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Calendar subscriptions allow you to view your FlightWise bookings in your personal calendar app. Your bookings automatically sync, so you always have an up-to-date schedule on all your devices.

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Creating a Calendar Subscription

Set up your calendar subscription to sync bookings to your devices.
  1. Access Calendar Settings
    • Click your profile picture in the top right corner
    • Select “Calendar” from the dropdown menu
  2. Create a New Subscription
    • Click the “Create Subscription” button
    • A dialog will appear
  3. Name Your Calendar
    • Enter a descriptive name for the device or app you’ll use it with
    • Examples: “My iPhone”, “My MacBook”, “Google Calendar”, “Outlook”
    • This helps you identify which subscription is for which device
  4. Save the Subscription
    • Click “Save” to generate your unique calendar URL
    • The subscription URL will be created immediately
  5. Copy the URL
    • Click the copy icon next to the subscription URL
    • The URL is now copied to your clipboard
    • Keep this URL private - it provides access to your booking information

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Important Security Note

⚠️ Keep your calendar URL private
  • Your calendar URL is unique to you and provides access to your bookings
  • Anyone with this URL can view your schedule
  • Don’t share your calendar URL publicly
  • If compromised, delete the subscription and create a new one

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Adding to Your Calendar App

Choose your platform below for step-by-step instructions:

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iPhone / iPad (iOS)

  1. Copy Your Subscription URL
    • Follow the steps above to copy your FlightWise calendar URL
  2. Open Settings App
    • Tap the Settings app on your home screen
  3. Navigate to Calendar
    • Scroll down and tap “Calendar”
    • Tap “Accounts”
  4. Add Account
    • Tap “Add Account”
    • Tap “Other”
  5. Add Subscribed Calendar
    • Tap “Add Subscribed Calendar”
  6. Paste URL
    • Tap in the “Server” field
    • Paste your FlightWise calendar URL
    • Tap “Next”
  7. Configure Settings
    • Description: Enter “FlightWise Bookings” (or your preferred name)
    • Username and Password: Leave blank
    • Tap “Save”
  8. Verify
    • Open the Calendar app
    • Your FlightWise bookings should appear
    • They will update automatically

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Mac (macOS)

  1. Open Calendar App
    • Click the Calendar app in your Dock or Applications folder
  2. Add Calendar Subscription
    • Click “File” in the menu bar
    • Select “New Calendar Subscription…”
  3. Enter URL
    • Paste your FlightWise calendar URL
    • Click “Subscribe”
  4. Configure Settings
    • Name: “FlightWise Bookings”
    • Location: Choose “iCloud” to sync across devices, or “On My Mac” for local only
    • Auto-refresh: Select “Every hour” or “Every day”
    • Click “OK”
  5. Verify
    • Your FlightWise calendar should appear in the sidebar
    • Bookings will sync automatically

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Google Calendar (Web)

  1. Open Google Calendar
  2. Access Settings
    • Click the gear icon in the top right
    • Select “Settings”
  3. Add Calendar
    • In the left sidebar, find “Add calendar”
    • Click “From URL”
  4. Paste URL
    • Paste your FlightWise calendar URL in the “URL of calendar” field
    • Click “Add calendar”
  5. Wait for Sync
    • Google Calendar may take a few minutes to fetch your events
    • Refresh the page if needed
  6. Verify
    • Your FlightWise bookings should appear
    • Find the calendar in the left sidebar under “Other calendars”
Note: Google Calendar updates subscribed calendars approximately every 24 hours. Updates may not appear immediately.

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Android

  1. Copy Your URL
    • Copy your FlightWise calendar subscription URL
  2. Open Google Calendar App
    • Open the Google Calendar app on your device
  3. Access Menu
    • Tap the menu icon (three horizontal lines) in the top left
  4. Settings
    • Scroll down and tap “Settings”
  5. Add Calendar
    • Tap on your Google account email
    • Unfortunately, you cannot add calendar subscriptions directly in the Android app
    • You must add it via Google Calendar on the web (see instructions above)
    • Once added on the web, it will sync to your Android device
Alternative Method:
  1. Install a third-party calendar app that supports ICS subscriptions (like “ICSx⁵”)
  2. Add your FlightWise calendar URL in that app

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Outlook (Windows/Mac)

Outlook for Windows:
  1. Open Outlook
    • Launch Microsoft Outlook
  2. Open Calendar
    • Click the Calendar icon in the bottom left
  3. Add Calendar
    • Right-click “My Calendars” in the left sidebar
    • Select “Add Calendar” > “From Internet…”
  4. Enter URL
    • Paste your FlightWise calendar URL
    • Click “OK”
  5. Name Calendar
    • Enter “FlightWise Bookings” when prompted
    • Click “OK”
Outlook for Mac:
  1. Open Outlook
    • Launch Microsoft Outlook
  2. Open Calendar
    • Click the Calendar icon in the bottom left
  3. Subscribe to Calendar
    • Click “File” > “New” > “Calendar Subscription…”
  4. Enter URL
    • Paste your FlightWise calendar URL
    • Click “Subscribe”
  5. Configure
    • Name: “FlightWise Bookings”
    • Update frequency: Choose your preference
    • Click “OK”

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Outlook.com (Web)

  1. Open Outlook Calendar
  2. Add Calendar
    • Click “Add calendar” in the left sidebar
  3. Subscribe from Web
    • Click “Subscribe from web”
  4. Enter Details
    • Paste your FlightWise calendar URL in “Link to the calendar”
    • Calendar name: “FlightWise Bookings”
    • Click “Import”
  5. Verify
    • The calendar should appear in your calendar list
    • Bookings will sync automatically

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Apple Watch

Your FlightWise calendar will automatically appear on your Apple Watch if:
  • You’ve added the subscription to your iPhone
  • Calendar sync is enabled on your Apple Watch
  • The FlightWise calendar is selected to show on your watch
To verify:
  1. Open the Watch app on your iPhone
  2. Scroll to “Calendar”
  3. Ensure your calendars are selected to sync

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What Syncs to Your Calendar

Your calendar subscription includes:
  • All your bookings (past and future)
  • Booking times (including briefing times if set)
  • Resource details (aircraft, simulator, or classroom)
  • Participants (instructors, students, or other participants)
  • Booking type (training type, check ride, etc.)
  • Location (if set on the booking)
Updates automatically when:
  • New bookings are created
  • Booking times change
  • Bookings are canceled
  • Participants are added or removed
  • Any booking details are updated

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Managing Your Subscriptions

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Create Multiple Subscriptions

You can create multiple calendar subscriptions for different devices or purposes:
  • One for your personal phone
  • One for your work computer
  • One for a shared family calendar
  • One for each calendar app you use
To create additional subscriptions:
  1. Follow the creation steps above
  2. Use a descriptive name for each device
  3. Each subscription gets its own unique URL

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Delete a Subscription

If you no longer need a subscription or it’s been compromised:
  1. Go to your Calendar settings (Profile menu > Calendar)
  2. Find the subscription you want to remove
  3. Click the delete/trash icon next to it
  4. Confirm deletion
Important: Deleting a subscription immediately stops calendar updates to any devices using that URL.

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Refresh Calendar Data

Most calendar apps automatically refresh subscribed calendars:
  • iPhone/Mac: Every 15-60 minutes
  • Google Calendar: Approximately every 24 hours
  • Outlook: Based on your settings (typically every few hours)
To manually refresh:
  • iPhone: Pull down on the calendar to refresh
  • Mac: Right-click the calendar and select “Refresh”
  • Google Calendar: Reload the page
  • Outlook: Right-click the calendar and select “Update”

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Troubleshooting

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Bookings Not Appearing

Check these common issues:
  1. Wait for sync
    • Calendar apps need time to fetch updates
    • Wait 15-30 minutes after creating the subscription
  2. Verify URL
    • Ensure you copied the complete URL
    • Try creating a new subscription if issues persist
  3. Check calendar visibility
    • Ensure the FlightWise calendar is checked/enabled in your calendar app
    • Look for it in the calendar list/sidebar
  4. Internet connection
    • Your device needs internet to sync subscriptions
    • Check your connection and try again

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Duplicate Events

If you see duplicate bookings:
  1. Check if you’ve added the subscription multiple times
  2. Remove duplicate calendar subscriptions
  3. Keep only one active subscription per device

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Old Bookings Not Updating

If changes in FlightWise aren’t reflected:
  1. Manually refresh the calendar
  2. Check your calendar app’s refresh settings
  3. Delete and re-add the subscription if problems persist

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Subscription URL Not Working

If the URL appears invalid:
  1. Ensure you copied the entire URL
  2. Check that the subscription wasn’t deleted
  3. Create a new subscription and use the new URL

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Best Practices

  • One subscription per device: Create separate subscriptions for each device for easier management
  • Descriptive names: Use clear names like “iPhone 15 Pro” or “Work MacBook”
  • Regular checks: Periodically verify your calendar is syncing correctly
  • Update promptly: If a device is lost or stolen, delete its subscription immediately
  • Don’t share URLs: Keep your subscription URLs private to protect your schedule

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Limitations

  • Read-only: You cannot create or edit bookings from your external calendar
  • Sync delay: Changes may take time to appear depending on your calendar app
  • No notifications: Calendar reminders are based on your calendar app settings, not FlightWise notification settings
  • Privacy: Anyone with physical access to your device can see your bookings