Calendar Synchronization

With the Calendar Synchronization addon, your sessions from Bookicorn automatically appear in your Google Calendar or your Apple iCloud Calendar. Admins and trainers each connect their own calendar. Synchronization only runs in one direction: from Bookicorn to the calendar.

What Calendar Synchronization can do

• Connect Google Calendar or Apple iCloud Calendar.
• New, moved and cancelled sessions are taken over automatically.
• Admins get all of the studio's sessions, trainers only their own.
• The connection can be disconnected again at any time.

Other calendars such as Outlook or Microsoft 365 aren't supported, and neither is a calendar subscription via link.

Activate Calendar Synchronization

You activate the addon under Manager → Addon Store with Calendar Synchronization and Activate. It is a regular addon and takes up one addon slot in your plan. Without an active addon, no calendar can be connected.

Where to connect your calendar

The page for connecting is called My Calendar (app.bookicorn.net/kalender-sync).

• As an admin: in the Addon Store, open the Calendar Synchronization addon and tap Open.
• As a trainer: under Manager → Personal → Calendar Synchronization.

Connect Google Calendar

1. Open My Calendar.
2. At Google Calendar, tap Connect with Google.
3. Sign in to Google and allow access.

Bookicorn creates a separate calendar for your sessions in your Google account. Your other calendars remain untouched.

Connect Apple iCloud Calendar

For Apple you need an App-specific password, not your normal Apple password. Two-factor authentication for your Apple ID is required.

1. Create an app-specific password at Apple: sign in to your Apple Account, choose App-Specific Passwords under Sign-In and Security and create a new password, for example named "Bookicorn". Apple only shows it once.
2. In Bookicorn, open My Calendar and at Apple iCloud Calendar enter your Apple ID email and the App-specific password (16 characters with hyphens).
3. Tap Connect.

If Apple rejects the details, Apple rejected the credentials appears. Usually the normal Apple password was entered instead of the app-specific password.

What appears in the calendar

Each session becomes a calendar entry with:

• Title: the offering's name and occupancy, for example "Hatha Yoga · 8/12 spots". For sessions with only one spot, the booked person comes first, followed by the offering, for example "Mia Sommer · Riding lesson".
• Location: the location's address.
• Description: trainer, category, number of participants and the names of those booked in.

Cancelled sessions stay in the calendar and get [Cancelled] in front of the title.

Because the participants' names are in the entry, only share the connected calendar with people who are allowed to see these details.

Which sessions a trainer gets

When a trainer connects their calendar, they only get their own sessions, including sessions where they substitute. If a session changes trainer, it disappears from the previous trainer's calendar. An admin gets all of the studio's sessions.

Whether a trainer may connect their calendar is controlled in their profile under Role with Connect own calendar. More under Trainer permissions.

Check, restart or disconnect the synchronization

Once a calendar is connected, My Calendar shows the status (Active, Paused, Error or Revoked), the account and the last sync. There is also:

• Re-sync: trigger a complete sync.
• Reconnect: if the connection is interrupted and new sessions no longer arrive.
• Disconnect: end the connection.

After disconnecting, no more changes arrive. The sessions already transferred and the calendar that was created stay in your Google or Apple account, and you delete them there yourself if needed.

If the addon is no longer active, synchronization pauses. With an active addon, it continues.

Frequently asked questions

Are Outlook or other calendars supported? No. Google Calendar and Apple iCloud Calendar are supported.

Can I change a session directly in the Google or Apple calendar? That has no effect on Bookicorn. Synchronization only runs from Bookicorn to the calendar. Always manage your sessions in Bookicorn.

The connection with iCloud doesn't work. What should I do? Use an app-specific password from Apple, not your normal Apple password. For this, two-factor authentication must be active for your Apple ID.

Does Bookicorn see my private appointments? With Google, Bookicorn creates a separate calendar and only writes into it. Appointments from your calendars are not transferred to Bookicorn.

Do my trainers see all of the studio's sessions? No. A trainer only gets their own sessions in their calendar.

Can my customers add their sessions to their calendar too? Yes, without this addon. The customer app has Add sessions to my calendar, and each booking can be added with Add to calendar.