Calendar sync 3 minute read

Sync your calendar to Flow so that tasks and projects with due dates show up in the place where you plan your day.

Calendar syncing allows you to view your own scheduled tasks and/or projects in the calendar you use everyday so that you don't have to jump between two calendars to keep your schedule straight. Flow currently offers syncing support for iCal, Google Calendar, and Outlook calendar. To appear on your personal calendar post-sync a task must have a due date, be assigned to you, be open, i.e. not yet completed, and in the team where the calendar link was generated. You will also only see projects with start & end dates. To set this up in your own account, follow these steps.

In the Timelines or Workload view, click the "..." link at the top of the calendar. In the popover that appears, click "Sync to Calendar."

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This will open another window where you can select which calendar you want to sync. You have the option to sync just your tasks, all scheduled projects or both. Although Workload view only shows your tasks, and Timelines only shows projects, all options will be available for selection in either view. Below those options, you'll see your secure calendar URL for the next steps. Note that other team members' tasks will not appear in your calendar after the sync, only tasks that are assigned to you.

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Sync with Google Calendar

Open your Google calendar. Once open, click the + next to the "Add a friend's calendar" on the left side. Then select "From URL" from the popover.

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This will take you to your Settings where you can paste the URL you copied from Flow into the URL field. When you're done click "Add Calendar" to save your changes.

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You can edit the name or other details of your calendar at any time in Google’s calendar settings.

You’ll now be able to see your tasks and/or projects with due dates in Google calendar and any changes you make to your tasks and projects in Flow will be reflected on the calendar. Don’t forget that editing in Google calendar will not change your tasks in Flow.

Please note that Flow does not have control over when Google refreshes its calendar, so your tasks may not appear instantaneously after syncing. It can take anywhere from a few minutes to a few hours for them to appear. If after 24 hours you're still not seeing anything, delete the calendar and follow the steps above to re-sync and contact our support team if the issue persists.

Sync with Apple Calendar (iCal)

Once you’ve copied the URL, open iCal, and in the menubar, click "File > New Calendar Subscription".

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Paste the URL you copied into the empty field and click "Subscribe".

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Now, you’ll see your Flow tasks and/or projects with due dates in iCal.

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To make sure iCal refreshes often to reflect changes, select "Calendar > Preferences > Accounts" from the menubar and set how often you want it to update.

Note that any changes you make in Flow will be reflected in iCal, but tasks and projects edited in iCal will not change in Flow.

You can control how often iCal refreshes and syncs with Flow in Calendar > Preferences > Accounts by selecting a frequency next to "Refresh Calendars."

Sync with Outlook

Once you've copied the calendar link, open your Outlook calendar and from Tools menu, select Account Settings. In Account Settings, click on the Internet Calendars tab, then click the New button and paste the calendar URL you copied from Flow. To finish, click "Add."

If you're using Outlook for Desktop, one further step will be needed. In the Subscription Options dialog box, make sure the box is checked in the Update Limit section. This will ensure that Outlook for Desktop is refreshed more often than the default settings, which are quite infrequent, as long as this option is turned on, which means changes to your Flow calendar will be reflected more quickly in Outlook.

Please note that Flow does not have control over when Outlook refreshes its calendar, so your tasks may not appear instantaneously after syncing. It can take anywhere from a few minutes to a few hours for them to appear. If after 24 hours you're still not seeing anything, delete the calendar and follow the steps above to re-sync and contact our support team if the issue persists.

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