The Calendar Feed feature can be used to export a live feed of either Approved Time Off Entries or Company Holidays to the calendar software of their choice.
These options are only available to those with Administrator-level access to ClickTime.
Once exported, a Calendar Feed will refresh itself to always contain the most up-to-date information regarding the Leave Type you've imported.
The following guide will cover the contents of the feed, how to access it, and how to add it the calendar software of your choice.
The feed contains an up-to-date calendar of all your Company Holidays/Approved Time Off Entries, starting 30 days before the date of export.
Each "Approved Time Off" entry will be displayed as a solid block of time, showing the name of the person and the number of hours that they will be out of the office.
Each "Company Holiday" entry will indicate that it is a "Company Holiday", including the name of the Leave Type, notes, and hours the office is closed.
Both feeds work the same but are generated from slightly different sections of ClickTime. Read on to learn how to access the Calendar Feed for the Leave Type of your choice.
To generate the Calendar Feed for "Approval Required" Leave Types, go to the Company --> Time Off page and stay in the "Time Off Requests" section. Click the "Actions" box and and choose the "Calendar Feed" option:
You'll then see a pop-up with the modal containing a URL to your Calendar Feed. To copy the link, press the green “Copy Link” button. This will automatically copy the link to your clipboard.
To generate the Calendar Feed for "Company Holiday" Leave Types, go to the Company --> Time Off page and switch from “Time Off Requests” to “Company Holidays.” Click the "Actions" box and choose the "Calendar Feed" option:
You will then be prompted with a modal containing a URL to your Calendar Feed. To copy the link, press the green “Copy Link” button. This will automatically copy the link to your clipboard.
After you have copied the appropriate link, you will then want to add it to your calendar so the entries are available.
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:
(Google Calendar can take up to 48 hours to refresh. This is a limitation of the Google Calendar, so if you do not see the new Calendar immediately, please try again later).
Please also note that Google Calendar may not allow you to add more than one version of the same Calendar. If you are having difficulty creating more than one calendar with Time Off entries, please create one calendar, then refresh the link to get a new URL, and use the 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.
As most Calendar Software have similar components, these feeds may also work in the calendar software of your choice. You should be able to simply paste the link you've generated following the instructions above into your calendar application.
Pressing the “Regenerate Link” button will offer a new URL to copy, and cause any calendar program using the previous URL to no longer update.
After this, simply paste the link into your calendar software just like before, and you will have a new feed that only you have access to.
NOTE: Regenerating a link will not take previous time off entries off of the calendars of those who had access to it. However, it will no longer update those calendars.