Web calendars: share your schedule with a link

A training schedule, a series of workshops or a community events programme is easier to follow when everyone can return to the same calendar. Files.fm web calendars let you organise events in your browser, share a viewing link and help your audience add the schedule to the calendar apps they already use.

The shared page displays the calendar name alongside your profile image. If your profile image is your organisation’s logo, viewers can recognise who the schedule belongs to before opening an event. They can browse the shared calendar without signing in to Files.fm.

One link for the people who need your schedule

Create a clearly named calendar for a particular audience, then share its link in a message, on your website or through your usual communication channels. Recipients can open the calendar in a browser and view event titles, dates, times, locations and descriptions. The shared view is read-only: receiving the link does not let someone edit your events.

This works well for several everyday situations:

• Sports clubs: share training sessions, matches and meeting locations with players and parents.
• Course and workshop organisers: keep lesson dates and session details together so participants know where to look.
• Communities and event organisers: offer a recognisable calendar of upcoming activities that people can revisit or subscribe to.

Choose separate calendars when audiences need different schedules. A specific calendar name and a recognisable profile image make a shared link more useful than an unexplained list of dates.

Create and share your first calendar

1. Sign in to Files.fm and open Calendars.
2. Select New calendar, give it a descriptive name and choose a colour.
3. Add your events with a title, time and relevant details. Use a location and description to answer practical questions before participants need to ask.
4. Check the calendar’s access setting. Use Anyone with the link can view for a schedule you want recipients to view, then copy the calendar link.
5. Share the link with your audience. Invite people who need the full schedule to select Add to my device.

The Calendars section is also available in the document management system (DVS), where you can work with the same personal and shared calendars.

New web calendars start with link sharing enabled, so review access before adding sensitive information. Month, week, day and list views help you check the schedule. Click the date or month heading to jump to another period. On a computer, hover over an event to preview its details; the month view also shows start and end times. Recurring events are useful for regular sessions; if a series ends early, you can delete that occurrence and all following occurrences while keeping earlier ones. An event with a location also offers a map link.

Display your calendar on your website

Let visitors view your training sessions, classes or events directly on your website. In calendar settings, select Embed, copy the provided code and add it to your site. The embedded calendar is read-only. Embedding preserves your access settings: a private calendar is visible only to its owner and users with access after they sign in. If sign-in is blocked inside the embedded view, open the calendar in a separate window.

Let viewers follow the calendar on their devices

The shared page’s Add to my device action opens a single dialog with Google Calendar, Apple Calendar, Microsoft Outlook and CalDAV setup instructions. Select an option to see the steps for your app. Apple Calendar can use the offered calendar link in a compatible app. For Google Calendar, copy the subscription URL and, on a computer, open Other calendars → From URL. For Outlook, use Add calendar → Subscribe from web and paste the URL. The dialog includes instructions.

A subscription lets the receiving app fetch later changes to the shared calendar. It is read-only, and the app decides when to refresh, so changes may not appear immediately. In Outlook, updates can take more than 24 hours. An organisation’s Exchange settings may restrict web subscriptions; this is not two-way Exchange synchronisation. Adding a subscription is not supported directly in the Google Calendar mobile app; set it up on a computer first.

To synchronise a calendar through CalDAV, add a CalDAV account in a compatible app using the server address shown in the dialog and your own Files.fm login. Your account must own the calendar or have been granted access; a public viewing link alone is not enough. CalDAV supports two-way synchronisation according to your account permissions and also works with private calendars. Opening the setup dialog does not make a private calendar public.

Only interested in one event? Open its details and use its Add to my calendar action to create a Google Calendar event or download an .ics file for a compatible app. This creates an independent copy, not a subscription. Later changes to the original will not update that copy; for a recurring event, the export contains the selected occurrence.

Keep control of what you share

Anyone holding a shared link can view the calendar, so send it with that in mind. You can switch the calendar to private or generate a new link. The old link and its subscriptions then stop working, although events already downloaded to someone’s device may remain.

Open Calendars and create a schedule your audience can recognise, revisit and follow in their own calendar app.