Calendar Integration

You can show your visits in an external calendar program such as Google Calendar, Outlook or Apple Calendar. HWIT gives you an .ics calendar link that the calendar program subscribes to, and it keeps the calendar up to date from then on.

There are two kinds of link:

• Company calendar — every visit in the company, for whoever manages the whole schedule.
• My calendar — a personal link for each employee, showing only the visits assigned to them.

Both show the last 30 days and everything upcoming, including completed visits. Visits held back by an In Residence entry are left out, and they come back if the entry is shortened or deleted.

Your own calendar (each employee)

Every employee can get their own link, whatever their role.

On the web app: open the profile menu (the circle with your initials, top right), choose Your profile, and scroll to My calendar. Click Get my calendar link. The link is then shown, with Copy link to copy it to your clipboard.

On the mobile app: open the side menu and tap My Calendar, then Get my calendar link. On an iPhone you can tap Add to iPhone Calendar to subscribe in one step.

The link is for the company you are working in right now. If you work for more than one company, switch company and get a separate link for each.

Reset link replaces your link with a new one, and the old link stops working. Use it if the link was shared with someone who should not have it, then subscribe again with the new link.

When a user is removed from the company, their link stops working automatically.

The company calendar

Go to Settings, select the Integrations tab, and on the Calendar Link row click Manage calendar link. The first time, click Get calendar link to create it; the link is then displayed and you can click Copy to copy it to your clipboard.

Adding the link to your calendar

• Google Calendar: on a computer, open calendar.google.com, click + next to Other calendars, choose From URL, paste the link and click Add calendar. The Google Calendar phone app cannot add a link itself, but once added on the computer the calendar appears on your phone too.
• iPhone: tap Add to iPhone Calendar in the mobile app. Mac: in Calendar choose File → New Calendar Subscription and paste the link.
• Outlook: choose Add calendar → Subscribe from web, and paste the link.

How quickly do changes show? The calendar program decides when to check for changes. Google Calendar usually refreshes subscribed calendars every few hours (it can take up to a day), so a new visit, a reassignment or an In Residence change is not instant. HWIT itself is always current.

Prefer to see the schedule inside HWIT? The Scheduling page has its own Calendar tab — see The Scheduling Calendar.