Why connect your calendar
- See Toolfy jobs alongside personal appointments so clashes are obvious.
- Get native calendar notifications without installing extra apps.
- Share availability with finance teams or partners who don’t log into Toolfy.
- Stay in sync on mobile even when you’re offline—calendars cache upcoming jobs.
Pick the right feed
Full team schedule
One feed that includes every job. Colour-coded per technician when supported by the destination calendar.
- Ideal for owners and ops managers.
- Shows customer name, address, and job notes.
- Updates automatically when jobs move or cancel.
Technician-specific
Create individual feeds so each field worker only sees their own workload.
- Perfect for mobile use—keeps things lightweight.
- Protects customer privacy by sharing only relevant jobs.
- Supports multiple feeds so hybrid teams stay organised.
Generate the ICS link
- Schedule → Export calendar.
- Choose the feed type (team or individual technician).
- Set an optional date range if you only need a specific window.
- Copy the secure ICS link—treat it like a password.
- Paste it into your preferred calendar app as a subscribed calendar.
Anyone with the URL can view the feed. Revoke and recreate if it is ever shared publicly.
Add it to your calendar
Google Calendar
- Open Google Calendar on desktop.
- In the sidebar, click the plus icon next to Other calendars.
- Choose From URL and paste your Toolfy ICS link.
- Select Add calendar. Google refreshes the feed automatically every few hours.
- Rename or recolour the calendar to match the technician or team.
Outlook
- Outlook on the web → Calendar → Add calendar → Subscribe from web.
- Paste the ICS link, give the calendar a name, and click Import.
- For Outlook desktop, use File → Account Settings → Internet Calendars → New.
- Set an update frequency that suits you—Toolfy updates are instant, Outlook polls on the schedule you choose.
Apple Calendar
- On Mac: Calendar app → File → New Calendar Subscription.
- Paste the ICS link and click Subscribe.
- Choose how often to auto-refresh (15 minutes keeps things tight).
- Pick a colour and toggle alerts if you want macOS notifications.
- iPhone/iPad will sync automatically if you use the same iCloud account.
Tips
- Layer multiple feeds and colour code them—one colour per technician keeps the week readable.
- Add the calendar to a shared inbox (like support@) so admins can monitor workload without logging into Toolfy.
- Combine with travel buffers to make push notifications match when technicians should leave.
Troubleshooting
Jobs missing or delayed
Some calendar apps refresh ICS feeds hourly. Trigger a manual refresh or shorten the update interval in the subscription settings.
Old jobs still appear
Toolfy keeps historical visits for reporting. Use the date-range export when you only want future work.
Shared link leaked
Revoke the feed in Toolfy and generate a new ICS link. Anyone with the old URL loses access immediately.