calendar in Google Calendar:
Please note that Google Calendar can take up to 48 hours to refresh. This is a Google Calendar limitation, so if you don't see the new Calendar right away, please try again later.
Also, 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. Then, refresh the link to obtain a new URL, and use this new URL to create the second calendar.
To add the Calendar Feed to your Outlook calendar, go to "Open Calendar" and then choose "From Internet":
Paste the feed into the box and then click "OK":
Confirm you want to add the Calendar to Outlook and subscribe to updates:
To change the name/display of the Calendar, right-click and choose the appropriate option:
The Calendar will now be visible as part of your "Other Calendars"
After copying your link, go to Apple Calendar. Click File, then select "New Calendar Subscription."
Paste the Calendar Feed URL from ClickTime, then select "Subscribe."
You may adjust the auto-refresh interval in “Calendar Settings.” To have the most up to date Time Off calendar, we recommend you select “Every day” for this option.
Most calendar software have similar components, so these feeds might also work in your preferred calendar application. You should be able to paste the link generated from the instructions above directly into your calendar application.
Clicking the "Regenerate Link" button will generate a new URL to copy. This action will prevent any calendar program using the previous URL from updating.
After this step, paste the link into your calendar software as before. This creates a new feed that is accessible only to you.
NOTE: Regenerating a link will not remove previous time-off entries from the calendars of those who had access to the original link. However, the regenerated link will no longer update these calendars.
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