Calendar subscription (iCal feed) for bookings

What it does

Charter companies can subscribe to their bookings from Google Calendar, Outlook or Apple Calendar using a link. They can subscribe to one calendar per boat, or to one calendar covering all their boats. The calendar app fetches the link regularly, so new, changed and cancelled bookings show up on their own.

How to use it

In Settings → Yacht settings, select a boat and open its menu (⋯). Under Print Yacht Details there are two new options:

• Show Calendar Subscription: the link for the selected boat.
• Show Calendar Subscription for all Boats: one link for the whole fleet.

Each option opens a popup that shows the full link, a short how-to, and a Copy to clipboard button. In Google Calendar, the user then adds the link under Other calendars → From URL.

Calendar content

• Calendar name: Boat name (model) for a single boat, or <Company name> - Booking Manager for all boats.
• Events: one all-day event per booking, from check-in day to check-out day. The check-out day itself isn't shaded, so back-to-back charters don't overlap.
• Title: Guest name, 6 pax, 7 nights - Option. If no guest is entered, the client name is used. Parts without a value are left out. The all-boats calendar adds the boat at the front: Lady Ana (Bavaria Cruiser 46): John Smith, 6 pax, 7 nights - Option.
• Description: booking number, yacht, status, client/broker, guest (if different from the client), number of people, check-in and check-out date and time, nights, from/to base, and the reservation remarks as a note at the end.
• Included bookings: everything except cancelled bookings, expired options and offers, going back up to one year. Options are marked as tentative.
• Dates and times: follow the language of the user who generated the link, e.g. 10/10/2026 05:00 PM for en_US and 10.10.2026 17:00 for European languages.

Security

Calendar apps can't log in, so the feed is public but protected by a token in the link. Each boat has its own token, and the all-boats feed has a separate company token. A wrong or missing token returns "not found", and a boat's token can't be used to get the all-boats feed. Only logged-in users of the company can get the links. Anyone who has a link can see the bookings in it, including client names; the popup warns about this.

Adding your Booking Manager calendar

Google Calendar

You have to add it on a computer, because the Google Calendar phone app can't add a calendar from a link. After that it appears on your phone automatically.

1. Open calendar.google.com in a browser and sign in.
2. In the left sidebar, next to Other calendars, click +.
3. Choose From URL.
4. Paste the link and click Add calendar.

The calendar appears under Other calendars. If it doesn't show up on your phone, open the Google Calendar app, go to Settings, tap your account, and make sure the new calendar is switched on.

Outlook

Outlook on the web (outlook.com / Microsoft 365) and the new Outlook for Windows

1. Open the Calendar.
2. Click Add calendar.
3. Choose Subscribe from web.
4. Paste the link, give the calendar a name (e.g. the boat name), and click Import.

Classic Outlook for Windows (desktop)

1. Open the Calendar.
2. On the Home tab, click Add Calendar → From Internet….
3. Paste the link, click OK, then Yes to confirm.

iPhone / iPad (Apple Calendar)

1. Open Settings → Calendar → Accounts → Add Account.
   • On iOS 18 and later: Settings → Apps → Calendar → Calendar Accounts → Add Account.
2. Tap Other, then Add Subscribed Calendar.
3. Paste the link into Server and tap Next.
4. Tap Save.

On a Mac: open the Calendar app and choose File → New Calendar Subscription…. Paste the link and set Auto-refresh to Every hour.

Good to know

• It's read-only. You can't change bookings in your calendar. All changes are made in Booking Manager and appear in the calendar on their own.
• Updates aren't instant.
  • Google Calendar refreshes subscribed calendars only every few hours, sometimes up to 24.
  • Outlook usually updates within a few hours.
  • iPhone and Mac follow the refresh setting (on iPhone: Settings → Calendar → Accounts → Fetch New Data).
• Keep the link private. Anyone with the link can see the bookings, including client names. Share it only with people who need it, such as skippers or base staff.
• Removing it:
  • Google: hover over the calendar → ⋮ → Settings → Unsubscribe.
  • Outlook: right-click the calendar → Remove.
  • iPhone: Settings → Calendar → Accounts → choose the subscription → Delete Account.