See sessions and shifts in Google Calendar

Each team member can add a private calendar link to Google Calendar, Apple Calendar or Outlook. Your sessions then show in that calendar with how many people are booked, and so do your shifts if your venue uses shifts. The calendar is read-only: you still take and change bookings in Session.

Changes show up within a few hours. Google can take up to a day, so check Session for last-minute bookings.

Create your calendar link

1. 1
   Open your profile menu at the bottom of the sidebar and select My account.
2. 2
   Under Calendar feeds, choose your options and select Create calendar link.
3. 3
   Select Add to Google, Add to Apple Calendar or Add to Outlook, or copy the link and paste it into your calendar app's "add calendar from URL" option.

Copy the link when it appears. For your security, Session shows it only once. If you lose it, select Regenerate link to get a new one.

Google's phone app can't add a calendar link. Add it in Google Calendar on a computer and it appears on your phone too.

Choose what shows

• Only sessions with bookings (on by default) keeps your calendar quiet. A session appears once someone books and disappears if every booking cancels. Turn it off to see every session.
• Location shows one site's sessions at a venue with several. Staff who work at certain sites only see those sites.
• Include sessions during my shift adds the booked sessions running during each shift to that shift's details.

Changing an option updates the same link, so you don't need to add the calendar again.

What each session shows

• The title is the session's name and how busy it is, such as "Morning sauna · 8/12", or Full or Private hire.
• The details show how many people are booked, the waiting list, and a link to the session in Session.
• Sessions with lengths show as one block for each stretch of time people are booked. A 75-minute booking from 09:00 runs to 10:15, and the title shows the most people in the sauna at once, such as "Sauna · peak 7/10". The details list each start time with its lengths. See session lengths.
• Hidden sessions still show, because they still run.

Customer names and contact details are never included.

Turn off or replace a link

On My account → Calendar feeds:

• Regenerate link gives you a new link. Calendars using the old one stop updating.
• Turn off stops the link working. Remove the calendar from your calendar app too.

If you leave the team, your links stop working.

Common questions

1. Can I see who is booked? No. The link lives inside your calendar app and can be shared with other people, so it shows counts only. Open the session in Session to see names.

2. Does each booking appear as its own event? No. Each session appears once with its booked count, so a busy session is one event, not twelve.

3. Can I book or move sessions from my calendar? No. The calendar is read-only.

4. Can the whole team share one calendar? Each person creates their own link, and it shows what they can see in Session.

5. Is this the same as the calendar invite customers get? No. Customers get a calendar file for their own booking in their confirmation email.

Troubleshooting

1. A booking isn't in my calendar yet. Calendar apps check for changes on their own schedule, and Google can take up to a day. Session always has the latest.

2. My calendar says "access removed". Your role or locations changed, so the link has nothing left to show. Ask an admin, then create a new link if you need one.

3. The link stopped working. It was regenerated or turned off. Create a new one on My account.