Calendar sync and iCal feeds

Rotaleave offers two distinct calendar connections — pick by what you need:

• Calendar sync writes your approved leave into your own Google or Outlook calendar, so colleagues see you as busy/away.
• Calendar feeds are read-only iCal subscriptions any calendar app can follow — yours, your team’s, or the whole organisation’s leave.

Calendar sync (Google / Outlook)

Open the Integrations page from the link on your Account page (admins can also use Settings → Data → Integrations). The Calendar sync card lists two providers: Google Calendar and Outlook / Microsoft 365. Click Connect next to one, approve the OAuth consent screen, and you’re done — the card shows “Connected as [your email]”. Anyone can connect their own calendar; no admin needed. The feature itself is switched on per organisation: if the card says “Calendar sync isn’t enabled for your organisation”, contact us to switch it on.

From then on, approved leave is written straight into that calendar as an event named after the leave type, and kept updated — amend or cancel a booking and the event follows. Only approved bookings are written.

Outlook has a bonus switch, off by default: “Also set my Out-of-Office automatic replies”. With it on, your automatic reply is set for approved leave that runs over more than one day — a single day, or a half day, doesn’t trigger it.

If the card ever shows “Needs re-auth”, click Reconnect. Disconnect stops future writes; events already written stay put.

Calendar feeds (iCal)

On your Account page, the Calendar feed section mints three read-only feed URLs:

• My leave — just yours, plus your published shifts if your organisation uses the rota.
• My team — approved leave of the people who share a team with you (if your organisation has no teams, everyone).
• Whole organisation — everyone’s approved leave.

The team and organisation feeds follow the same visibility rules as the wall chart, so what you see in them depends on your role and your organisation’s leave-visibility setting; some leave may show only as “Away”. They cover time away only: a leave type that doesn’t remove presence (Working from home, say) is left out, and so are people who have been archived. Days your organisation is closed, such as bank holidays it closes on, appear in every feed.

Click Create feed, then Copy a URL (or use the webcal link) into Google Calendar, Outlook or Apple Calendar as a subscribed calendar.

Treat the URLs like passwords — anyone holding one can read that calendar. Rotaleave shows the token once only, so copy the URLs when you create them. If a URL leaks, Regenerate token (old URLs die everywhere) or Revoke the feed entirely.

Which should I use?

Use sync to block out your own working calendar automatically. Use a feed to overlay who’s-off onto a shared team calendar, a wall-mounted display, or your phone’s calendar app — no login required, updates flow in as bookings change.