Overview
The ICS (iCalendar) feed feature enables Event Coordinators, Facilities Managers, and Platform Admins to export reservation data into a standardized calendar format. These feeds can be shared with calendar applications, embedded in third-party systems, or used for reporting and integration workflows.
Each feed is secured with a unique token, ensuring only authorized users can access the reservation data. Feeds can be customized with filters to include only relevant reservations by building, space type, service provider, resources, or reservation status.
Who can use this feature:
- Event Coordinators
- Facilities Managers
- Platform Admins (with additional management capabilities)
Prerequisites
- Admin access to Room Reservations
- Access to the “Export Reservations” page in the Admin dashboard
- A calendar application or system that supports ICS feeds (optional, for consuming the feed)
Creating a Custom ICS Feed
Step 1: Navigate to Export Reservations
- Log in to Room Reservations with admin credentials
- Open the Admin dashboard
- Select Export Reservations
Step 2: Configure Feed Filters
Apply any of the following filters to customize the feed:
| Filter | Purpose | Example |
|---|---|---|
| Building | Limit feed to reservations in specific buildings | Odegaard Library, Parking Lots |
| Space | Limit feed to reservations in specific spaces | A103, Atrium, Sound Lab |
| Space Type | Include only specific room categories | Classrooms, Conference Rooms |
| Service Provider | Filter by assigned service provider | Facilities Team A, Catering Services |
| Resources | Include reservations with specific resources | Projectors, Microphones |
| Reservation Status | Limit to reservations with specific statuses | Confirmed, Pending, Cancelled |
Note: Filters are optional. Leave all filters blank to include all reservations.
Step 3: Generate the Feed URL
- After configuring filters, click Create ICS Feed
- The system generates a unique tokenized URL
- Copy the URL to clipboard or save for later use
Step 4: Use or Share the Feed
- Paste the URL into a calendar application to subscribe
- Share the URL with other administrators or integrated systems
- Store the URL securely; it grants access to reservation data
Managing ICS Feeds (Platform Admin)
Platform Admins have additional controls to manage feeds created by all users in the system.
Viewing All Feeds for a User
- Navigate to Admin → Export Reservations
- Select a user from the list in Created By
- The system displays all ICS feeds created by that user, including:
- Feed name
- Creation date
- If event details are included
Revoking Access to a Specific Feed
- Navigate to Admin → Export Reservations
- In the feeds list, locate the feed to revoke
- Click Delete next to the feed
- The feed URL becomes inactive immediately; calendar applications will no longer receive updates
What Information Is Included in Admin Feeds
Admin-created ICS feeds include the following reservation and event details:
| Field | Description | Example |
|---|---|---|
| Event Name | Name of the reservation or event | Board Meeting, Spring Conference |
| Reservation Owner Name | Name of the person who created the reservation | Sarah Johnson |
| Reservation Owner Email | Email address of the reservation owner | sarah.johnson@institution.edu |
| Description | Optional details provided by the reservation owner | “Quarterly planning session” |
| Date and Time | Start and end times of the reservation | April 15, 2026, 2:00 PM – 4:00 PM |
| Location | Name of the reserved space | Ballroom A, Conference Room 201 |
Settings and Configuration
Filter Options Reference
| Setting | Options | Notes |
|---|---|---|
| Building | All buildings in the system | Multi-select allowed |
| Space | All spaces in the system | Multi-select allowed |
| Space Type | All space types configured in Room Reservations | Multi-select allowed |
| Service Provider | All service providers in the system | Multi-select allowed |
| Resources | All resources configured in Room Reservations | Multi-select allowed |
| Reservation Status | Confirmed, Pending, Cancelled, Completed | Multi-select allowed |
Feed URL Security
- Each ICS feed is secured with a unique, randomized token
- The token is embedded in the feed URL
- Revoking a feed invalidates the token immediately
- Feed URLs should be treated as sensitive; share only with authorized users
- There is no limit on the number of feeds a user can create
Troubleshooting
The feed URL is not working in my calendar application
- Verify that the feed URL was copied completely and contains no extra spaces
- Confirm that the feed has not been revoked by a Platform Admin
- Check that the calendar application supports ICS format feeds
- Try refreshing the calendar subscription in the application
The feed is not showing new reservations
- Most calendar applications refresh feeds every 15–60 minutes; wait for the next refresh cycle
- Manually trigger a refresh in the calendar application settings
- Verify that new reservations match the feed filters (building, space type, status, etc.)
I need to change the filters on an existing feed
- ICS feeds cannot be edited after creation
- Create a new feed with updated filters
- Revoke the old feed if it is no longer needed
- Update calendar subscriptions with the new feed URL
A user’s ICS feed was revoked but they can still see data
- Calendar applications may cache feed data; clear the cache or remove and re-add the feed subscription
- Revoked feeds stop receiving updates; existing cached data may persist in the calendar app
- The Platform Admin should confirm that the correct feed was revoked
Related Articles
- Subscribing to Reservation Calendar Feeds