Guide
Subscribe to your CalSpark jobs in Google Calendar, Apple Calendar or Outlook
CalSpark can publish your jobs as a calendar link. Paste that link into the calendar app you already use and your jobs show up next to everything else. It is one way and read only, and it is not instant.
By CalSpark team. Published . Updated .
What you get
Each job with a scheduled start becomes an event. Your phone shows the van schedule where you already look for dentist appointments. A technician can have a link for only their own jobs, and the office can have one for the whole company. For the full picture, see calendar feeds.
Create the link
Only an admin can create or revoke links, so a technician who wants one asks an admin.
- In CalSpark, sign in as an admin and open Settings, then Calendar feeds.
- Click "Create calendar link".
- Under "Which jobs should it show?", choose one person or "Whole company (every job)".
- Optionally type a label, such as "Dave's phone".
- Click "Create link", copy the address that appears, then tick "I have copied this link."
- Paste the address into Google Calendar, Apple Calendar or Outlook using the steps below.
The address is shown only once. If you lose it, revoke it and make a new one. A company can have up to 20 active links.
Google Calendar
- Open Google Calendar on a computer. Google documents this step for the web version only.
- On the left, next to "Other calendars", click "Add other calendars", then "From URL".
- Paste the address and click "Add calendar".
The calendar then appears under "Other calendars" and syncs to the Google Calendar app on your phone.
Apple Calendar
Mac
- Open Calendar and choose File, then "New Calendar Subscription".
- Paste the address and click Subscribe.
- Name it, pick a color, set Location to iCloud so it reaches your iPhone, then click OK.
iPhone or iPad
- Open Calendar and tap Calendars.
- Tap "Add Calendar", then "Add Subscription Calendar".
- Paste the address and tap Find (older iOS versions say Subscribe).
- Name it, choose iCloud as the account, and tap Done.
CalSpark's own Settings page shows an older iPhone path through Settings, Calendar, Accounts. Apple's current page uses the Calendar app, as above. On a Mac you can also control-click the calendar, choose Get Info, and pick an "Auto-refresh" option.
Outlook
- Sign in to Outlook on the web and open Calendar.
- Click "Add calendar", then "Subscribe from web".
- Paste the address, give the calendar a name, and click Import.
Microsoft's page covers Outlook on the web and Outlook.com. I did not verify the menu path in the desktop Outlook apps, so check Microsoft's documentation for your version.
What shows up, and when
- Title: the customer name, a dash, then the first line of the job description (cut at 80 characters). With no description, the title is "Job #" and the number.
- Location: the job address. Notes: the job number and the description.
- Not included: customer phone numbers and email addresses. Anyone with the link can still see addresses and descriptions without logging in.
- Jobs in Pending status show as tentative. Cancelled jobs stay on the calendar with "CANCELLED:" in front of the title.
- Window: jobs that start from 30 days back to 180 days ahead, up to 2000 jobs. Jobs with no scheduled start are left out.
The feed asks calendar apps to refresh hourly, but each app decides for itself. CalSpark's Settings page warns that Google often takes 12 to 24 hours. Microsoft says Outlook on the web updates about every 6 hours and sometimes takes over 24. Apple lets you choose on a Mac. For a job booked this morning, open CalSpark, not the subscribed calendar.
One way, and how to cut a link off
Edits you make in Google, Apple or Outlook never reach CalSpark. To move a job, drag it on the dispatch board. This is not a two-way sync, and there is no Google Calendar push.
When a phone is lost or someone leaves, go to Settings, Calendar feeds, click Revoke next to that link, and confirm "Revoke link". Apps using it stop updating. Also delete the calendar in the app so old events do not sit there.
Sources
- Google Calendar Help: Add someone else's Google Calendar, checked October 6, 2026
- Apple Support: Add iCloud calendar subscriptions, checked October 6, 2026
- Apple Calendar User Guide: Refresh calendars on Mac, checked October 6, 2026
- Microsoft Support: Import or subscribe to a calendar in Outlook on the web, checked October 6, 2026
Questions
Can a technician create their own link?
No. Creating and revoking links is limited to admins. A technician asks an admin to create a link set to "only their jobs" and send it over privately.
Why is a new job missing from Google Calendar?
Google decides when to re-read a subscribed calendar, and CalSpark cannot speed that up. The job is in CalSpark already. Wait, or check the dispatch board.
Can I see my link again later?
No. For safety the address is displayed only when you create it. Revoke the old link and create a new one, then subscribe again.
Does changing a job in my calendar app change it in CalSpark?
No. The feed is read only and one way. Make every change in CalSpark.
Does the calendar show customer phone numbers?
No. Events carry the customer name, the address, the job number and the description. Treat the link like a key anyway, since it needs no login.
Keep reading
- Calendar feeds for Google, Apple and OutlookCreate a private, read-only calendar link under Settings, Calendar feeds and subscribe in Google Calendar, Apple Calendar or Outlook. One way. Limits explained.
- Job scheduling and dispatch timelineA dispatch board with a row per technician, in day and week views. Click to create a job, drag to reschedule or reassign, and get a warning when two jobs overlap.
- A dispatcher daily checklist for a small shopA practical daily and weekly schedule checklist for the person dispatching 5 to 10 technicians, from the evening before to the end of the day.
- Google Calendar push: plannedPush scheduled jobs one way into a Google calendar. Planned. Calendar feeds already give a read-only view.
- Technician view and iOS app statusTechnicians use the web view on any phone today to see jobs, tap On my way, update status and add photos. The iOS app is built but not in the App Store.
Try it with your own jobs
14-day free trial. No card. $49 a month flat for up to 10 users after that.