Sharing Your Calendar
You can share your EventWorks diary in two ways: create a public diary link for other people to view in a browser, or copy your personal calendar address to subscribe in another calendar app.
Getting There
Go to Diary from the main menu.
On the diary page, use:
- Show calendar address to copy an iCal subscription link
- Share to create a public diary link
- Manage Sharing to review, edit, or delete existing shared links
Note: You must be able to access Diary to use these options. What you can share may still reflect your own team and diary access.
Overview
Calendar sharing lets you give people access to diary information without giving them full EventWorks access.
There are two sharing options:
- Public share link for viewing a web-based calendar in a browser
- Calendar address for subscribing in Outlook, Apple Calendar, Google Calendar, or another calendar app
| Option | Best for | Sign-in required |
|---|---|---|
| Public share link | Giving someone a browser-based view of selected diary information | No |
| Calendar address | Subscribing to your diary in an external calendar app | No, but the link is private |
Key Concepts
Public Share Links
Public share links open a browser-based version of your diary without requiring a login. When you create one, you choose which teams, statuses, venues, and event details are visible.
This is useful when someone needs to view a calendar in a browser but does not need full access to EventWorks.
Calendar Address
Your calendar address is a private subscription link. It reflects the current diary filters in the link you copy.
Warning: Anyone with this address can subscribe to the feed, so treat it like a private link.
What the subscription feed includes
To keep the feed fast and reliable, the calendar address returns a rolling window of events around today rather than your entire diary history:
- Events from the past 3 months
- Events up to 12 months in the future
- Up to 2,000 events in total — if more events fall within the window, only the earliest ones are included
These limits apply only to the subscribed feed. They do not affect what you see inside EventWorks itself or what appears on a public share link.
How To Share Your Calendar
Create a public diary link
- Open Diary.
- Apply any filters you want first, if needed.
- Click Share.
- Enter a name in Token name.
- Choose which teams, statuses, and venues should be visible.
- Tick the event details you want to share.
- Select any extra fields you want people to see in the event pop-up.
- Click Create token.
- Copy the generated link.
The share form can include options such as:
- Token name so you can recognise the link later
- Teams to control which teams appear
- Event statuses to control which event stages are visible
- Venues to limit the share to selected locations
- Visible information such as client name, event name, status, resources, and description
- Additional pop-up fields for more event detail
Copy your calendar address
- Open Diary.
- Set any filters you want included in the subscription link.
- Click Show calendar address.
- Click Copy calendar address.
- Paste the link into your external calendar app as a subscription or internet calendar.
Manage existing shared links
- Open Diary.
- Click Manage Sharing.
- Review the existing shared links.
- Use Edit to change a shared link, or delete a link you no longer need.
Changes you save apply to the existing URL. Deleting a link stops it from working.
How Shared Calendars Behave
Public diary links usually let recipients:
- switch between supported calendar views
- move through different dates
- click entries to open the shared event pop-up
Calendar subscriptions behave differently:
- they appear inside the external calendar app you subscribed from
- they refresh based on that app's sync schedule
- they reflect the diary data included in the subscription link
What Recipients Can See
People using a public share link can usually:
- open the diary in a browser without signing in
- switch between supported calendar views
- click an event to open its details pop-up
They only see the information you included when creating or editing that shared link.
Settings & Configuration
If shared calendars do not show what you expect, check:
- the filters that were active when the link was created or copied
- which teams, statuses, and venues were included
- whether your account uses diary visibility restrictions
- whether the relevant fields were enabled in the sharing options
If you need to change the calendar data available to other people, edit the existing shared link rather than creating a completely new one unless you want a separate URL.
Frequently Asked Questions
Q: Does a public share link require a login?No. Anyone with the link can open the shared diary in a browser.
Q: Can I create more than one shared link?Yes. You can create different links for different audiences.
Q: If I edit a shared link, do I need to send a new URL?No. The same shared URL continues to work with the updated settings.
Q: What happens if I delete a shared link?That link stops working.
Q: Does the calendar address update automatically in my external calendar app?Yes, it is intended as a subscription feed. How often it refreshes depends on the calendar app you use.
Q: An event is missing from my subscribed calendar — why?The subscribed feed only includes events within a rolling window (past 3 months to 12 months ahead) and is capped at 2,000 events. Anything outside that window — or beyond the event cap — will not appear. Events further in the future will start appearing as their start date moves inside the window. If you need to see older or further-future events, view them inside EventWorks directly rather than through a subscribed calendar.