# Calendar sync — see your Mays schedule in your own calendar

Subscribe to your shifts, the full schedule or events from Apple Calendar, Google Calendar or Outlook — and what to do when they don't refresh.

For: Admins, Managers, Employees · On: Web, iOS, Android · [Help Center](https://www.mays.app/help) › [Scheduling](https://www.mays.app/help/scheduling) · Last updated October 4, 2026 · Mays Team

Mays gives every employee three **private calendar links** (iCalendar / `.ics` subscriptions) you can add to Apple Calendar, Google Calendar, Outlook or any calendar app that supports subscriptions:

| Feed | What it contains |
| --- | --- |
| **My shifts** | Only the shifts you are scheduled for — position, location, address, and any shift notes your manager wrote. |
| **Full schedule** | Every published shift at your location(s) — who works when. No wages, no notes. |
| **Events** | Dated events on the schedule at your location(s) (catering, inspections, …) as all-day entries. See [Schedule events and birthdays](https://www.mays.app/help/scheduling/schedule-events-and-birthdays). |

Find them under **Profile → Calendar sync** in the iPhone and Android apps, and on the **My Profile** page on the web.

Calendar sync needs the **Scheduling** module (part of the Pro plan and the free trial). If your organization doesn't have Scheduling, Calendar sync can't show you your links.

Each link is private to you: whoever has the link can read that feed. Don't share it — and if you did by mistake, use **Reset link** (below).

## Add to Apple Calendar (iPhone / iPad / Mac)

1. In the Mays app open **Profile → Calendar sync** and tap **Add to Apple Calendar** under the feed you want.
2. iOS opens the Calendar **Subscribe** sheet. Tap **Subscribe**, then **Done**. You can rename the calendar and pick its colour later.
3. The shifts appear right away and Calendar refreshes the subscription on its own.

Refresh frequency: **Settings → Calendar → Accounts → Subscribed Calendars → (the Mays calendar) → Remove alerts / Refresh**. Anything from *every 5 minutes* to *weekly*; hourly is a good default. Pulling down on the Calendar list also refreshes.

On a Mac, tap **Copy link** in the app (or on the web profile), then in Calendar choose **File → New Calendar Subscription…**, paste the link, and choose *Auto-refresh: Every hour*.

## Add to Google Calendar (Android / web)

1. Open **Profile → Calendar sync** and tap **Add to Google Calendar**. Google Calendar's web page opens and asks you to add the calendar — confirm.
2. If you'd rather paste it by hand: on a computer open [calendar.google.com](https://calendar.google.com), next to **Other calendars** click **+** → **From URL**, paste the link (use **Copy link** in the app) and click **Add calendar**.

**Refresh:** Google refreshes URL calendars on its own schedule — roughly **every 12 to 24 hours**. There is no way to force it from either side; a change you make in Mays now can take up to a day to show in Google Calendar. The Google Calendar app on your phone shows whatever the web calendar has.

**Outlook:** *Add calendar → Subscribe from web*, paste the link. Outlook refreshes a few times a day.

## How updates reach your calendar

- Your calendar app **pulls** the feed; Mays never writes into your calendar. Depending on the app, updates can take from a few minutes up to 12 hours (Google: up to 24 h) to appear.
- Every shift keeps a stable identity in the feed, so when a manager **edits** a shift it updates in place at the next refresh — no duplicates.
- A shift that is **unpublished, deleted, reassigned or traded away** leaves the feed, and your calendar removes it at the next refresh.
- Drafts never appear. Only published shifts do.
- The feed covers the current schedule week **4 weeks back and 12 weeks ahead**. Older weeks drop off the feed; your calendar app may keep or remove them depending on its settings.
- Under each feed the app shows **Last synced by your calendar** — the last time any calendar actually pulled that link. If it says *Not connected yet*, no app has fetched the link; if it's hours old, your calendar app simply hasn't refreshed yet.

## Reset link

**Reset link** replaces the private link with a new one. The old link stops working immediately (any calendar still using it gets nothing and stops updating). Use it when you shared a link by mistake or want to disconnect a device you no longer have. Afterwards, add the new link again in the calendar app(s) you use.

## Troubleshooting

- **"Calendar link not found"** — the link was reset, or you no longer have access to that organisation. Open Calendar sync in the app and add the current link.
- **Times look off** — feeds carry exact instants; your calendar shows them in the device's time zone. If you're travelling, the shift is still at the store's local time.
- **Nothing shows in Google** — Google can take up to a day to fetch a newly added URL calendar. The **Last synced** line in the app tells you whether Google has pulled it yet.

## Related articles

- Getting started: [Welcome to Mays](https://www.mays.app/help/getting-started/welcome-to-mays) — What Mays does, where to sign in on the web, iPhone and Android, who does what, and how plans and the free trial work — the two-minute tour for a new team.
- Scheduling: [Schedule events and birthdays](https://www.mays.app/help/scheduling/schedule-events-and-birthdays) — Mark catering orders, inspections and other one-off days on the schedule, with a morning reminder for that day's staff. Birthdays show on the schedule too.

## Still need help?

Send us a support request and a real person on the Mays team will get back to you.

[Contact support](https://www.mays.app/contact?topic=support) · [Call +1 (561) 286-3939](tel:+15612863939)

Canonical: https://www.mays.app/help/scheduling/calendar-sync