Skip to main content

Sync your calendar with Google, Apple, Outlook

All plansBeginner3 minutesUpdated August 7, 2026

Open the Scheduler, click the calendar sync icon, and click Add Calendar to create a feed of your visits, tasks, and reminders. Then subscribe to the feed link in Google, Apple, or Outlook Calendar and your WorkZen schedule shows up there automatically.

Your schedule should follow you into whatever calendar you already live in. Calendar Sync publishes your WorkZen visits, tasks, and reminders as a live feed that Google, Apple, and Outlook Calendar can subscribe to, so a change in WorkZen shows up on your phone without you touching anything.

This is one-way sync: WorkZen is the source of truth and your calendar app is the viewer. Events you create directly in Google or Apple Calendar do not flow back into WorkZen.

Create a feed

  1. Open the Scheduler and click the calendar sync icon in the top toolbar.
  2. Click Add Calendar.
  3. Give the feed a name, for example "My Work Schedule".
  4. Under Include in feed, pick any combination of Visits, Tasks, and Reminders. At least one must stay selected.
  5. Under Scope, choose My items only or All team items.
  6. Click Add Calendar to create it.
Plan availabilityThe All team items scope requires a ZenGrow or ZenAI plan, plus the View Team Schedule permission on your role. Your own items sync on every plan, including the free one.

Subscribe in your calendar app

Every feed card gives you three ways in:

MethodBest forWhat happens
Open in CalendarApple Calendar, Outlook desktopOpens your default calendar app with a subscribe prompt
Add to GoogleGoogle CalendarOpens Google Calendar with the feed pre-filled
QR CodeYour phoneScan with the camera and follow the subscribe page

You can also click Copy feed URL and paste the link into any calendar app under "Subscribe to calendar" or "Add calendar by URL". The feed works with anything that speaks the standard iCal format.

Once subscribed, the Last synced line on the feed card shows when your calendar app last pulled it, which is a quick way to confirm the connection is alive.

Keep it private

The feed URL is a key to your schedule: anyone holding the link can read those events, with no WorkZen login involved. Treat it like a password.

WarningIf a feed link ends up somewhere it shouldn't, click Regenerate URL on the feed. The old link dies immediately and you get a new one, then re-subscribe in your calendar app with the fresh link.

Deleting a feed with Delete feed does the same thing permanently: subscribed apps stop updating, and your data in WorkZen stays untouched.

Step by step

  1. 1

    Open Calendar Sync

    Go to the Scheduler and click the calendar sync icon in the top toolbar.

  2. 2

    Add a calendar feed

    Click Add Calendar, name the feed, and choose what to include (Visits, Tasks, Reminders) and whose items (yours, or the whole team's).

  3. 3

    Copy the link or scan the QR code

    Use Copy feed URL, or click QR Code and scan it with your phone.

  4. 4

    Subscribe in your calendar app

    Use Open in Calendar, Add to Google, or paste the link into any app that supports "Subscribe to calendar" by URL.

Frequently Asked Questions

The feed itself is always current. How often your calendar app checks it is up to that app. Apple Calendar lets you pick a refresh interval, Outlook checks periodically, and Google Calendar can take several hours to refresh subscribed calendars.
Yes. Each feed has its own private tokenized URL, and only someone with that exact link can read it. If a link ever leaks, use Regenerate URL to kill the old link on the spot and get a fresh one.
Up to 10 per user. Most people need one or two, for example one personal feed and one team feed.
The URL stops working immediately and any calendar app subscribed to it stops receiving updates. Your WorkZen data is not affected.
The team scope needs two things, the View Team Schedule permission on your role, and a ZenGrow or ZenAI plan. Without either, the option is disabled with a tooltip explaining which one is missing.

This article answers:

  • How do I see my WorkZen schedule in Google Calendar?
  • Can I sync WorkZen with Apple Calendar or Outlook?
  • How do I get my jobs on my phone's calendar?
  • Can I share my team's schedule to an external calendar?

Related articles

How To Use The Scheduler in WorkZenOne shared view of every visit, task, and reminder across your team, with day, week, month, and timeline views, drag rescheduling, and conflict checks.Video, 1:33How To Schedule A Visit in WorkZenBook a visit with the right crew, property, and time, then run its whole lifecycle, dispatch, start, complete, signature, from one modal.Video, 1:17How To Manage Roles & Permissions in WorkZenUnderstand WorkZen's four roles (admin, manager, technician, viewer), assign them to team members, and customize each role's permissions.Video, 1:03What the Needs attention alerts meanWorkZen alerts admins when something breaks that only they can fix, like a disconnected integration or a failed subscription payment.2 min read

Still have questions?

Browse the help center, or jump in and see it for yourself. WorkZen is free to get started.

Back to Help Center