Sync To-Do List On External Calendar

You can show your Workzone To-Do List on an external calendar (Outlook, Google, etc.), by setting up a calendar subscription to Workzone from your external calendar software. This allows you to see your personal calendar and To-Do List in a merged calendar view.

Once you have the calendar link established, your external calendar should automatically pull items from your To-Do List. Items are shown for the previous 7 days and upcoming 30 days. (This range cannot be changed)

Tasks show up in the external calendar as all-day events, regardless of their duration in Workzone. Calendar events on your To-Do List (items that you created) will show their specific time periods during the day.

Calendars vary in how often they refresh calendar data; some take just a few minutes; others (like Google Calendar) can take up to 24 hours to update. Many external calendars allow you to change the frequency with which they update (Google does not).

Note: The calendar subscription only transfers information in one direction, pulling information from Workzone to the external calendar. It does not transfer information from the external calendar back into Workzone. This means that any modifications made to the external calendar will not be reflected in Workzone.

Setup Instructions

Each Workzone user has a custom calendar subscription URL (webcal link), accessed from the My Settings link in the profile (Name) menu in the top right, under the Subscribe to To-Do List page on the left. This link must be added to the external calendar as a subscription. For certain external calendars (Outlook 2007/2010, Mac calendar), you simply click the link provided in Workzone, and your computer's calendar software will automatically open, giving you instructions for adding the Workzone calendar link as a new calendar subscription.

For other calendars, you’ll need to copy the link from Workzone into the appropriate place within the external calendar (instructions below).

Note: You will need to renew your calendar subscription every 3 months. Calendar subscriptions, once enabled, request data from the server every 5-30 minutes. Workzone asks you to confirm that you’re still actively using your calendar subscription periodically. Once every 3 months, you’ll get a notice on your external calendar to renew your subscription. Click the link (or your calendar URL in Workzone), and you’ll be good to go for another 3 months.
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