Sync Bookings to Google Calendar, Outlook or Apple Calendar
Itefy can hand your bookings to the calendar you already live in. There are two ways to do it, and they solve different problems:
| What it gives you | How fast | |
|---|---|---|
| Subscribe | Every booking, kept up to date | Your calendar refreshes every few hours |
| Download .ics | One booking, a selection, or every result — a file | Immediately |
Use Subscribe for the overview of the weeks ahead. Use Download for something happening today or tomorrow, and for anything you want to send to someone else.
Subscribe to your bookings
- Open Reservations (or Checkouts). The button is there in both the list and the calendar view.
- Click Subscribe.
- Choose what to include — reservations, checkouts, or both — and whether you want only the bookings assigned to you.
- Click Create link and copy the address.
The feed follows the view you were looking at. If you had filtered by location or by type, that filter is part of the link, and the dialog lists what it captured so you can see exactly what you are subscribing to. Want a different selection later? Create a second link — you can have several.
Adding the address to your calendar
Google Calendar — on the left, find Other calendars, click +, choose From URL, paste the address and click Add calendar.
Outlook — on the Action bar, click Add calendar, then Subscribe from web, paste the address and confirm.
Apple Calendar — choose File → New Calendar Subscription, paste the address and click Subscribe.
You can also click Or open it in your default calendar app in the dialog, which hands the address straight to whichever calendar your device uses.
New bookings take a few hours to appear
This is the one thing worth knowing before you rely on it.
Google refreshes subscribed calendars on its own schedule — usually every 8 to 24 hours. Outlook can take longer still. This is decided by Google and Microsoft, not by Itefy: there is no refresh button, no setting, and nothing we can do from our side to speed it up. Every service that offers calendar subscriptions works this way.
In practice that is fine for planning a week ahead, and not fine for a booking you just moved to this afternoon. So:
- The Itefy calendar is the source of truth for today.
- Your subscribed calendar is the overview of what is coming.
Download bookings as a calendar file
A downloaded file lands in your calendar the moment you open it — no waiting for a refresh. There are three ways to get one, depending on how much you want.
One booking
- On a reservation, open the More menu and choose Add to calendar — or use the ⋮ menu on its row in the list.
- On a checkout, click Add to calendar in the header. This adds the return date, so you are reminded when the equipment is due back.
Several bookings
Tick the boxes beside the rows you want, then choose Add to calendar in the bar that appears along the bottom.
Everything you are looking at
Click Download .ics in the toolbar. This takes your current search and filters, so whatever the list is showing is what ends up in the file.
All of them produce a single .ics file — one calendar file can hold any number of bookings.
If you are also subscribed to the feed, the two will not collide. Itefy gives each booking the same identity in both places, so your calendar treats them as one event rather than showing it twice.
Sending a file to someone else
Every download offers two versions:
- For myself — with links. Each event carries a link back into Itefy.
- To send on — no links. The same bookings with the Itefy links removed, for a file you email to a customer, a subcontractor or a venue. A link they cannot open is just noise.
This removes the links, not the details. The equipment list, the person responsible and any remarks are still in the file. Remarks in particular are usually written for colleagues, so read them before forwarding a booking to someone outside your team.
What the events look like
Each entry carries the booking's name and how many items it covers, the location, who is responsible, any remarks, and — unless you chose the no-links version — a link back to the record in Itefy.
Checkouts appear as their return date rather than as a bar stretching across the whole loan — a two-week checkout drawn across two weeks would bury everything else in your month view. A checkout with no due date does not appear, because there is no date to show.
The feed covers three months back and twelve months ahead.
Managing and revoking your links
Your subscription links are listed under Profile → Calendar feeds, with the date each was last used.
Treat a subscription address like a password. Anyone who has it can see the bookings it covers, without signing in to Itefy — that is how calendar apps fetch it. If an address has been shared somewhere it should not have been, revoke it. Any calendar still subscribed to it simply stops receiving updates.
Links are personal: yours shows what you can see in Itefy. If a colleague leaves the account, their links stop working straight away.
Can I create bookings from Google Calendar?
No — the sync goes one way, out of Itefy. An event in Google Calendar has no equipment attached to it, so there would be nothing for Itefy to reserve. Create bookings in Itefy, and read them anywhere.
Which plans include this?
All of them. Calendar sync is available on Basic, Startup, Business and Enterprise, at no extra cost.