iCal Feature Setup & Functions

iCal Feature Setup & Functions

iCal Feature

An iCal is an export of a schedule that may be added to other external calendar tools, such as: iOS Calendar, Microsoft Outlook Calendar, Google Calendar, and more. 

iCal Functionality

Define what data to include in the iCal link using the Schedule Board filters and templates, then use the Save/Share modal to click the "iCal Link" button to create the link.
  1. iCal schedule will include any schedule items included in the Schedule Board features: flights, personnel events, job cards (offline), discrepancies, crew assignments, medical dues, and training dues.  
  2. iCal does not include transient events or Vendor Aircraft schedules. 
  3. iCal will pull in events for the 60 previous/past days from the date added and will pull in infinitely to the future. 
  4. iCal schedules will update/sync based on your selections in the calendar tool where the iCal is uploaded. For reference, here is historically what popular calendar tools have offered:
    1. Apple - On startup & every 1-3 hours, but can be adjusted in your device settings.
    2. Google - Upon initial setup then every 8-24 hours.  This is Google's published range, but we have seen it arrive much sooner.  There is no ability to adjust the sync frequency.
    3. Outlook - On startup & every 1-3 hours.
    4. Outlook.com - Every 3 hours
    5. Yahoo - Every 8-12 hours.
  1. Icons
    1. Airplane = Flight Leg 
    2. Wrench = Maintenance Events, i.e. Job Card (OOS), Discrepancy 
    3. Person = Personnel Event
  2. No specific Roles are needed to create an iCal link. Any user with access to the Schedule Board can create a search; therefore, create an iCal link. 
  1. Access Schedule Board
  2. Ensure the search that you want to share is selected in the search dropdown, or create a new search for the specific iCal user.  See  Introduction To Schedule Board for additional help on creating new searches.

3. If the search needs edited after it is set in the dropdown, click the  icon to adjust the filters and/or template
4. When ready to obtain an iCal click access the  icon again and click Save/Share.

5. Click the iCal Link button. That will open the page where all Saved Searches are managed. Locate the name of the search and copy the link. Send the link to the necessary personnel (if applicable). 


6. Access the preferred calendar tool and upload the web URL. Refer to the specific calendar tools content for more details. Once uploaded an example looks like this: 

  1. After an iCal link is uploaded any changes to the Saved Search WILL NOT reflect in the data feed from the original iCal link. 
  2. Each iCal link is unique to the Saved Search parameters at that time of save and share. Its recommended to save the template as a Schedule Board search and generate new links with adjustments as needed. 
  3. If a user's Schedule Board settings are changed such as Custom Scheduling Settings, changed Aircraft and/or Personnel that data is removed from the Saved Search and then removed from the share iCal shared link. 
  4. Personnel with the User Role of Account Admin may now see all saved searches across the entire organization by toggling to 'All Searches' on the Manage Saved Search page.
  5. Personnel with the User Role of Account Admin may also now Delete a saved search by any user. In the case an iCal link needs to be removed the user should Delete. Once the iCal link is Deleted, no new data feed will sync to the previously shared with recipient. Historical data feed is NOT removed from the user's calendar. 

Avianis iCal Creation Video



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