Syncing with external calendars

The Calendar Integration feature allows you to sync your SortScape visit schedule with your personal calendar applications like Google Calendar, Apple Calendar (Mac), Outlook, and more. This creates a one-way sync from SortScape to your personal calendar, so you can see your work schedule alongside your personal appointments.

You cannot import events from Google Calendar (or other calendar apps) into SortScape. See Can I import my schedule from Google Calendar? below.

Note: Your personal calendar may take time to reflect SortScape changes, depending on your calendar app’s refresh settings.

Contractors can use calendar sync too. The feed includes only visits on job runs they are assigned to, not the full company schedule.

Getting started

Step 1: access calendar sync

1. Navigate to the Schedule screen in SortScape
2. Click on the “Tools” dropdown in the upper right hand corner of the page
3. Click “Sync Calendar…” in Tools dropdown to access the integration link ⚠️ Note: Calendar sync is only available in the browser, not the mobile app.
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Step 2: copy your calendar URL

1. Your personal calendar URL will be created automatically
2. Copy the URL that appears

Step 3: add to your calendar app

Follow the instructions below for your calendar application:

Google Calendar

1. Open Google Calendar
2. On the left side, click the ”+” next to “Other calendars”
3. Select “From URL”
4. Paste your SortScape calendar URL
5. Click “Add calendar”

IPhone/ipad (apple calendar)

1. Open the Settings app
2. Scroll down and tap “Calendar”
3. Tap “Accounts”
4. Tap “Add Account”
5. Tap “Other”
6. Tap “Add Subscribed Calendar”
7. Paste your SortScape calendar URL
8. Tap “Next” and “Save”

Mac (apple calendar)

1. Open Calendar app
2. Go to File > New Calendar Subscription
3. Paste your SortScape calendar URL
4. Click “Subscribe”
5. Choose your preferences and click “OK”

Outlook

1. Open Outlook (web or desktop)
2. Go to Calendar
3. Click “Add calendar” > “Subscribe from web”
4. Paste your SortScape calendar URL
5. Give it a name like “SortScape Work Schedule”
6. Click “Import”

What gets synced

Job information

• Job Title: The Crew and Property name or Contact name depending on your settings
• Date & Time: Accurate scheduling in your timezone
• Location: Full property address
• Contact: Client name and phone number (if you have permission)
• Notes: Any job notes from SortScape
• Tags: Job tags for easy identification

Calendar details

• Calendar Name: “SortScape visits - [Your Company Name]”
• Date Range: Shows jobs for the next 12 weeks
• Updates: Refreshes automatically depending on the settings of your external calendar app

Important notes

Regenerating your URL

If you need a new calendar URL (for security reasons):

1. Navigate to the Schedule screen in SortScape
2. Click on the “Tools” dropdown in the upper right hand corner of the page (this is not accessible from the mobile app, only from the browser)
3. Click “Sync Calendar…” in Tools dropdown to access the integration link
4. Under the URL, you will see “To reset this URL and revoke access ‘click here’”
5. Update the URL in your calendar apps

One-way sync only

• Changes flow FROM SortScape TO your personal calendar
• Editing events in your personal calendar won’t change SortScape
• Always make schedule changes in SortScape

Can I import my schedule from Google Calendar?

No. SortScape cannot import events from Google Calendar, Apple Calendar, Outlook, or an ICS/iCal file.

Calendar events are usually free-form titles and times. SortScape visits need structured information such as a matching property address, whether the visit repeats (and how often), whether it is billable, work required, and invoice line details. Google Calendar does not store that information in a reliable, consistent way, so an automatic import would create incomplete or incorrect visits.

What you can do instead

If you are moving an existing schedule into SortScape, send us a spreadsheet (Excel or CSV) with the required columns. We can do a one-time import for you. See How do I import my existing customers into SortScape? for the customer/property format and the schedule import fields, including the sample templates.

After your schedule is in SortScape, use calendar sync above so visits show in Google Calendar going forward.

Security & privacy

• Your calendar URL contains a unique security token
• Don’t share your calendar URL with others
• Each user gets their own personalised URL
• Regenerate your URL as described above if it’s compromised

Visit ordering

SortScape automatically prepends crew and position information to visit titles to encourage proper sorting in your calendar app for any visits that don’t have a specified start and end time. While we don’t control how your specific calendar application sorts events, this naming convention helps maintain the same visit order as your SortScape schedule in most popular calendar applications.