# How to Utilize External Calendar API Endpoint :::info This feature can request **custom structured data** from the LearningSpace calendar in ***ICS or JSON*** format. The data can then be shown on **a public calendar** outside our system. Please note that we aren't responsible for creating this external calendar. To set up this feature, your IT team should refer to the  LearningSpace Help Site. ::: :::info Available to Admin and System Manager privilege users. ::: :::warning ***IMPORTANT:*** For this feature to function, the LearningSpace system must be public (accessible over the public internet), and firewall rules should allow related traffic. ::: The utilization of the [**External Calendar API Endpoint**](/doc/external-calendar-api-endpoint-pRmzhXyOze) follows the process below within LearningSpace: Once the feature is enabled in [**System Manager**](), the LearningSpace calendar is exported to an *ICS (or JSON) file,* which can then be "converted" to **entries in external calendars** (*Outlook, Google Calendar,* etc.) or used for [**other aims**](). :::info While the toggle is OFF, the ***ICS (and JSON)*** links are visible but disabled. The ***Copy to Clipboard*** buttons are also present but disabled. ::: ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/48ddf0a7-308b-4fe9-b28a-e3ce1797eaa8/3e792f1a-4eba-4fb3-b0b4-a444ff9dc21f/API%20ENDPOINT%20DIS_REFRESH.png?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=AKIA4EOUDTOVUICLPZ4P%2F20260909%2Fus-east-1%2Fs3%2Faws4_request&X-Amz-Date=20260909T121500Z&X-Amz-Expires=86400&X-Amz-Signature=9a6b7614aa507d5fe3b354ec42a855f0f58b77d973e22fe43f635137fb7d1129&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject " =642x468") :::info With the ***Enable the API endpoint*** **toggle ON**, both links and the Copy to clipboard buttons become **active**. Information related to the **info icon** is displayed when hovering over it. ::: ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/03fa1014-cf0e-4191-ba80-50d24eef65d4/c448c72f-eee5-427e-a490-58ea2f7a7abb/JSON%20info%20bubble%202.png?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=AKIA4EOUDTOVUICLPZ4P%2F20260909%2Fus-east-1%2Fs3%2Faws4_request&X-Amz-Date=20260909T121500Z&X-Amz-Expires=86400&X-Amz-Signature=b347879f94e4973b0656f0cbccc2d815683d9095aaf44d369383bc4cbe39837a&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject " =728x483") ## Automatic calendar update with an ICS file ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/03fa1014-cf0e-4191-ba80-50d24eef65d4/a1b2b628-092e-4f80-9bd5-cd8f86a4334c/ICS%20info%20bubble.png?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=AKIA4EOUDTOVUICLPZ4P%2F20260909%2Fus-east-1%2Fs3%2Faws4_request&X-Amz-Date=20260909T121500Z&X-Amz-Expires=86400&X-Amz-Signature=7f0d39ca22becc4e4872cbd8627340226e3529673ea0a10f0bc499db8ef5816e&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject "right-50 =556x83")With the help of ICS, calendar data can be updated automatically. 1. **Enable the API Endpoint**: activate the respective toggle. 2. Update the **ICS file** by using the **Refresh button.**![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/6c0da235-ff99-49fd-81af-d32f613692dd/29ff4dcd-8d81-4575-b952-cff88d1a2301/107021002.png?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=AKIA4EOUDTOVUICLPZ4P%2F20260909%2Fus-east-1%2Fs3%2Faws4_request&X-Amz-Date=20260909T121500Z&X-Amz-Expires=86400&X-Amz-Signature=cd942246f6e6616769d520e425eccfa18c96c17c242012f7b1abf24e883d4f57&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject "right-50 =342x81") ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/6c0da235-ff99-49fd-81af-d32f613692dd/c523a4c4-ccfa-4a0a-af15-6a86aceab228/107021054.png?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=AKIA4EOUDTOVUICLPZ4P%2F20260909%2Fus-east-1%2Fs3%2Faws4_request&X-Amz-Date=20260909T121500Z&X-Amz-Expires=86400&X-Amz-Signature=2472b2b12aa3c21786ca44501859cc68bc94a71fce9eff32607ee3f3f7b0b8ba&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject " =224x36") :::warning Changes (e.g., adding new events) can frequently be made to the LearningSpace [Calendar](/doc/calendar-module-xtpJ2cbfqf). Therefore, **always use Refresh** before proceeding to your external Calendar to get the latest content. ::: :::info The system automatically updates the ICS link **hourly.** ::: 3. Copy ICS file: click **Copy to clipboard.** 4. Insert in [**Google**](https://support.google.com/calendar/answer/37100?hl=en&co=GENIE.Platform%3DDesktop#zippy=%2Csee-how-to-subscribe-to-a-calendar-you-dont-own) or [**Outlook calendar**](https://support.microsoft.com/en-us/office/import-or-subscribe-to-a-calendar-in-outlook-on-the-web-503ffaf6-7b86-44fe-8dd6-8099d95f38df)**,** respectively. :::success IPad/iPhone calendars can be updated with ICS files as well. ::: ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/6c0da235-ff99-49fd-81af-d32f613692dd/002b0d5a-bea0-478e-84a4-be8c4ead1c41/139657272.gif?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=AKIA4EOUDTOVUICLPZ4P%2F20260909%2Fus-east-1%2Fs3%2Faws4_request&X-Amz-Date=20260909T121500Z&X-Amz-Expires=86400&X-Amz-Signature=ac0c7a21021a95cf26075d90124d4f2ed017f40cc37cc3a1422d0b09ffe57ed9&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject) Use ***'Subscribe from web'*** in Outlook calendars. ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/6c0da235-ff99-49fd-81af-d32f613692dd/7ba6e131-6920-40b1-8819-d2999f01d510/107021055.png?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=AKIA4EOUDTOVUICLPZ4P%2F20260909%2Fus-east-1%2Fs3%2Faws4_request&X-Amz-Date=20260909T121500Z&X-Amz-Expires=86400&X-Amz-Signature=4bf949eb334f3aa1418478db37f79a66f28d2f83d6158f680d565c02ea45e946&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject) :::info **IMPORTANT** **Google** Calendar updates data from LearningSpace calendars every 12 hours, **Microsoft/Outlook** every 3-24 hours. Therefore, **changes** may only be visible in LearningSpace **a day after**. ::: :::tip If you want to force-refresh the Calendar instantly, **unsubscribe and subscribe** to it in Outlook again. For more information, go to [Outlook Support](https://support.microsoft.com/en-us/office/import-or-subscribe-to-a-calendar-in-outlook-com-or-outlook-on-the-web-cff1429c-5af6-41ec-a5b4-74f2c278e98c). ::: ## Manual calendar update with an ICS file If you do not wish to wait for the ICS files and /or the external calendars to be automatically updated, you can also perform a manual update. :::warning Using this method, events modified or deleted in the LearningSpace calendar cannot be managed in the external calendar! ::: 1. **Open the ICS file** (copy and paste it into a browser window) 2. **Save the file to the computer.** 3. Go to the **external** Calendar. 4. **Import ICS file**. :::warning **IMPORTANT** Deleted events of the LearningSpace Calendar will not be updated in the external calendar this way. ::: ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/6c0da235-ff99-49fd-81af-d32f613692dd/4b46dc3f-9f52-4ef5-9464-e0600c03b351/139657273.gif?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=AKIA4EOUDTOVUICLPZ4P%2F20260909%2Fus-east-1%2Fs3%2Faws4_request&X-Amz-Date=20260909T121500Z&X-Amz-Expires=86400&X-Amz-Signature=bf4acf3dc8e243f7f865204f385dc637c5cec6fcb8a74186e4d03e32c96cdf00&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject) :::info In Outlook calendar, it is possible **to delete a whole calendar**, in Google calendar, deleting events can only be performed individually. ::: ## Calendar update with a JSON file 1. JSON list is [**downloaded **](/doc/external-calendar-api-endpoint-pRmzhXyOze)from LearningSpace, containing all events visible to an Administrator level user in the system. 2. The external calendar (e.g., Google Calendar) should contain the **same rooms** as LearningSpace (e.g., sim room 1, 2, etc.). 3. The **software implemented** by the clients' IT (using https://…/w/api/v2/public_calendar.json) will "sync" this event list JSON to the affected rooms in the shared Google calendar (e.g., to sim room 1), updating it automatically and periodically, as described on the [**External Calendar API Endpoint**](/doc/external-calendar-api-endpoint-pRmzhXyOze) page. 4. Any institution employee can **check events** in the **affected rooms** of the external calendar (if **it is shared with them)** without having to use LearningSpace itself.  ## **Customizable External Calendar Sync Interval** A new input field has been introduced for the external calendar API, under the [General System Information](/doc/4b0025a1-21c7-4c85-b8f8-cb61a412938f) tab of the [System Manager](/doc/dde83ad9-36b6-41e3-9492-33a2b77fbec7) , allowing users to customize the time interval it exposes. :::success ***NOTE:*** The value can be adjusted between 1 and 180 days. ::: ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/03fa1014-cf0e-4191-ba80-50d24eef65d4/0c7c53a6-709e-4bc4-8d8c-112c953cc8db/sync%20%20external%20calendar_intervall.png?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=AKIA4EOUDTOVUICLPZ4P%2F20260909%2Fus-east-1%2Fs3%2Faws4_request&X-Amz-Date=20260909T121500Z&X-Amz-Expires=86400&X-Amz-Signature=7147b1fdabb2901eb221a904f43039940abd3ca5f6cfd4b024afe2bbc987f7cb&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject " =494x378") :::success **Other ways of utilizing this tool** are e.g.: * sending the number of events per room to a display; * getting information about the time of the next events titled "OSCE," etc. ::: :::success See more in the [External Calendar API Endpoint in System Manager - Feature Notes](/doc/external-calendar-api-endpoint-in-system-manager-feature-notes-e4TLE943Oy), and read about further improvements in the Calendar in the [Inventory Module Update 2022 Spring Feature notes](/doc/inventory-module-update-2022-spring-feature-notes-XI9gGDMp9K). ::: :::tip For further information, visit our [System Manager](/doc/system-manager-ar9EDnlVcL) pages. ::: --- **Documents** - [User Guide](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/user-guide-WPv4VxhtWB) - [FAQ](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/faq-YoxOQOjvnY) - [Training Videos](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/training-videos-D2ycsEwqPt) - [Module Introduction Videos](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/module-introduction-videos-I6OQ6H7SUT) - [Release Notes](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/release-notes-BcFFMsc0RV) - [Distance Learning with LearningSpace](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/distance-learning-with-learningspace-eAfwW23Hxg) - [Preventing Copy-Paste in LearningSpace](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/preventing-copy-paste-in-learningspace-sPD0IIUuk0) - [Important Technical Notification Regarding Adobe Flash Player](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/important-technical-notification-regarding-adobe-flash-player-eQtMLwLmTJ) - [iPad support - Technical information](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/ipad-support-technical-information-dLmeFvKofC) - [TeamViewer Link](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/teamviewer-link-QyKZBMqUT9) - [YouTube videos about LearningSpace](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/youtube-videos-about-learningspace-TMb3zdc0LC) - [Customer Aftercare One-Pager](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/customer-aftercare-one-pager-GBWMe1BcfS) - [Case Studies](https://kb.learningspace.elevatehealth.net/s/ent-hs/doc/case-studies-VcAbFqXSz7)