How do I sync my Owl Practice calendar with Google Calendar, Apple or Outlook?

Owl Practice gives every calendar a sync URL: a private link other calendars can subscribe to. Add it to Google Calendar, Apple Calendar, Outlook or your booking page, and your Owl sessions show there and follow when you book, move or cancel them in Owl.

The sync goes one way, from Owl to the other calendar. Owl can't import events from other calendars, so anything you add on the other side doesn't reach Owl.

1. Copy your link in Owl Practice

1. Open your Calendar in Owl Practice.
2. If you work at more than one location, pick the location in the menu at the top of the calendar. Each location has its own link.
3. Click Sync above the calendar, then Sync Other Calendar.

4. Click the link in the Calendar Sync window to copy it.

Use Sync Other Calendar, not Sync Google Calendar: the second one sends your sessions to a Google account instead of giving you a link. If you only need your sessions in Google Calendar, that option is the fastest; Owl recommends it for Google and Android.

More than one location

A link only holds the sessions booked at its location. If you see clients at two offices, copy the link for each location (step 2) and add both. Personal and unavailable time is only in your default location's link.

Group practices

Each therapist's link only holds their own sessions, even the practice owner's. There's no link for the whole practice, and office admins don't get one.

To get a therapist's link, sign in to Owl as that therapist and copy it from Sync > Sync Other Calendar. A therapist with no Owl login has no link. If you manage the practice for everyone, add a login for each therapist under Settings > User Access, linked to their therapist profile, and use it to copy their link.

2. Add it to your calendar

Paste the link wherever you want your Owl sessions to show. Owl updates the link as soon as you save a change in Owl; each app then checks it on its own schedule.

Google Calendar

1. On a computer, open Google Calendar. Google only adds a link on its website, not in the phone app.
2. Next to Other calendars, click +, then From URL.
3. Paste the link, leave Make the calendar publicly accessible unticked, and click Add calendar.

Google can take up to a day to show changes from a link, and it can't be made to check sooner.

Apple Calendar

• On a Mac: choose File > New Calendar Subscription, paste the link and click Subscribe. Set Auto-refresh to Every 5 minutes, then click OK.
• On an iPhone or iPad: go to Settings > Apps > Calendar > Calendar Accounts > Add Account > Other > Add Subscribed Calendar. Paste the link in Server, then tap Next and Save.

Outlook

In Outlook on the web or Outlook.com, open Calendar, then Add calendar > Subscribe from web. Paste the link, give it a name and click Import.

Promptd

If you take new clients on Promptd, add the link to your page so clients can't book over your Owl sessions: open Openings, press Add next to Calendar link in the Calendars card, paste the link and press Add. More in Add a calendar link. Work at more than one location? Add one link for each.

What the link shares

Owl's link holds each session's time, the client's three-letter Client Code and the service, never the client's name. The code is made from the client's initials. Personal and unavailable time shows with the title you gave it. Promptd, if you add the link there, keeps only the start and end of each session.

Keep the link private. Anyone who has it can see when your sessions are, your clients' codes and the names of your personal events.

Good to know

• Personal and unavailable time. Personal sessions and time you mark unavailable in Owl are in the link too, so they block your openings. An all-day event blocks the whole day.
• Cancelled and deleted sessions. Cancelled, late-cancelled and deleted sessions leave the link, so their times open up again.