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Connecting an External Calendar (iCal, Google, Outlook, etc.)

Cliniko lets you connect an external calendar so that your Cliniko schedule can be viewed from other calendars like iCal, Google Calendar, and Outlook. You can connect any calendar that allows you to subscribe to an iCalendar.

One thing to keep in mind is that this is a one-way sync, so if you make updates to your schedule while logged into Cliniko, those updates will be pushed to your external calendar. However, if you make updates to your schedule on your external calendar, they won't be pushed back to Cliniko.

Step One: Enabling Your External Calendar

As a practitioner, you can enable external calendars for your account. Here's how to do this!

  1. In the bottom left-hand corner, you'll see your name. Click on it and then select My Info.
    Cliniko__Settings.png
  2. In the Practitioner Information panel, tick the Enable external calendar option.
  3. This will give you your unique URL for your personal calendar feed. Below is an example of what this looks like.

Please keep this URL secure, as anyone with this address can subscribe to your calendar. If you ever need to, you can disable and re-enable the external calendar and it will issue you a new URL.

Step Two: Connecting Your External Calendar

You can connect to any external calendar that allows for subscriptions to an iCalendar. We've provided you with some example instructions for some of the most popular calendars, such as:

Calendar for Mac

  1. Open Calendar for Mac.
    mac-cal-icon.png
  2. Go to the File menu and choose New Calendar Subscriptionsubscribe.png
  3. Enter the calendar URL that you enabled in the earlier part of this guide. Then press the Subscribe button.
  4. Configure your calendar by choosing a name and setting the auto-refresh period. We recommend every hour (this means that your Mac calendar will check for any new appointments every hour). Then choose "OK."
    mac.png
    After a few seconds, your calendar should be ready and will show up in your list of "Other" calendars.

And that's it for syncing your Cliniko calendar with your Mac calendar!

Calendar for iPhone

  1. On your iPhone, find the Settings app.
    settings.png
  2. Find the Mail, Contacts, Calendars setting.
    calendar.png
  3. Select Time Zone Override. 
    override.png
  4. Make sure that Time Zone Override is turned on. This ensures that event dates and times on your calendar will always display in the selected time zone. If it's turned off, your events will display according to the time zone of your current location.
  5. Go back to the main calendar settings, and click Add Account.
    accounts.png
  6. Select Other.
  7. Go to Add Subscribed Calendar.
    subscribed.png
  8. In the Server field, type in address of your External Calendar feed and then click Next. (The address is quite long, so you may find it easier to log into Cliniko on your iPhone, head to the My Info tab, copy the address, and then go back to Settings on your iPhone and paste the address directly into the Server field.)
    server.png
  9. Edit the description of your calendar (this is optional) and click Done.
    description.png
  10. Your calendar will now display as one of the Subscribed Calendars on your iPhone.
    cal.png
  11. Now, go to your Calendar app and select "Calendar" from the bottom.
    ical.png
    You should now see your new Cliniko calendar under the heading that says Subscribed.
    calendar.png

And that's it for syncing your Cliniko calendar with your iPhone calendar! 

One thing to note: if you upgrade to a new iOS (the iPhone's operating system; the latest version is called iOS 8), you may experience a broken sync. If this happens, remove the subscribed calendar and repeats the steps above to get the sync set up again.

Google Calendar

  1. Sign in to your Google account.
    login_page.png
  2. Go to your calendar, and select Other Calendars. From the menu, choose Add by URL.
    first_step.png
  3. Enter the calendar URL that you enabled in the earlier part of this guide, and then then select Add Calendar.
    adding_url.png
  4. After a few seconds, your calendar will appear on the left side of the page.
    after_import.png
  5. Rename the calendar by selecting Calendar settings.
    settings.png
  6. Enter the correct name in Calendar Name field, and click Save.
    renaming.png
    When you go back to your calendar, it will now display under the name that you have just set up.
    done.png 

Microsoft Outlook

This guide is based on Microsoft Outlook 2010 for PC. The procedure is similar for other versions of Outlook.

  1. Open Outlook.
    Screen_Shot_2013-08-30_at_10.24.49_AM.png
  2. Click on File, then Account Settings, then Account Settings again.
    BARTLEWIS-PC_-_Remote_Control-2.png
  3. Click on the Internet Calendars tab, and then click New.
    BARTLEWIS-PC_-_Remote_Control.png
  4. Enter the calendar URL that you enabled in the earlier part of this guide, and click Add.
    BARTLEWIS-PC_-_Remote_Control.png
  5. Give your calendar a name, tick the download attachments box, then click OK, and then click Close.
    BARTLEWIS-PC_-_Remote_Control.png
    At this point, if you check your calendar, you won't see any of your Cliniko appointments. You will either need to wait for your regular send/receive cycle (which is usually 30 minutes by default), or manually click Send/Receive. To do this, click on the Send/Receive tab, and then click Send/Receive All Folders.
    BARTLEWIS-PC_-_Remote_Control.png
  6. Go to your calendar, check the box that says "appointments", and your Cliniko calendar will show up in Outlook.
    BARTLEWIS-PC_-_Remote_Control-2.png

And that's it! You're all set with syncing your Cliniko calendar with your Outlook calendar!

Changing Privacy Settings for External Calendars

You can also change the privacy settings of external calendars for your entire Cliniko account. (You'll need to be an administrator in order to do this.) You can find this option under Settings → General.

Find the header that says External Calendar Privacy. You can choose the patient name display here. You can choose from first name, full name, or initials. This will apply to external calendars of all practitioners within the Cliniko account.

Screen_Shot_2013-04-18_at_9.25.12_PM.png

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Comments

  • Avatar
    David Birley

    Works perfect. Great job guys!!!

  • Avatar
    Joel Friedlaender

    Awesome David...  you didn't waste any time.  What did you connect to?

  • Avatar
    David Birley

    Connected to iCal - got it running through the mac app fantastical, and pushed to my iPhone & iPad... 

    The thing I like the most is just going to the calendar on the iPhone, just clicking the phone number of the patient - and being able to send a text or call - it's something i do pretty much on a daily basis - now it's just way faster... ;-)

  • Avatar
    John

    great job congratulations guys 

  • Avatar
    Terry Wharton

    Hi Joel, 

     

    Great feature.  I have just made a new calendar by URL in Google Calendar, my calendar of choice, and all entries have arrived, but set at GMT (0.00).  This means tat my entries are all timed for the middle of the night.  I must be missing a setting.  Looked and cannot find it. Any suggestions to get it to work to Saskatchewan time ??  Regards,   Terry

  • Avatar
    Terry Wharton

    Joel, Also just noticed that I only have the first name of the patient, no last name.  First name is helpful, but have 10,000 patients in my register.  Is this on purpose or is it a glitch  Terry

  • Avatar
    Terry Wharton

    Joel, I found the setting for the name in the general section, changed it and now waitig for the url calnder to update my google calendar.  Still got a problem with the time.  It appears my general settings determine the display of times in calanders.  Is there a missing piece of code ? seems GMT is a default. Sure you will get it fixed.  Thanks  Terry

  • Avatar
    Bartosz Pochodaj

    I have added description how to connect appointment feed with Google Calendar. I hope it will be helpful. 

    Bartosz 

  • Avatar
    Bartosz Pochodaj

    Hi Terry, can you just check and confirm if I understood you right and time zone which is set for your Account in Cliniko (Settings -> General) is different than the time zone set for User whos calendar you are importing to Google Calendar? I understand from your comment that they are different. That might be the reason because indeed at the moment we use your account's time zone (the one from Settings -> General) to convert time of appointments for external calendar feed. 

    Thanks,

    Bartosz  

  • Avatar
    Tyraus Farrelly

    Hi Joel,

    Thanks for this great update, now we can see our schedule even if Cliniko server goes down, great work guys!!

    I am also having a problem with Google calendar.  Appointments seem to have popped up everywhere, late pm appointments, even Saturday which is blocked in Cliniko.  Also checked time zones which are both set the same in Cliniko and Google Calendars.

    Seems fine in outlook though.

    Some suggested tweaks:

    1. Not showing unavailable appointment types - I use these as re-occuring events with my wife's rotating roster for kids school pick-ups, meetings etc.

    2. Would like to pick what info is shown IE; don't need clinic address but would like appointment notes, (particularly online appointment notes) and contact info of patient.

    Again great work!

    Tyraus

  • Avatar
    Joel Friedlaender

    Hi Tyraus,

    We'll look into Google Calendar more and see if we can sort out what's happening with the time zones.

    1. WIth unavailable types, you do or don't want to see them?

    2. Agreed.

  • Avatar
    Tyraus Farrelly

    Would like unavailable appointment types shown in external calendars, as currently doesn't show.  A choice to either show or not show unavailable appointments would also work and possibly be a more flexible option!

    Cheers, Tyraus

  • Avatar
    Joel Friedlaender

    Ok, I didn't realise they weren't.  I think we'll just add them.  We try to keep options to a minimum unless needed.

    Thanks.

  • Avatar
    Libby Thompson

    Hey. Just set it up on ical on my mac and it worked beautifully. Thanks so much Team Cliniko!! ;-)

  • Avatar
    Bartosz Pochodaj

    Hi,

    @Tyraus we are about to release fix that should sort out your time zone issue and generally time zones issues with Google Calendar

    Bartosz

  • Avatar
    Ian Lawson

    How do I sync the calendar to iCal, without first going through any other external calendar? (eg. google, outlook, etc.) I only use the iPhone calendar directly to enter stuff into my diary.

  • Avatar
    Joel Friedlaender

    Hi Ian,

    We'll update the guide soon but on your phone go to Settings > Mail, Contacts and Calendars.

    Click Add Account... and choose "Other".  Then select "Add Subscribed Calendar".

    Now you can enter the address Cliniko gave you and you should be right (it will take a while to type it in... sorry!)

    Joel

  • Avatar
    Ian Lawson

    That's wild. It worked! My whole life is in one easy to manage place now. Thanks Cliniko for helping me remember that there's no such thing as separation between work and personal life. :-)

  • Avatar
    Joel Friedlaender

    @Ian, Innovation is all about crossing boundaries

  • Avatar
    Tyraus Farrelly

    Hi Guys,

    How is the fix for Google calendars going?

    Has anyone found an android calendar app that displays Cliniko correctly and that has widgets?

    Thanks, Tyraus

  • Avatar
    Joel Friedlaender

    Hi Tyraus,

    We should get it out in the next day or so, we are just testing and reviewing the change.

    Joel

  • Avatar
    Silverstone Sports & Remedial Massage

    Great Job as ever Joel and your team.

    I am sync'ing this with both ical and because I SCREWED up and got a Samsung phone, Google Calendar.   In the latter, it does not seem to support British Summertime settings (GMT +1).

    Also unavailable entries do not show. PLEASE would it be possible for these to be an option?

    thanks again.

    Nick

    PS Still loving Cliniko!

     

     

  • Avatar
    Joel Friedlaender

    @Nick We have a fix for time zones that we are just testing now, we hope to release tonight.  This fix also contains the change to include unavailables, so they'll be there soon.

  • Avatar
    Joel Friedlaender

    We just released the update fixing Google Calendar time zone issues and also including unavailable blocks in the integration.  Please do let us know if this has fixed the time zone for you.

    It may take up to a day to take effect, but for most it should be nearly instant.

    https://support.cliniko.com/entries/21541669-Fixed-time-zone-issue-and-added-unavailable-times-to-iCal-integration

  • Avatar
    Bartosz Pochodaj

    Hi, I have just added info how to sync your Cliniko Calendar directly with your iPhone. I hope it will be helpful. 

  • Avatar
    Christina Becker

    Great. Thank you so much for doing this.  Very happy.  

  • Avatar
    Tyraus Farrelly

    Hi Guys,

    Changes now show correct appointment times on Google calendar, great work!

    I am still having a problem with the syncing of Google calendar and Cliniko.  Two changes where made to Cliniko this morning, one by myself and one online booking, changes only showed on Google calendar late this afternoon.  Can't see any setting for sync frequency in Cliniko or Google Calendar, is this something from your end or  settings in Google Calendar?

    Thanks, Tyraus

  • Avatar
    Joel Friedlaender

    @Tyraus, I did some looking around.  Apparently google claim refreshing at least every 24 hours and most people are claiming it happens around every 6 hours.  There is no setting for it.  We'll see if we can find out anything else, but it's not looking like something we can control.

  • Avatar
    John

    Whilst i love what you have delivered i still have an issue with notifications as the calendar does not prompt for up and coming or new appointments and there is no notification of new appointments taken by the clinic. The missing link is to deliver a text or email to the practitioner in the same manner as on-line bookings. This option may be selected at the practitioner profile. Personally i happened to be out and a booking was taken no notification on my iPhone other than on arrival back to clinic. We use Gretchen and hence there is no permanent receptionist at clinic. If the on-line booking system can do this why cant that option be available for non-on-line bookings. 

  • Avatar
    Rhys Donovan

    I agree John, we could also do with some sort of notification for last minute changes. Choice of email or SMS for changes on the current day would be fantastic  (or none if you don't need it).

    Using a virtual receptionist makes it really hard to be notified when such events occur (especially when the V.R wants $2 per sms they send to us!). I realise there's the dashboard they can and do use, but the dashboard isn't available on the mobile site, and even when using the standard desktop version the dashboard doesn't notify of new messages until it's been refreshed.

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