Setting up calendar feeds
Calendar feeds are a great way of viewing events from Light Blue in another calendar app because they’re automatically created from the data on our servers. So, no matter where you add or edit information about your sessions and appointments – on your Mac, PC, iPhone or iPad – the feed will update to reflect the changes you make. Our calendar feeds are updated very quickly once you’ve synced a change from Light Blue to your account.
One thing to note is that you can have several different feeds – say, one for your enquiries, one for your confirmed shoots, one for your appointments and so on. You can also have different feeds for events linked to different staff, rooms and equipment, which is helpful for when your staff want to view just their own events. I’ll show you a bit more about those options in a moment.
Calendar feeds are set up from the Preferences pane, then External Programs. I’ll click the Copy Feed URL button, which will show me the various options for the feed.
First of all, you can choose what sort of events to show. You’ve got a choice of enquiries, confirmed and completed shoots, time off, then confirmed appointments and unconfirmed appointments.
Next, you can choose which resources you want to include. This is how you have different feeds for different members of staff.
Next up, there’s the shoot types section; you can choose to include just particular shoot types.
Finally, there’s the Time Zone section, which is only necessary if you’re wanting to subscribe in Google Calendar. Google requires a feed to have a timezone, so it can correctly display information, and that’s what this is for.
OK, when you’re happy, click the Done button. That’ll copy this feed’s unique URL to the clipboard, and you can then subscribe to it in your calendar application. Let’s look at how to do that.
First of all, if you’re using a Mac, there’s a handy shortcut – just click the Subscribe in iCal button. That’ll show the dialog I just demonstrated, and will then perform the relevant actions to subscribe for you. You can choose how often it refreshes – I’ll choose every fifteen minutes. If you set the location to iCloud, then the feed will also sync across your various devices which share info via iCloud, so you’ll have it available to view on all your devices.
OK, let’s now look at Outlook on Windows. I’ve opened it up here, and I’m in the Calendar view. All I need to do is to right-click on the My Calendars link, and add a calendar, from Internet. I paste in the URL which I want to subscribe to, and click OK. After another confirmation dialog, Outlook downloads the information and subscribes to the calendar.
Finally, let’s look at Google Calendar. I should point out here that whilst Google lets you subscribe to calendar feeds, it seems slightly patchy in updating them. It’s a known Google problem, but they haven’t seemed inclined to fix it for the past several years. So, publishing directly to Google Calendar may be a better way to go – and there’s another video tutorial on that.
To subscribe to a calendar feed in Google Calendar, click the popup arrow next to ‘Other calendars’, then ‘Add by URL’. Paste in the address… and that’s it, the calendar’s added.
If I’ve not talked about your calendar app here, then search online for the name of your application along with ‘subscribe to calendar feed’, which should tell you what to do.