# ◾ How to utilize External Calendar API Endpoint :::info You can use the [External Calendar API Endpoint](https://kb.learningspace.elevatehealth.net/s/ess-hs/doc/external-calendar-api-endpoint-cD2GfRu8Vp) feature to request **custom structured data** from the LearningSpace calendar in ***ICS or JSON*** format. This data can then be shown on **a public calendar** outside our system. Please note that Elevate Healthcare isn't responsible for creating this external calendar. Your IT team should refer to the LearningSpace Help Site for setting up this feature. ::: 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** (see further below). :::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. ::: :::info Available to Admin privilege users. ::: :::info While the toggle is OFF, the ICS/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-e3ce1797eaa8/0a533bb4-ed17-4131-81e6-8b3867851a72/SYS%20MAN_ESS_NEW%202023_disabled%20refresh.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=20260909T151500Z&X-Amz-Expires=86400&X-Amz-Signature=5b1de68bb5ede6d8af20e0df2b7f2e577d6353230bd3a43c78060fdd2a738b97&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject " =x1021") :::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/48ddf0a7-308b-4fe9-b28a-e3ce1797eaa8/cc5e7019-4618-47c0-9d88-1abddad34a03/ESS_API%20ENDPOINT%20ENABLED_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=20260909T151500Z&X-Amz-Expires=86400&X-Amz-Signature=5ce98638810e1a4b5b96aa99495a164b70a02ed91715353102b6dee65cc73093&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject " =685x547") ## Automatic calendar update with an ICS file With the help of ICS, calendar data can be updated automatically. ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/03fa1014-cf0e-4191-ba80-50d24eef65d4/9dd3f062-5894-4dce-acb6-70ec45dca83f/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=20260909T151500Z&X-Amz-Expires=86400&X-Amz-Signature=bf7fa8e3fc4b48060b95e3a6bd9046e0f4701d7c9f41470a32225461cce7734b&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject " =569x103.5") 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/d203c475-cdc5-4668-9ee4-7ac24945fd1a/107021001.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=20260909T151500Z&X-Amz-Expires=86400&X-Amz-Signature=1c795ed5c20ec04641398e72f434ad4774ed9d5ce76c4ff37ddfaceaa1bd232d&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject " =300x71") ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/6c0da235-ff99-49fd-81af-d32f613692dd/f754dbee-aca2-4595-9e17-582556fcdd20/107021376.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=20260909T151500Z&X-Amz-Expires=86400&X-Amz-Signature=a6a7bb58fdfc770279311860a296c347af90fd67291db23f9dae10ac5aade4fd&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject " =214x34") :::warning The LearningSpace Calendar can be frequently changed (e.g., adding new events). Therefore, always use **Refresh** before proceeding to your external Calendar to get the latest content. :ballot_box_with_check: 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/268bf56a-2048-4f16-8861-3c209d11828f/107021514.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=20260909T151500Z&X-Amz-Expires=86400&X-Amz-Signature=ab56972f48050737e0ef5cbc5562069760da23de7c3da549938a2405782be0a6&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject " =599x513") Use ***'Subscribe from web'*** in Outlook calendars. ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/6c0da235-ff99-49fd-81af-d32f613692dd/fce89ce8-c091-417a-8227-8351a231d139/107021377.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=20260909T151500Z&X-Amz-Expires=86400&X-Amz-Signature=0f63c1369cdc3041f60a7290cbdb94fa517735f8e6beb8582b9b09ed4a6a9b2e&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject) :::info **IMPORTANT** **Google** Calendar updates data from LearningSpace calendars every 12 hours, and **Microsoft/Outlook** every 3-24 hours. Therefore, **changes** may only be visible in LearningSpace **a day later**. ::: :::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 the 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/c9caa04c-c1af-427c-8d50-5014ac20f6a4/107021515.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=20260909T151500Z&X-Amz-Expires=86400&X-Amz-Signature=e280bfc1b4cc183e00e5520bc38ab9395d0bba81d6b5165228c403c927edd9be&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 In case you wish to **use the data in external calendars**, the process is as follows: 1. The JSON list is [**downloaded**]() from LearningSpace, containing all events that are 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 client’s IT should **implement software** that will "sync" the events (downloaded from `https://…/w/api/v2/public_calendar.json`) to the affected rooms in the shared Google calendar (eg. to sim room 1) - updating it automatically, periodically - as described on the [**External Calendar API Endpoint**](/doc/external-calendar-api-endpoint-cD2GfRu8Vp) page. 4. Any institution employee can check events in the affected rooms of the external calendar (if shared with them), without using LearningSpace. ## **Customizable External Calendar Sync Interval** A new input field on the [General System Information](/doc/4cf2b5ba-2e7d-448c-8d56-8369caf3bd0a) tab of the [System Module](/doc/c3a68097-0e6c-47c9-baed-09ae681a647f) allows users to customize the time interval it exposes between 1 and 180 days. ![](https://outline-production-attachments.s3-accelerate.amazonaws.com/uploads/03fa1014-cf0e-4191-ba80-50d24eef65d4/2d3866d6-6771-4569-89ec-0acb4cac5602/SYS%20EXTERNAL%20CALENDAR%20SYNC%20INTERVAL_ESS.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=20260909T151500Z&X-Amz-Expires=86400&X-Amz-Signature=fd34567f0550fa853aaf5346e23ffe9605911eada6ca73c23892cb4b5729af4e&X-Amz-SignedHeaders=host&x-amz-checksum-mode=ENABLED&x-id=GetObject " =556x367") :::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. ::: :::tip See more in the [External Calendar API Endpoint in System Manager - Feature Notes](/doc/0f6fd6bf-fca0-403b-b7c1-88f746aa8622). ::: :::tip For further information, visit our [System Module](/doc/system-module-4DfmyZ4GUl) pages. ::: --- **Documents** - [User Guide](https://kb.learningspace.elevatehealth.net/s/ess-hs/doc/user-guide-QPZfKJ0BV1) - [FAQ](https://kb.learningspace.elevatehealth.net/s/ess-hs/doc/faq-AZnS7tDFgM) - [Release Notes](https://kb.learningspace.elevatehealth.net/s/ess-hs/doc/release-notes-fqaGSPScxH) - [iPad support - Technical information](https://kb.learningspace.elevatehealth.net/s/ess-hs/doc/ipad-support-technical-information-iHec00YAzm) - [Customer Aftercare One-Pager](https://kb.learningspace.elevatehealth.net/s/ess-hs/doc/customer-aftercare-one-pager-GOIZYTEgud) - [Preventing Copy-Paste in LearningSpace](https://kb.learningspace.elevatehealth.net/s/ess-hs/doc/preventing-copy-paste-in-learningspace-uEubHwXVD2)