Keep track of you and your employees' appointments in the calendar you use most by integrating your Vagaro calendar with your Apple, Google, or Outlook calendar. By syncing your calendars, you ensure that any changes or new appointments made in Vagaro are reflected across your preferred platforms.
Important
Keep in mind that it may take up to 24 hours to sync updates and new appointments from Vagaro, and any updates made outside of Vagaro will not be synced back to Vagaro.
You can also export your calendar as a .ics file, which lets you easily import your schedule into most third-party calendars, including Apple Calendar, Google Calendar, and Outlook Calendar. Exporting your calendar will not sync with Vagaro, but it can be used to keep a backup of your appointments.
Prerequisites: Syncing the Vagaro calendar is available for all Vagaro businesses; however, exporting the calendar is only available on the web version of Vagaro.
To export your Vagaro calendar:
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Go to the Calendar.
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Select the employee(s) whose calendar you want to export, then select Checked.
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Select the view you want to export. For example, select the Month view to export the schedule for that month or the Day view to export the schedule for that day.
Note
You can only export three employee calendars at a time on the Week and Month views and up to 25 employee calendars for the Day view.
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Hover over Calendar, then select Export to iCal. A *.ics file is downloaded to your device.
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Import the *.ics file to your third-party calendar:
Calendar syncing from the employee's profile needs to be toggled on before setting it up with your third-party calendar.
To allow Vagaro to share your calendar:
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Go to → → → .
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Select Employees to view the employee list.
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Select the employee's profile.
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In the employee's profile, under Locations, select the Action
menu, then select Share Calendar.
Note
If the employee works for multiple locations, select the Action
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In the popup, configure your calendar sharing settings:
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Toggle on Share Calendar.
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Select the Time Zone in which the calendar will display.
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Select Copy to copy the calendar's import URL.
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Select Save.
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Paste the import URL you copied earlier into one of these third-party calendars:
Note
You can only sync to the Apple Calendar app from the phone. All other third-party calendars must be synced on a computer.
To allow Vagaro to share your calendar:
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Go to → → .
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At the end of the row of the employee's profile, select the Action
Note
If the employee works for multiple locations, select the Action
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In the popup, configure your calendar sharing settings:
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Toggle on Share Calendar.
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Select the Time Zone in which the calendar will display.
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Select Copy to copy the calendar's import URL.
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Select Save.
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Paste the import URL you copied earlier into one of these third-party calendars:
Note
You can only sync to the Apple Calendar app from the phone. All other third-party calendars must be synced on a computer.
Comments
23 comments
Can you share the calendar this way with more than one person?
I was able to add the ical URL to my Google Calendar, but none of my appointments will load. This happens for me and my employees. Please advise.
Hi Ruby. Are you still having issues? There typically is a 12-hour delay so it's not synced right away. What type of device are you using? I would advise emailing support@vagaro.com or calling 800-919-0157, ext. 2 so we can troubleshoot and see what's going on.
Is there any way to sync my Google Calendar with my Vagaro calendar so that I can see my Goolge Calendar items on my Vagaro calendar?
Hi Ryan. The sync is only one-way so you can't sync the Google Calendar with Vagaro, but you can sync the Vagaro calendar with Google as you already know. Feel free to submit a feature request: https://feedback.vagaro.com. This way, our development is aware of the request.
When Vagaro links to the Google Calendar. What is the refresh rate (Instant, 5 mins etc) when a new appointment is added to Vagaro to show up on the Google Calendar?
Hi Jennifer,
The refresh rate is currently every 24 hours.
I hope this helps you!
Is there any way to sync my Google Calendar with my Vagaro calendar so that I can see my Goolge Calendar items on my Vagaro calendar?
Hi Doris,
There is not a way to add events from your Google Calendar to Vagaro. The sync only allows you to add your Vagaro Appointments to Google.
We’re missing some simple support for mobile business structures.
Is there anyway for the development team to include pushing the address for delivered services in the event notes and interfacing apples “arrive by” time in calendars?
when it comes to travel time there isn’t much room for head or tail space within the software itself, and in terms of organizing my schedule being completely mobile it’s 100% dependent on traffic. It seems the decision
If there was a way to interface apples arrive by time feature in the calendar, it would alleviate so much of a headache in giving myself space to arrive early for setup, have the address right there without having to open multiple apps and my phone would act like a personal assistant without having to manually shuffle things around.
Hi Joe... I'd suggest that you put these ideas in as Feature requests (lin at the top of any support article page).
Why is the sync so slow?
Is the calendar refresh rate for my google calendar still every 24 hours? If so, any way to make it more frequent? Also some appointments will import into my google calendar but a few haven't. This is a recent issue.
Hi Karen,
I assigned you to a ticket so a support representative can look at what is going on.
Thanks,
Jamie
New appointments show up on my google calendar, but any changes to those appts in Vagaro do not transfer over to Google calendar. For example, a new booking in Vagaro on Sunday shows up in google calendar, I successfully change it to Saturday in Vagaro but it stays listed as Sunday in google cal. The changes never transfer over. Why is this?
Darin: I've put in a support request for you.
Donna
Is the sync time for Vagaro > Google calendar still 12-24 hours?
Zoe: yes.
With the updated way to add personal tasks in Vagaro, my appointments sync perfectly with my Apple calendar. But now, my personal tasks just show a hyphen instead of listing the details like it used to? So now I’m seeing “ - “ instead of the task/comment I added in Vagaro. Is there something I can do to get those details to transfer to my Apple calendar again?
Is there a way to decrease the sync time? I have multiple instructors who reference the exported Google Vagaro calendar and it makes a big difference when things are scheduled and it isn't updated within a reasonable time frame.
Hi, there. It is currently not possible to adjust the sync time. Calendars are updated every 24 hours. While the calendar sharing syncs on a daily basis, you can always check your Vagaro calendar for up-to-the-minute changes. You are also welcome to submit a feature request at https://support.vagaro.com/hc/en-us/articles/360021060374-How-to-Submit-a-New-Feature-Request.
Regards,
Kim.
Thank you Kim. The link you provided does not work for the feedback.
Sorry about that. Try this link as well: https://support.vagaro.com/hc/en-us/articles/360021060374-How-to-Submit-a-New-Feature-Request.
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