How to use
Sync Our Schedule

What is Sync Our Schedule?

Sync Our Schedule is a calendar publishing platform. You create calendars, add events, and share a subscribe link with your community. When people subscribe, your events appear directly in their Apple Calendar, Google Calendar, or Outlook — and any changes you make sync automatically to every subscriber's device.

Creating Your Account

1. Visit syncourschedule.com and click Sign Up
2. Enter your name, email, and password — that's all that's required
3. You're in. You'll land on the Dashboard, your home base for everything

The Dashboard

The Dashboard shows all your calendars and organizations at a glance. From here you can create new calendars, jump into existing ones, and manage your organizations.

Creating a Calendar

From the Dashboard click + New Calendar. Fill in the details:

Field	Description	Required?
Name	What people will see when they subscribe	Required
Description	What this calendar is for — shown on the subscribe page	Optional
Color	Identifies the calendar visually in your dashboard and on public pages	Optional
Timezone	Default timezone for all events in this calendar	Required

Calendar Settings

Click the ⚙️ Settings button on any calendar page to update the name, description, color, or timezone at any time. Changes save immediately and reflect on the public subscribe page.

Creating an Event

Inside a calendar, click + New Event. The event form has four sections:

Section	Fields
📝 Event Details	Title (required), description, location
🕐 Date & Time	Start/end date and time, all-day toggle, timezone override
🔄 Repeat	Daily, weekly, monthly, yearly, or weekdays with optional end conditions
🔗 Trackable Link	Add a destination URL to create a short tracking link with click analytics

Repeating Events

In the Repeat section, choose how often the event recurs:

• Does not repeat - Single occurrence (default)
• Daily - Every day
• Weekly - Same day each week
• Monthly - Same date each month
• Yearly - Annual recurrence
• Every weekday (Mon-Fri) - Skip weekends

After selecting a repeat type, choose how the recurrence ends:

• Never - Continues indefinitely
• On [date] - Ends on a specific date
• After [number] occurrences - Stops after X times

Recurring events appear as individual entries in subscribers' calendars on each occurrence date.

Trackable Links

Add a destination URL (like a Zoom link or event registration page) and click Generate Short Link to create a trackable short URL. When you share the event, subscribers will see your short link, and you can track click analytics in your calendar's Analytics page.

Editing, Duplicating & Deleting Events

Each event in the list has three action buttons:

• 📋 Duplicate button - Quickly create a copy of the event with all the same details. The duplicate opens in the "Create Event" form with "(Copy)" added to the title, allowing you to make adjustments before saving. Perfect for creating similar events or using an event as a template.
• ✏️ Edit button - Modify the existing event. Changes sync to all subscribers' calendars automatically.
• 🗑️ Delete button - Permanently remove the event (asks for confirmation first).

Searching & Filtering

Use the search bar to filter events by title, the Date dropdown to show only upcoming or past events, and the Sort dropdown to control the display order.

The Subscribe Page

Every calendar has a public Subscribe page — a clean, mobile-friendly page where anyone can subscribe to your calendar in one tap. No account required on their end.

What to Share

Click 🔗 Share on your calendar page to get the subscribe link. Share it anywhere your audience will see it:

• Email newsletters and bulletins
• Your website or social media bio
• Printed programs or signage (as a QR code)
• In-person announcements with the QR code on a slide

QR Code

Click the QR Code button on your calendar page to view and download a QR code that links to your Subscribe page. Scan it with any smartphone camera — no app required — and it opens the subscribe page instantly.

Raw ICS Feed URL

For advanced users or custom integrations, the raw .ics feed URL is available on your calendar page. Paste it into any calendar app that supports ICS subscriptions:

• Apple Calendar: File → New Calendar Subscription → paste URL
• Google Calendar: Other calendars → From URL → paste URL
• Outlook: Add calendar → Subscribe from web → paste URL

Permission Levels

Role	What they can do
Editor	Create, edit, and delete events. Cannot change calendar settings or invite others.
Viewer	View the calendar and its events only. Cannot make any changes.

Inviting a Collaborator

1. Open the calendar you want to share
2. Click + Invite in the Collaborators panel on the right
3. Enter their email address and choose Editor or Viewer
4. Click Send Invitation — they'll receive an email with a link to accept

Pending Invitations

Invitations you've sent but that haven't been accepted yet appear in the Pending Invites section below the active collaborator list. Each pending invite shows the invited email, their permission level, and when the invitation expires.

Managing Collaborators

Each collaborator (both active and pending) has a three-dot menu (⋮) in the top-right corner of their card. Click it to see available actions:

• For active collaborators: Remove (immediately revokes their access)
• For pending invites: Cancel Invite (deletes the invitation before it's accepted)

An Organization is a group that owns multiple calendars together. Instead of managing every calendar individually, you create an organization and all its members can access every calendar inside it. Perfect for churches, schools, sports clubs, or any group that publishes multiple calendars.

Creating an Organization

1. From the Dashboard, click + New Organization
2. Enter a name and optional description
3. Choose a brand color — used on your organization's public share page
4. Click Create Organization

Member Roles

Role	Permissions
Owner	Full control — manage calendars, invite/remove members, edit organization settings, delete the organization
Member	View all organization calendars and events — cannot change settings or manage members

Inviting Members

1. Open your organization page
2. In the Members section, click the + Invite button
3. Enter their email address and select Member or Admin role
4. Optionally add a personal message
5. Click Send Invitation — they'll receive an email with a link to accept

Managing Members

Each member (both active and pending) has a three-dot menu (⋮) in the top-right corner of their card. Click it to:

• For active members: Remove them from the organization (revokes access to all organization calendars)
• For pending invites: Cancel the invitation before it's accepted

Organization Share Page

Every organization has a public Share page that shows all your calendars in one place. Click the 📅 Share button at the top of the organization page to get the link. This is the best link to share with your community — they can browse all your calendars and subscribe to whichever ones they want.

Access Analytics from the 📊 Analytics button on any calendar page. Use the time period selector to filter by 7 days, 30 days, 90 days, or all time.

Understanding Each Metric

Metric	What it means
Total Views	Times someone visited the subscribe page and clicked a platform button
Apple / Google / Outlook	Clicks on each specific platform's subscribe button
Unique Visitors	Distinct visitors to the subscribe page
Active Subscribers	Users who have accessed the calendar 3+ times in the last 30 days (filters out casual viewers)

About Active Subscribers

Active Subscribers counts users who have accessed your calendar 3 or more times in the last 30 days. This filters out casual viewers and one-time visitors, giving you a more accurate count of people who are actually subscribed and regularly checking your calendar.

When someone subscribes to your calendar, their calendar app (Apple Calendar, Google Calendar, Outlook, etc.) automatically fetches the calendar feed in the background to check for updates. Subscribers who regularly sync will naturally reach 3+ accesses within a few days.

Event Short URL Analytics

The Event Short URL Analytics table shows events with trackable destination links, ranked by click count. For each event with a short URL, you can see:

• Event name and date
• Short URL - Your branded tracking link
• Destination - Where the link redirects to
• Total Clicks - Number of times the short URL was clicked
• Details - View click analytics including unique clicks and last click timestamp

Use the search bar to filter events by name. This helps you understand which event links drive the most engagement.

Events aren't showing up for subscribers

• Calendar apps sync on their own schedule — changes can take a few minutes to a few hours to appear
• Our system: Your ICS feed updates within seconds after creating/editing/deleting an event
• Apple Calendar: Syncs automatically every 1-2 hours, or manually refresh by right-clicking the calendar
• Google Calendar: Syncs every 12-24 hours automatically; cannot be manually refreshed for subscribed calendars
• iPhone: Pull down on the calendar view to refresh, or go to Settings → Calendar → Accounts → your subscription → toggle off/on

Active Subscribers shows 0

• This is normal for a new calendar — the count only updates after a subscribed device's app polls the feed in the background (not when they click subscribe)
• If you have known subscribers, their app may not have synced yet, or they may be on a shared network IP

Invitation email wasn't received

• Ask the recipient to check their spam or junk folder
• Invitations expire after 7 days — cancel the old one and send a fresh invite if needed
• Double-check the email address in the Pending Invites list

I can't edit a calendar

• You may be a Viewer collaborator rather than an Editor — contact the calendar owner to upgrade your permissions
• Organization Members can view calendars but cannot edit events unless specifically added as an Editor collaborator on that calendar