Calendar Integration (Google, Outlook, Apple, etc.)

See your Hero Schedule shifts and time off alongside in your Google Calendar, Apple Calendar, Outlook, Skylight, or any other calendar that supports the iCal format. A calendar subscription keeps a read-only copy of your schedule in that app, including the past six weeks and the next three months. Your calendar app checks for updates periodically.

First, copy your calendar link

1. Sign in to Hero Schedule and open Menu > My Settings.
2. Find Calendar subscription and enable it if needed.
3. Select Copy link.

Keep this link private. Anyone who has it can view your schedule, time-off details, and included notes without signing in to Hero Schedule. If your link becomes compromised, use Reset link -- old links will no longer work.

Use the link in your app's subscription settings below. Opening or downloading an .ics file and importing it usually creates a one-time copy that will not receive future changes.

Google Calendar

Set this up in a computer web browser. Google Calendar's Android, iPhone, and iPad apps cannot create a new URL subscription.

1. Open Google Calendar with the Google account you want to use.
2. Find Other calendars in the left sidebar and select the + beside it.
3. Choose From URL.
4. Paste your Hero Schedule calendar link, then select Add calendar.

The subscription appears under Other calendars. After adding it, open the Google Calendar app on your phone with the same account and check that the calendar is selected in the app's menu. If it is missing, check the app's calendar sync settings.

Use From URL, rather than the option that asks for another person's email address. Your Hero Schedule link supplies access to this subscription; you do not need to make your personal Google calendar public. Google setup instructions, Google mobile guidance

Apple Calendar on iPhone or iPad

1. In the Calendar app, open Calendars.
2. Choose Add Calendar > Add Subscription Calendar.
3. Paste your Hero Schedule link. On iOS/iPadOS 26 or later, select Find; older versions may show Subscribe.
4. Give the calendar a name and choose a color.
5. If you want it on other Apple devices, select iCloud for its account and use the same Apple Account on those devices.
6. Finish with Done, or Add on older versions.

The subscription is separate from your personal calendar, so you can show or hide your work schedule from the Calendars list. Apple setup instructions

Apple Calendar on Mac

1. In Calendar's File menu, choose New Calendar Subscription.
2. Paste your Hero Schedule link and select Subscribe.
3. Set the calendar's name and color. Choose iCloud as its location if you want it available on your other Apple devices.
4. Select OK to finish.

To adjust how often Calendar checks for updates, Control-click the subscription's name, choose Get Info, and change Auto-refresh. You can also use View > Refresh Calendars to request an update. Apple subscription instructions, Apple refresh settings

Microsoft Outlook

Outlook on the web and new Outlook for Windows

1. Open Outlook's Calendar view.
2. Select Add calendar > Subscribe from web.
3. Paste your Hero Schedule calendar link and enter a calendar name if prompted.
4. Complete the subscription with Import or Import and Save, depending on your version.

Although the final button may say Import, Subscribe from web creates an updating subscription. Upload from file creates a static copy instead. Microsoft web instructions, Microsoft new Outlook instructions

Classic Outlook for Windows

1. Open Calendar.
2. On the ribbon, select Open Calendar > From Internet.
3. Paste your Hero Schedule calendar link and select OK.
4. Accept any confirmation to add the subscription.

If the desktop app fails to add the calendar, try subscribing through Outlook on the web using the same account. Microsoft documents this as a workaround for some Internet-calendar connection problems. Microsoft desktop guidance

Skylight Calendar

You can add the Hero Schedule link directly in the Skylight app.

1. Open the Skylight app and select My Skylight.
2. Go to Synced Calendars > Sync new calendar.
3. Choose Calendar URL.
4. Paste your Hero Schedule link into the calendar URL field.
5. Select Done.

Skylight calls the field “Calendar public share URL.” Paste your private Hero Schedule subscription link there; you do not need to publish it elsewhere. This is a one-way subscription: make schedule changes in Hero Schedule. Skylight setup instructions

What to expect after setup

Calendar name. Look for Work (Hero Schedule), or Work (ShiftBid) if your organization uses ShiftBid. Some apps ask you to choose a name instead.

Work and time off. Both appear as separate events. Pending time off includes “Pending” in its title.

Updates. Changes are not instant. Our code suggests to your calendar service a four-hour refresh interval, but your calendar service controls when it checks. Microsoft notes that Outlook updates can sometimes take more than 24 hours.

Schedule history. The date window moves forward each day. Events older than six weeks stop being included and may disappear from your calendar.