iCalendar for Employees
Contents
Overview
iCalendar allows you to see your schedule in the calendar program on your computer or mobile device. This user guide describes how to subscribe to the iCalendar.
Calendar Applications
The iCalendar module of eTime Xpress publishes employee schedules to iCalendar files. Programs and applications such as Google Calendar and Outlook can subscribe to iCalendar files that have been made available over the internet. Other applications can subscribe to iCalendar files; only Google Calendar and Outlook are described in this document.
Timing and frequency of updates
eTime Xpress publishes an employee's schedule to an iCalendar file that can be read by a calendar application. Generally, eTime Xpress will regenerate iCalendar files once per hour so the most current schedule is available.
Although eTime Xpress regenerates iCalendar files hourly, employees will not see those changes in their calendar application until the app downloads the most recent iCalendar file. The frequency which calendar applications download iCalendar files varies – some applications allow for the end user to initiate a manual download while others download iCalendars on a set schedule (e.g., once every 24 hours).
Team Xpress setup
The employee's schedule is written to an iCalendar file that is published to the internet. The internet address or URL of the file is shown on the Preferences tab of the employee's Team Xpress User Profile. The employee enters this URL into the calendar application when subscribing to their schedule.
The iCalendar file will be updated periodically with the latest version of the employee's schedule. Tap 'Update iCalendar' to update the file immediately, rather than waiting for the next automatic refresh cycle. This will make the latest schedule available immediately on the web. Note however that the new schedule will be visible in the calendar application only after the app refreshes its view, either automatically or manually.
You can change the URL of the file by tapping 'Get New URL'. You might want to do this if the URL has become known to others. Note that if you get a new URL then you will have to re-subscribe any calendar applications with the new URL.
Get New URL
The first time the employee goes to the Preferences screen he must do 'Get new URL'. This will generate the unique link for that employee. Using the URL that is originally shown will cause difficulties, because the URL is valid only after pressing 'Get new URL'.
A URL with two slashes next to each other indicates that 'Get new URL' needs to be done.
A NOTE ABOUT EXAMPLES
In the examples, the calendar product may have changed since the time when this user guide was written. The examples should still serve as a general indicator for how to subscribe.
If you notice that things are no longer up to date, feel free to send your comments to support@celayix.com
Google Calendar
You can subscribe to the eTime Xpress iCalendar file in Google Calendar. Once subscribed, Google Calendar periodically checks for updates to the iCalendar file.
The Google calendar can be viewed on many platforms and devices that access the associated Google account.
Subscribing to the iCalendar
Sign in to your Google account in a web browser. Click on Calendar in the strip at the top of the web page, or go to http://calendar.google.com.
Click the down-arrow next to Other Calendars on the left of the screen. Then click Add by URL.
Enter the URL. For accuracy, copy/paste the URL from the Team Xpress preferences page. Click Add Calendar.
Viewing the calendar
Click on an individual calendar item to see the scheduled shift details. 
Click on More details to see the full customer and site name, the break amount, and the notes.
Reminders
You can set reminders for all events in this calendar. See the Google help page for details: https://support.google.com/calendar/answer/37242?hl=en
Updating the calendar
Google Calendar will re-download the iCalendar file automatically on a regular basis. This period is independent of the frequency that eTime Xpress updates the iCalendar file. Google Calendar refreshes its view based on its own schedule, typically once every 24 hours. This is not configurable by the user.
Google Calendar does not provide a manual method of refreshing its view of the iCalendar file.
Outlook 2010 / 2013
You can subscribe to the eTime Xpress iCalendar file in Outlook 2010 / 2013. Once subscribed, Outlook periodically checks for updates to the iCalendar file. You may also manually check for updates by pressing F9.
Subscribing to the calendar
Go to the Calendar view. On the Home tab ribbon, click the Open Calendar button. Click from Internet.
Enter the URL from Web Xpress. For accuracy, copy/paste the URL from the Team Xpress preferences page.
Click OK.
Click Advanced to configure the subscription.
Change the Folder Name to something meaningful and identifiable, e.g. the employee's name. This can be useful if you subscribe to multiple eTime Xpress calendars.
Click OK.
Click Yes.
The calendar name appears in the list of Other Calendars on the left. 
Viewing the calendar
Click on an individual calendar entry to show the scheduled shift details. 
Updating the Outlook calendar
Outlook will re-download the iCalendar file automatically on a regular basis. This period is independent of the frequency that eTime Xpress updates the iCalendar file. To configure the interval, click on the Review tab, click Send/Receive Groups in the Send & Receive group of items, and then click Define Send/Receive Groups. Set the number of minutes as required.
You can manually download the iCalendar file by performing a Send/Receive (typically by pressing F9).
Remember that Outlook downloads the most recent iCalendar file that has been generated by eTime Xpress, which operates on its own schedule (typically every 60 minutes).
Outlook 2007
You can subscribe to the eTime Xpress iCalendar file in Outlook 2007. Once subscribed, Outlook periodically checks for updates to the iCalendar file. You may also manually check for updates by pressing F9.
Subscribing to the calendar
Select Data File Management from the File menu. Select the Internet Calendars tab. Click New.
Paste the iCalendar file URL into the field, and then click Add. 
Configure the subscription. Change the Folder Name to something meaningful and identifiable, e.g. the employee's name. This can be useful if you subscribe to multiple eTime Xpress calendars. 
Click OK.
This will go back to the Account Settings page. Click Close.
The calendar name appears in the list of Other Calendars on the left. 
Viewing the calendar
Click on an individual calendar entry to show the scheduled shift details.
Updating the Outlook calendar
Outlook will re-download the iCalendar file automatically on a regular basis. This period is independent of the frequency that eTime Xpress updates the iCalendar file. To configure the interval, click Options on the Tools menu. On the Mail Setup tab, click the Send/Receive button. Set the number of minutes as required.
You can manually download the iCalendar file by performing a Send/Receive (typically by pressing F9).
Remember that Outlook downloads the most recent iCalendar file that has been generated by eTime Xpress, which operates on its own schedule (typically every 60 minutes).
Apple iOS Devices
The built-in Calendar app in iOS devices (iPhone, iPad, iPod Touch) can subscribe to iCalendars.
Email the .ics link to yourself and open the email on the device. Tap the link. You will be asked if you want to subscribe to the calendar. Tap Subscribe. The calendar will be added. Tap View Events. The day's events are listed under the calendar. Tap the event to see its details. 
Instead of emailing the .ics link, you can add the link manually. Go to Settings. Go to Mail, Contacts, Calendars. Go Add Account, Other. Go to Add Subscribed Calendar. Copy/paste the .ics link into the Server field, and then tap Next. Tap Save.
Other Calendar Applications
Numerous devices and applications can subscribe to internet calendars.
Android Phone
All Android phones have an associated Google account. Subscribe to the appropriate iCalendar in the Google Calendar account that is associated with your phone. Once you have subscribed, the calendar should appear in the phone's native calendar application.
Others
See the device or app's documentation for details.
Quick Checklist
To publish an employee's eTime Xpress schedule to the internet, follow these steps:
- Login to Team Xpress, and go to the User Profile section.
- On the Preferences tab, if there is no URL then tap Get New URL.
- Tap Update iCalendar.
- Take note of the full iCalendar URL. (It starts with http and ends with ics.)
- Setup the calendar application using the iCalendar URL.