How to use External Calendars

Air Maestro allows users to sync their schedule with external calendar applications such as Google Calendar, Outlook, Apple Calendar, and others. This allows users to have access to their schedule without logging into Air Maestro directly.

There are three calendar link types available:

1. My Schedule - The user’s personal schedule.
    
2. Main Schedule - A company-wide (global) schedule.
    
3. Simplified External Calendar - A streamlined version of a personal schedule that can be used for sharing with family members.

Enabling access to External Calendars

Only Site Administrators can give access to users. 

If you are not a site administrator and you are looking to export your Schedule, please contact your site admin to assist you.

To assign access to a user:

1. Find the user in Air Maestro (via Personnel module or the Search Bar).
    
2. Go to the user's Access Levels page.
    
3. Choose the appropriate access.
   
   
    
4. Save your changes by pressing OK.

Depending on the access given, the user will now be able to export an appropriate schedule into an external application.

1. Exporting "My Schedule"

Users can sync their individual schedule with an external calendar app using a webcal link.

To generate your personal calendar link:

1. Go to Menu > My Profile > Schedule.
    
2. Scroll down to the bottom of the page and in the External Calendar Integration (My Schedule) section, click Generate Link.
   
   
   A link will be generated, and the Status will turn to Active.
   
    
3. Click on Copy Calendar Link to Clipboard to copy the link.
   
   
    
4. Follow the Subscribing to the Calendar section in this guide for further steps.
    

2. Exporting the "Main Schedule"

Users with appropriate access can sync the main company schedule to an external calendar application.
 

To generate the global schedule calendar link:

1. Go to Menu > My Profile > Schedule.
    

2. Scroll down to the bottom of the page and in the External Calendar Integration (Main Schedule) section, click Generate Link.

   
   A link will be generated, and the Status will turn to Active.
    

3. Click on Copy Calendar Link to Clipboard to copy the link.
   
   
   
    
4. Follow the Subscribing to the Calendar section in this guide for further steps.
    

3. Exporting the "Simplified External Calendar"

Simplified External Calendar is a version of a personal calendar with less data - it can be used to share with family members.
 

To generate your simplified calendar link:

1. Go to Menu > My Profile > Schedule.
    

2. Scroll down to the bottom of the page, to the External Calendar Integration (Simplified Schedule) section. 

   
   
    

3. Add Calendar Name.
    
4. Click on Generate Link.
   A link will be generated, and the Status will turn to Active.
    
5. Click on Copy Calendar Link to Clipboard to copy the link.
   
   
    
6. Follow the Subscribing to the Calendar section in this guide for further steps.

Subscribing to the Calendar

Below are platform-specific instructions using the generated link.

Shortcuts:

• Outlook Desktop

• Google Calendar

• Thunderbird

• Apple Calendar (Mac)

• Apple Calendar (iOS)

Outlook Desktop

1. Open Outlook.
    

2. Click the Calendar icon
    
   

3. Click on Add Calendar.
   
   
    
4. In the new window that pops up, choose Subscribe from Web.
   
   
   
    
5. Paste the webcal link into the available field.
   
   
    
6. Click Import.

Google Calendar

1. Open Google Calendar in your web browser.
    
2. On the left sidebar, find the section titled Other calendars and click on the + (plus) icon.
   
   
    
3. From the options that pop up, choose “From URL”.
   
   
    
4. Paste your webcal link into the field (Google supports webcal:// and https:// formats).
    
5. Click Add calendar.
   Your subscribed calendar will now appear under Other calendars.

Sync Frequency: Google Calendar syncs external calendars infrequently - it can take up to 12–24 hours to reflect changes made in Air Maestro. 

Thunderbird

1. Open Thunderbird and go to the Calendar tab (use the menu or the calendar icon).
    
2. In the Calendar list panel (left side), right-click anywhere and choose New Calendar.
    
3. In the setup window, select On the Network, then click Next.
    
4. Choose iCalendar (ICS) as the format.
    

5. Paste your webcal link into the Location field.

   If Thunderbird doesn’t accept webcal://, try replacing it with https://.
    

6. Click Next.
    
7. Choose a name and colour for the calendar.
    
8. Complete the setup and click Finish.
   Your calendar should now appear and sync in Thunderbird.

Apple Calendar (Mac)

1. Open the Calendar app on your Mac.
    
2. In the top menu, go to File > New Calendar Subscription.
    
3. Paste your webcal URL into the field and click Subscribe.
    
4. A settings window will appear. 
   
   Here you can:
   • Change the name of the calendar.
   • Choose a calendar colour.
   • Set the auto-refresh frequency (e.g. every 5 minutes, every hour).
   • Choose whether to store the calendar on your Mac or in iCloud (if stored in iCloud, it will sync across your Apple devices).
      
5. Click OK to confirm.
   
   The calendar will now appear in your list of calendars and sync according to the frequency you selected.

Sync Frequency: Apple Calendar usually refreshes external calendar feeds more reliably and frequently than Google Calendar.

 

Apple Calendar (iOS)

1. Open the Settings for your iPad or iPhone.
    
2. Scroll down and tap Calendar.
    
3. Tap Accounts.
    
4. Tap Add Account, then choose Other.
    
5. Under the Calendars section, tap Add Subscribed Calendar.
    
6. In the Server field, paste your webcal link (if it doesn’t work with webcal://, try replacing it with https://).
    
7. Tap Next.
    
8. Adjust optional settings (e.g. description, username/password if required — usually not needed).
    
9. Tap Save.
   The subscribed calendar will now appear in the native Calendar app.

Sync Frequency: iOS sync frequency is controlled by Apple and cannot be manually changed. It typically updates once every few hours.

Additional Notes

• Calendar links are read-only. Updates must be made in Air Maestro and will reflect on the external calendar.
   
• Any generated link will be valid for a period specified in the Global Settings of the Scheduler module.
  
  
   
• If access levels are revoked or links are removed, the calendar subscription will stop working.