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Sync with my calendar

FoxPlan can publish into your company calendar the items you are committed to: the tasks you are assigned to, the ones you are "in charge" of, and your Kanban cards.

User profile → Calendar sync tab

How it works​

FoxPlan exposes a read-only calendar (iCalendar / .ics format) at an address that is yours alone. You paste that address into your calendar, which then re-reads it regularly.

What this means in practice:

  • No install, no connector to authorize. No administrator consent to obtain from Google or Microsoft.
  • Every mainstream calendar works: Google Calendar, Outlook / Microsoft 365, Apple Calendar, Thunderbird, and any client that can subscribe to a URL.
  • FoxPlan never writes into your mailbox. The sync is one-way, from FoxPlan to your calendar. Moving an item in your calendar changes nothing in FoxPlan.
  • Independent from SSO. Whether your company signs in with a password, Google, Microsoft or SAML, the subscription works the same way.

Turning the sync on​

  1. Open Profile → Calendar sync.
  2. Tick Synchronise my FoxPlan items with my calendar.
  3. Choose the items to synchronise (see below).
  4. Click Save.
  5. Copy the subscription URL and add it to your calendar.

While the box is unticked, the address stays valid but the calendar is empty.

Choosing what gets published​

The three scopes are exactly the options of the My activity view:

ScopeContentPeriod published
Resource allocationsThe tasks you are assigned toThe days actually allocated
In charge — planningThe planning tasks you are "in charge" ofFrom the task start to its end
In charge — kanbanThe cards (story, bug, subtask) you are "in charge" ofFrom the card start to its end

You can tick all three, or keep just one. A task that falls under several scopes appears only once.

Automatically excluded: closed tasks and archived projects.

For the Allocations scope, only the days actually allocated produce an event, and non-consecutive days are split into separate events: an allocation running Monday to Friday does not spill over the weekend.

All-day events​

FoxPlan thinks in days, not hours: a task has neither a start time nor an end time. Items are therefore published as all-day events, shown in the band at the top of your calendar rather than inside a time slot.

They are marked "free" rather than "busy": they inform you without blocking your slots or skewing availability lookups.

Each event contains:

  • Title — Project name — Task name
  • Description — the project, the progress, and the links
  • Links — first a link to enter your time in My activity, then a link straight to the task or card in FoxPlan (it will ask you to sign in if needed)

Adding the subscription to your calendar​

Two shortcuts are offered in the tab: Add to Google Calendar and Open in my calendar app. Otherwise, manually:

  • Google Calendar — Other calendars ▸ + ▸ From URL, then paste the address.
  • Outlook / Microsoft 365 — Add calendar ▸ Subscribe from web, then paste the address.
  • Apple Calendar — File ▸ New Calendar Subscription, then paste the address.
  • Thunderbird — New calendar ▸ On the network ▸ iCalendar (ICS).

Refresh frequency​

It is your calendar, not FoxPlan, that decides how often it re-reads the feed. In practice: a few hours for Outlook, up to 24 h for Google Calendar, configurable in Apple Calendar.

A change made in FoxPlan therefore does not appear instantly in your calendar. For a real-time view, use My activity inside FoxPlan.

Keeping the address safe​

warning

The subscription address acts as a password. Anyone who obtains it can read your schedule, without signing in to FoxPlan. Do not share it and do not publish it.

The address contains a secret token specific to your account. If you believe it has leaked — or simply as a precaution — use Regenerate the address: the old one stops working immediately. Calendars already subscribed stop updating; you will need to paste the new address there.

Known limitations​

  • One-way sync (FoxPlan → calendar). Changes made in your calendar do not flow back.
  • Published window: 3 months back and 12 months ahead, to keep the feed light to re-read.
  • Refresh delay imposed by the calendar client (see above).

See also​