How can I synchronise my Outlook calendar with Tagvenue?

Proper management of your venue’s availability is a very important task - keeping this section up to date gives your clients the most accurate and up-to-date information and prevents you from receiving enquiries for already booked dates. To make this task as easy as possible, connect your external calendar with Tagvenue and get the benefits from Live Availability.

Connecting your external calendar to Tagvenue allows you to automatically sync your Tagvenue calendar with your external Outlook calendar. As a result, all events added to your Outlook calendar will be visible in your Tagvenue calendar, and all events added to Tagvenue calendar will be visible in your Outlook calendar.

The first calendar synchronization takes around 15 minutes. After that, we will resync your Tagvenue calendar every 10 minutes.

Note: events added to the Tagvenue calendar may show up in your external calendar after some delay which depends on the calendar provider, and may differ from the Tagvenue sync time.

Table of contents

• How to connect an external calendar on Tagvenue?
  • Step 1: Import your calendar to Tagvenue
  • Step 2: Export Tagvenue calendar
• Troubleshooting
  • I see the “Import only” warning
  • I see the “Export only” warning
  • I see the “This is not a valid iCal link” error
  • I see the “Sync failed” error

How to connect an external calendar on Tagvenue?

1. Log in to your Venue Manager’s account on Tagvenue
2. Go to the Availability section in the main menu
   
   
   
   
3. Click the Connect your calendar button to open the calendar synchronization page
   
   
   
4. Pick the venue and the space that you want to import the calendar for and click Connect calendar.
   
   
   
5. You will be guided through a two-step process where you can set up:
   • Importing events from an external calendar to the Tagvenue calendar
   • Exporting events from the Tagvenue calendar to an external calendar

Step 1: Import your calendar to Tagvenue

1. Find the iCal link in your Outlook calendar which you want to connect to Tagvenue:
   
   
   • On your outlook account: https://outlook.live.com, go to Settings 
     
     
   • On the left panel, select Calendar -> Shared calendars:
     
     
     
     
   • Choose a calendar to be published and pick the Can view all details setting from the Select permissions menu:
     
     
     
   • Click the Publish button and copy the ICS link to you clipboard:
     
     
     
     
2. Paste the obtained iCal link to the input field, and click Import calendar
   
   
   Note: If you skip this step, no events will be imported from your external calendar into the Tagvenue calendar. We highly recommend fully synchronizing your calendar for both import and export.
   
   
3. If the importing process was successful, you will see the second step where you can export the Tagvenue calendar into your external calendar.

Step 2: Export Tagvenue calendar

1. In the Export Tagvenue calendar section, copy the generated link using the Copy link button
   
   
   
   Note: If you skip this step, no events will be exported from the Tagvenue calendar into your external calendar. We highly recommend fully synchronizing your calendar for both import and export.
   
   
2. Subscribe to the Tagvenue calendar in Outlook:
   
   
   • Open your Outlook account on https://outlook.live.com, go to the Calendar section and click Add calendar
     
     
     
   • Navigate to the Subscribe from web section and paste the iCal link copied from the Export Tagvenue calendar section
     
     
     
     
3. Go back to Tagvenue and click Done
   
   
   
   
   
4. After around 10 minutes, you should see the status of synchronization changed to Synchronized. Your Outlook calendar is now fully synchronized with the Tagvenue calendar
   
   
   
   Note: If you synchronized your calendar only for import or export (by skipping one of the steps), you will see the status Import only or Export only, instead. To fully synchronize your calendar, please click the Complete setup button and configure both import and export.

Troubleshooting

I see the “Import only” warning

If you click the Skip this step button during the process of calendar synchronization, you will see the Import only warning message. It means that every event added to your external calendar will be imported to the Tagvenue calendar, but events added only in the Tagvenue calendar will not be exported to your external calendar. We highly recommend fully synchronizing your calendar, using both Import and Export options.

What can I do?

Click the 3-dots icon, choose Disconnect from the menu and proceed with the process of synchronization again. During the Export step, instead of clicking Skip this step, proceed with exporting your Tagvenue calendar.

I see the “Export only” warning

If you click the Skip this step button during the process of calendar synchronization, you will have the Export only warning message. It means that every event added in your Tagvenue calendar will be exported to your external calendar, but events added only in your external calendar will not be imported to your Tagvenue calendar. We highly recommend fully synchronizing your calendar, using both Import and Export options.

What can I do?

Click the 3-dots icon, choose Disconnect from the menu and proceed with the process of synchronization again. During the Import step, instead of clicking Skip this step, proceed with importing your Tagvenue calendar.

I see the “This is not a valid iCal link” error

There are many things that can result in a wrong link. These are the most common:

• Typo in the link itself - make sure that you copied the whole link from your external calendar, and that there are no unnecessary characters there
• Calendar does not exist - please make sure that the calendar you want to import is a valid and existing calendar
• Calendar not public - make sure that your calendar is available for public use before you paste the link to the Import section. The best way to check if a calendar link is fine before synchronization is to paste it straight into the browser. If you see that file with the calendar is immediately being downloaded, then your link is fine.

I see the “Sync failed” error

This error means that we couldn’t import events from your external calendar into the Tagvenue calendar. You can check the connection setup in your external calendar or try disconnecting the calendar and connecting it again.