How do I use the Google Calendar and iCal integrations?

How do I use the Google Calendar and iCal integrations?

The calendar area has three distinct functions. Choose the one that matches the direction in which you need information to move.

1. Connect Google Calendar

An instructor can authorise a Google Calendar connection from Calendar Integrations.

With sync enabled:

• confirmed FASS lesson bookings can be created in the connected Google Calendar;
• supported booking changes update the corresponding Google event;
• cancelling a supported booking removes its Google event;
• timed Google Calendar events are checked as busy time when FASS validates a booking.

The background job refreshes Google busy slots every 30 minutes. Booking confirmation also performs a live Google free/busy check when the connection is available. Google all-day events are not copied into the cached FASS busy-slot list.

Each instructor connects their own calendar. This is separate from the school team calendar inside FASS.

2. Export FASS bookings as iCal

From the relevant bookings or schedule view, use Export iCal to download an .ics file.

The export is a snapshot of the FASS bookings available to that user and scope, such as a selected school or instructor schedule. Import the downloaded file into a compatible calendar application if you want a copy there.

An exported file is not a live subscription URL. Later FASS changes do not update a file you already downloaded; export a new file when you need a current snapshot.

3. Import a public iCal busy feed

An instructor can paste a public .ics feed URL into Calendar Integrations. FASS fetches supported timed events and stores them as busy slots for booking-conflict checks.

A sync runs when the URL is saved or when Sync now is used. The background job then polls configured feeds every 30 minutes.

The current importer deliberately skips:

• recurring events containing RRULE;
• events whose times use a TZID parameter;
• all-day events;
• cancelled events;
• malformed events; and
• events outside the supported future window.

Because those events do not become FASS busy slots, add the affected time to FASS availability manually if it must block bookings. Floating iCal times without a timezone identifier are treated as UTC.

Disconnecting

Disconnecting Google removes the stored Google connection and stops future synchronisation. It does not delete calendar history already held by Google.

Removing an imported iCal URL clears the busy slots previously created from that feed. Removing or replacing an iCal import does not affect any .ics file you exported from FASS.

Privacy and access

Treat public iCal feed URLs as sensitive links and only use a feed you are authorised to connect. Exported booking files and Google events can contain lesson or customer details, so review who can access the external calendar before importing or sharing them.