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Add Personio Calendar via an iCal link

 

In this article, you will learn how to subscribe the Personio Calendar to Google Calendar, Apple Calendar and Outlook via an iCal link.

 

What can you do with an iCal link?

With Personio, you can subscribe to a range of calendar data into popular calendar apps via an iCal link. It gives you the ability to see the absences of other employees of your team, office and department in your external calendar. The calendar subscribed via iCal link will update automatically and the update frequency depends on the settings of each calendar app. Some apps have default settings that cannot be changed, while other apps allow you to set the update frequency yourself. We recommend you to look for further information in the Help Center of the app you are using.

For each absence period, both the employee's name and the name of the absence type are displayed (such as "[Vacation] John Doe").

Note
▶ When you configure the access rights for your calendar for each employee role, you also decide which calendars an employee can subscribe to. Learn how to Configure and manage access to the calendar.
▶ The functionality of the iCal link retrieves information from Personio and therefore the update frequency doesn’t happen instantaneously.

 

Absence types subscription

The subscription via iCal link allows two display options in the imported calendar application:

  • One subscription of multiple absence types: All absence types are displayed in one shared calendar and in the same color.
  • Individual subscription for single absence types: Individual absence types are displayed with separate colors and can be activated and deactivated, if needed.

To subscribe to absence types from the Calendar, follow these steps: 

  1. Go to Calendars.
  2. Click   and select Subscribe.
  3. Choose the absences you want to subscribe to in the Calendar type.
  4. Define the Department, Team and Office that you wish to subscribe absences for.
  5. Click Generate Link.
  6. Click Copy Link.
  7. Follow the instructions in the section Import absence types into a calendar app below. 

Note
The option “My calendar” will allow you to display Performance Meetings and Reminders (for example birthdays, hire dates and anniversaries).

 

Import absence types into a calendar app

In the following, we explain how to set up the calendar synchronization via iCal with the commonly used calendar apps Google Calendar, Apple Calendar, and Outlook.

 

Google Calendar

To subscribe to the Personio Calendar to your Google Calendar, follow these steps:

  1. Open your Google Calendar.
  2. Click Add Calendar > By URL.
  3. Paste the URL you just copied from your Personio Calendar.
  4. Click Add calendar.

Apple Calendar

To subscribe to the Personio Calendar to your Apple Calendar, follow these steps:

  1. Open your Apple Calendar.
  2. Click File > New Calendar Subscription....
  3. Paste the URL you just copied from your Personio Calendar.
  4. Click Subscribe.
  5. Define how frequently you would like the Personio calendar to be synchronized with your Apple calendar.

Outlook

To subscribe the Personio Calendar to Outlook, follow these steps:

  1. Open your Outlook Calendar.
  2. Click Add Calendar > Subscribe from the Internet.
  3. Paste the URL you just copied from your Personio Calendar.
  4. Click Import.