Importing Bookings using iCal

BookThatApp allows you to import bookings from external systems using iCal feeds. This keeps availability in sync and removes the need to manually block time or create placeholder bookings.

The app checks external calendars once per hour ⏱️.

Product Implementation (Syncing External Bookings to a Product)

Use this when a bookable product can be booked both in BookThatApp and on an external site.

Why use this?

External bookings will automatically reduce availability in BookThatApp, saving you from manual updates.

1. First, you will need to retrieve the iCal feed link provided by your external app.
2. In BTA, navigate to the corresponding service/product.
3. On the service configuration page locate the External Calendars section and select the Edit link.
   
   
4. Select the Add External Calendar button and a field will appear where you can add a name for the calendar feed link as well as the actual link.
   
    
5. Select Apply.
6. You also will need to select Save to update the product configuration. 

Now bookings for the product made on your external site will have their availability updated in the app. The app reviews the feed once per hour in order to update availability. 

Resource Implementation

For instance, say you have a service provider that you have set up as a resource in the app. It is now possible for their busy time from their external calendar to be reflected in the app without creating a corresponding staff account.

It will work by affecting the availability of the products the resource is associated with. This is great for stores that have a service provider that handles multiple services. 

1. First, you will need to retrieve the iCal feed link provided by your external app.
2. In the app, select Settings-> Resources.
3. Select the Staff resource where you want to add the external calendar feed.
   If you need details on how to create your resource please see the following.
   https://support.zetya.com/hc/en-us/articles/211514086-Resources
    
4. Locate the External Calendars section and select the Edit link.
   
    
5. Select the Add External Calendar button and a field will appear where you can add a name for the calendar feed link as well as the actual link.
   
    
6. Select Apply.
7. You also will need to select Save to update the resource configuration. 

Now bookings for the resource made on your external site will impact the resource's availability in the app. The app reviews the feed once per hour in order to update availability.
 

Understanding your external Calendar's status

When you connect an external calendar via an iCal URL, you'll see one of four statuses:

New — This appears as a placeholder when a calendar has just been added and hasn't been checked yet. It doesn't mean the connection was successful. It just means the system hasn't had a chance to verify it. A newly added calendar should move past this status quickly.

Processing — The system is currently checking your calendar URL. This also appears when you manually retry a failed connection.

Valid — Your calendar URL was successfully verified and your events were imported. Only calendars with this status will continue to sync automatically.

Invalid — The system couldn't connect to or read your calendar URL, or the URL didn't return any calendar data. You'll see a retry option. Double-check that your iCal URL is correct and publicly accessible.

Note: A status of "New" does not mean your calendar is connected. A successfully linked calendar will always move to either "Valid" or "Invalid" after the system checks it.