How do I add a calendar link from Owl Practice, Jane or another app?
Most practice software can give you a calendar link: a private web address that always shows your current schedule. Add that link on Promptd and every session in it blocks the same time on your page, so clients only pick times you are actually free. When you book, move or cancel a session in your software, your openings follow on their own.
A calendar link works in one direction. Your software's sessions reach Promptd, but bookings made on Promptd are not added back to your software. If you use Google Calendar or Outlook, press Connect next to them instead: they also receive your Promptd bookings. See How do I show my openings and let clients pick a time?.
Find your link
Each app keeps its link in a different place. Pick yours:
- Owl Practice
- Jane
- SimplePractice
- Noterro
- iCloud (Apple Calendar)
- GoRendezvous: it has no link, so it goes through Google Calendar.
Another app
Look in its calendar or settings for words like Subscribe, Calendar feed, iCal, ICS or Sync with other calendars. The link usually starts with webcal:// or https:// and often ends in .ics.
To check you have the right one, paste it into your browser's address bar. A calendar link downloads a file, or shows text that starts with BEGIN:VCALENDAR. If it opens a web page with your calendar or a sign-in screen, it is the page's address, not the calendar link.
Add it to Promptd
- Open Openings in the sidebar. For a clinic provider, it's in their listing editor, under Logistics.
- In the Calendars card, press Add next to Calendar link.
- Paste the link in Link. The name fills in from the address (an Owl Practice link becomes "Owl Practice"); change it if you like.
- Press Add.
The link appears under Calendar link with when it was last updated. Add another link the same way: busy times from every link, and from Google Calendar or Outlook if connected, are all taken out.
A calendar link also counts as a connected calendar for Instant booking and for your discovery score.
What Promptd keeps
Only the start and end of each busy time. Event names, client names or codes and notes are never stored, even when your software puts them in the link.
Treat the link like a password: anyone who has it can see what your software puts in it. If you shared it by mistake, make a new link in your software (each app's article says how), then press Manage next to the old link on Promptd and Replace link.
When a link stops working
If Promptd can't read a link, for example after your software makes a new one, its row shows Failing and the date it last worked. The busy times from the last good copy keep blocking your openings, so clients can't book over sessions you already had. Sessions added since then are not taken out until you press Replace link and paste the new link.
Remove a link
Press Manage next to the link, then Remove. The times it was blocking open up on your page right away.
Outlook work accounts that can't connect
If your Microsoft 365 organization blocks Connect, you can publish your Outlook calendar as a link instead:
- In Outlook on the web, open Calendar, then Settings (the gear) > Calendar > Shared calendars.
- Under Publish a calendar, pick your calendar and Can view when I'm busy, then Publish.
- Copy the ICS link (not the HTML one) and add it on Promptd as above.
Can view when I'm busy shares only your busy times, nothing about the events. If Publish a calendar is missing or greyed out, your organization blocks it too; ask your IT admin to approve Promptd so Connect works.
FAQ
Are my Promptd bookings added to my practice software?
No. A calendar link only goes from your software to Promptd. Add confirmed Promptd bookings to your software yourself, or connect Google Calendar or Outlook to receive them there.
Do I need to do anything when my schedule changes?
No. Book, move and cancel sessions in your software as usual, and your openings on Promptd follow.
A session in my software still shows as open on Promptd
Check that the link's row doesn't show Failing, and that the session is in the calendar the link comes from. Some apps leave certain events out of their link, like time marked out of office; each app's article lists what is left out.
Can I add a link from Google Calendar?
Use Connect next to Google Calendar instead. It is faster, lets you pick which calendars count as busy, and receives your Promptd bookings.