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Your Other Calendars

By Trio Team · Updated

Show Your Google, Outlook, or Apple Calendar in Trio

Trio can show your personal calendar next to your lessons so you never schedule on top of a dentist appointment or a school pickup. You paste the calendar's secret address (an iCal/ICS URL), and Trio reads the busy times from it every 15 minutes.

Trio only reads busy times. It never changes your other calendar, never adds events to it, and never shows your event titles to anyone but you. This is a Pro feature - Free studios see an upgrade prompt on the card.

Open it at Calendar Integration. The Your other calendars card sits under your Trio subscription URL.

What Trio Does With the Feed

  • Draws your busy times on your calendar so open slots are obvious.
  • Warns you when you place a lesson on top of a busy block (you can still override).
  • Keeps families from self-booking a slot that overlaps one of your busy blocks.
  • Refreshes every 15 minutes. You can also press Sync now on any calendar.
  • You see your event titles. Owners, admins, and staff see your busy time as "Busy" with your name. No one else sees your event titles.

You can add up to 5 calendars. To stop showing one, press Remove - Trio deletes its busy blocks from your schedule right away.

Where to Find the Secret Address

Each provider hides the secret iCal URL in a slightly different place. Copy the whole URL, then paste it into the Calendar URL field on the card.

Google Calendar

  1. Open Google Calendar on a computer.
  2. Hover the calendar you want under My calendars, click the three dots, then Settings and sharing.
  3. Scroll to Integrate calendar.
  4. Copy the Secret address in iCal format. It ends in basic.ics and has a private- segment just before it. Do not copy the Public address in iCal format (it ends in public/basic.ics) - that address only works when the calendar is shared publicly.

Keep this address private - anyone who has it can see your busy times.

Outlook.com

  1. Open Outlook on the web and go to Calendar.
  2. Open Settings, then Shared calendars (under Calendar).
  3. Under Publish a calendar, pick the calendar and permission, then Publish.
  4. Copy the ICS link (not the HTML link).

Apple iCloud

  1. Open iCloud Calendar in a browser.
  2. Click the share icon next to the calendar and turn on Public Calendar.
  3. Copy the link. Change the webcal:// prefix to https:// before you paste it into Trio.

Adding a Calendar

  1. Press Add calendar.
  2. Enter a Label you will recognize, like "Personal Google".
  3. Paste the secret address into Calendar URL.
  4. Press Add calendar. Trio checks the calendar once right away - this can take a few seconds.

If the URL is wrong, Trio tells you it does not look like a calendar feed. Copy the secret address again and make sure you did not grab a normal share link. If you paste a Google public address (it ends in public/basic.ics), Trio shows a note under the field: that address only syncs when the calendar is shared publicly, so copy the Secret address in iCal format instead to keep the calendar private.

Sync Status

Each calendar row shows when it last synced:

  • Synced 12m ago - the last refresh worked.
  • Sync failed: ... - the last refresh did not work; the message says why (for example, "calendar not found"). Check that the address is still valid and press Sync now.

Free Studios

Showing your other calendars is on Pro. On a Free studio the card shows an Upgrade to Pro prompt. If you were on Pro and downgraded, your calendars stay listed so you can remove them, but they show Sync paused and Trio stops reading busy times.

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