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You can use this feature to request custom structured data from the LearningSpace calendar in a format called ICS or JSON. This data can then be shown on a public calendar outside our system.
Please note that isn't responsible for creating this external calendar. For setting up this feature, your IT team should refer to the  LearningSpace Help Site.

Available to Admin and System manager privilege users.

IMPORTANT: The LearningSpace system must be public (accessible over the public internet) and firewall rules should allow related traffic in order this feature to function.


The utilization of the External Calendar API Endpoint follows the below process within LearningSpace:

Once the feature is enabled in System manager, the LearningSpace calendar is exported to a ICS (or JSON) file which can then be "converted" to entries in external calendars (Outlook, Google Calendar etc.) or used for other aims.

While the toggle is OFF the ICS (and JSON) links are visible, however they are disabled. The Copy to clipboard buttons are also present but disabled yet, too.

With the Enable the API endpoint toggle ON, both links and the Copy to clipboard buttons become active. Hovering over the info icon related information is displayed.



Automatic calendar update with an ICS file

With help of ICS, calendar data can be updated automatically

  1. Enable the API Endpoint: activate the respective toggle.

  2. Update he ICS file by using the Refresh button.





    Changes (eg.adding new events) can be made ot LearningSpace Calendar frequently. Therefore, make sure to always use Refresh before proceeding to your external Calendar, to get the latest content of your calendar.
    (info) The system automatically updates ICS link hourly.

  3. Copy ICS file: click Copy to clipboard.

  4. Insert in Google or Outlook calendar respectively.

    IPad/iPhone calendars can be updated with ICS file as well.



    Use 'Subscribe from web' in Outlook calendars.

Google calendar updates data from LearningSpace calendars in every 12 hours, Outlook in every 24 hours.

Manual calendar update with an ICS file

In case you do not wish to wait for automatical updating of the ICS files and /or the external calendars, manual update can be performed as well.

By using this method, events modified or deleted in the LearningSpace calendar cannot be managed in the external calendar!

  1. Open ICS file (copy and paste it into a browser window)
  2. Save file to computer.
  3. Go to external Calendar
  4. Import ICS file.

IMPORTANT

Deleted events of the LearningSpace Calendar will not be updated in the external calendar this way.

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 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 software implemented by the clients' IT (by using https://…/w/api/v2/public_calendar.json) will "sync" this event list 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 page.

  4. Any employee of the institution can check events in the affected rooms of the external calendar (if shared with them), without having to use LearningSpace itself. 

Other ways of utilizing this tool are eg.:

  • sending the number of events per room to a display;
  • getting information about the time of the next events titled "OSCE" etc.

See more in the External Calendar API Endpoint in System Manager - Feature Notes, and read about further improvements in the Calendar in the Inventory Module Update 2022 Spring Feature notes.

For further information, visit our System Manager pages.