Sync To-Do List On External Calendar

You can show your Workzone To-Do List on an external calendar (Outlook, Google, etc.), by setting up a calendar subscription to Workzone from your external calendar software. This allows you to see your personal calendar and Workzone To-Do list in a merged calendar view.

Once you have the calendar link established, your external calendar should automatically pull items from your Workzone To-Do List. Items are shown for the previous 7 days and upcoming 30 days. [This range cannot be changed.]

Tasks show up in the external calendar as all-day events, regardless of their duration in Workzone. Calendar events on your To-Do List (items that you created) will show their specific time periods during the day.

Calendars vary in how often they refresh calendar data; some take just a few minutes; others (like Google Calendar) can take up to 24 hours to update. Many external calendars allow you to change the frequency with which they update (Google does not).

Note: The calendar subscription only transfers information in one direction, pulling information from Workzone to the external calendar. It does not transfer information from the external calendar back into Workzone. This means that any modifications made to the external calendar will not be reflected in Workzone.

Setup Instructions

Each Workzone user has a custom calendar subscription URL (webcal link), accessed from the “My Settings” link on the Profile menu at the top right of the page. This link must be added to the external calendar as a subscription. For certain external calendars (Outlook 2007/2010, Mac calendar), you simply click the link provided in Workzone, and your outside calendar will automatically open, giving you instructions for adding the Workzone calendar link as a new calendar subscription.

For other calendars, you’ll need to copy the link from Workzone (right click on the link to copy it) into the appropriate place within the external calendar (instructions below).

Note: you will need to renew your calendar subscription every 3 months. Calendar subscriptions, once enabled, request data from the server every 5-30 minutes. Workzone asks you to confirm that you’re still actively using your calendar subscription periodically. Once every 3 months, you’ll get a notice on your external calendar to renew your subscription. Click the link (or your calendar URL in Workzone), and you’ll be good to go for another 3 months.

Step 1: Inside Workzone, find the URL for your personal calendar subscription

To get your personal calendar URL, click the “My Settings” link on the Profile menu at the top right of the page and then click “Subscribe to To-Do List” on the left menu.

Step 2: Click the link (it begins with “webcal://”) to enable your subscription. If your calendar doesn’t open automatically, right click on the link to copy it into the subscription section of your calendar.

Step 3: In your external calendar, select the Workzone calendar along with your personal calendar to show them together. For some calendars, this simply requires checking a box next to the Workzone calendar, and it will be shown automatically with your personal calendar (if it is also selected). Other calendars, like Outlook, require you to also click a triangle at the top of the calendars to merge them.

External calendars sometimes hide the subscription feature deep within their programs. Below are instructions for accessing the right location (if they don’t open automatically when you click the link).

Outlook 2007 and 2010

Outlook 2007 and 2010 both have built-in support for calendar. Simply navigate to the calendar link (instructions above) and click on the calendar link. An Outlook box should appear asking you to “Add this Internet Calendar to Outlook and Subscribe to Updates”. Click “Yes”, and your Workzone To-Do List will automatically be added to Outlook.

Outlook 2003

Subscribing to a calendar feed in Outlook 2003 requires an add on, as calendar functionality is not built-in. We recommend Remote Calendar. As Remote Calendar is an open source project, support is limited. Workzone is not responsible for any Outlook application problem arising from the installation of Remote Calendar. Support is available at the Remote Calendar Forum. Using Remote Calendar: Click on the “+” icon in the Remote Calendar Outlook toolbar to add a new calendar, copy and paste your Workzone calendar URL, type a name for your new calendar and click “OK”.

Google Calendar

  • Sign into your Google Calendar account
  • Under “Other Calendars” on the left menu, click on the “Add” link
  • Click on “Add by URL.” Copy and paste your Workzone calendar URL into the URL field and click “Add Calendar”.

Note: Google Calendar can sometimes take up to 24 hours to reflect changes made in Workzone. There is currently no way to tell Google Calendar to update more frequently.

Mac Calendar

Mac Calendar has built-in support for webcal. Mac Calendar should open automatically if it is your default calendar application. To add a calendar subscription manually, open Mac Calendar and choose ‘New Calendar Subscription’ from the File menu. Paste the Workzone calendar URL into the field titled Calendar URL and click “Subscribe”.

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