Create a private read-only calendar subscription for Google, Apple or Outlook

Why use a private read-only calendar subscription?

A read-only calendar subscription gives everyone a live view of scheduled shifts without enabling edits from recipients. That prevents accidental changes, keeps a single source of truth for the roster, and lets owners update shifts centrally so subscribers see the latest schedule automatically. It’s ideal for hourly shift work, rotating teams and staff who want their work schedule in the same calendar they check every day. PayCheck AI supports creating private read-only calendar subscriptions for Google Calendar, Apple Calendar and Outlook, which refresh from PayCheck AI but are not editable from the recipient’s side. Note that rules about calendar refresh frequency depend on the recipient’s calendar app, not PayCheck AI.

Read-only subscriptions are different from exporting a one-off ICS file or CSV. Exports are static snapshots; subscriptions keep updating when the owner changes the schedule in PayCheck AI. PayCheck AI also supports exporting ICS if you need a one-time import instead.

Create the private read-only subscription (owner steps)

1) Build or open the shift calendar you want to share. PayCheck AI lets you create individual shifts, use preset rotations or custom day-based rotations, and include shift start/end times and shift names. You may also use AI-assisted import tools (Pro users) to extract shifts from a rota PDF or image and approve them before import.

2) Choose the calendar sharing or subscription option. In PayCheck AI, create a private read-only calendar subscription for Google Calendar, Apple Calendar or Outlook. This generates a secure subscription link (an ICS URL) that refreshes from PayCheck AI but does not allow two-way editing.

3) Decide who receives the subscription. For team use, a team owner’s personal shift calendar can automatically sync into existing and new team members’ personal main calendars as read-only copies; this does not remove the owner’s own shifts. Alternatively, share the private subscription link directly with individuals who should see the calendar.

4) Distribute the link or let the app auto-sync team members. If you copy the subscription link, send it with a short instruction (template below). If you rely on PayCheck AI’s team auto-sync feature, confirm that team membership and notification settings are correct so members receive it automatically.

How recipients subscribe (step-by-step)

Google Calendar (web or Android):

- Open Google Calendar on a desktop browser for easiest results. In the left-hand menu, choose “Other calendars” and select “Add by URL.” Paste the private ICS subscription link and click Add calendar. The calendar appears under “Other calendars” and refreshes periodically (Google controls refresh timing). On Android, the subscribed calendar appears in the same Google account if the account is synced to the device.

Apple Calendar (macOS or iOS):

- macOS: In Apple Calendar, choose File > New Calendar Subscription, paste the subscription URL, then choose settings such as name and auto-refresh interval. The calendar will sync to your Apple devices using the same iCloud account if you enable Calendar sync in iCloud settings. iOS: Subscribing on iPhone/iPad is done in Settings > Calendar > Accounts > Add Account > Other > Add Subscribed Calendar, then paste the URL and save. Note: iOS offers fewer auto-refresh options than macOS in some versions; refresh timing is controlled by the OS and cannot be forced from the owner’s side. Outlook (desktop or web): - Outlook desktop (Windows): Go to Home > Add Calendar > From Internet, paste the subscription URL and confirm. - Outlook on the web (Outlook.com / Office 365): In Calendar, choose Add calendar > Subscribe from web, paste the URL, name the calendar and Save. Outlook will treat this as a read-only calendar that refreshes periodically.

Worked example: Owner syncs team shifts into members’ personal calendars

Scenario: A team owner maintains a weekly rotation for five staff. The owner uses PayCheck AI to create the team rota, publishing assigned shifts for each member. Using PayCheck AI’s team features, the owner enables automatic sync: the owner’s personal shift calendar is automatically copied into each team member’s personal main calendar as a read-only subscription. Team members will see their shifts in their usual calendar app alongside personal events, and any owner edits (time changes, swap approvals) update those subscribed copies automatically.

Notes and limits: Personal pay settings, private shift notes and medical details are not shared in the team calendar. Team members can still request open shifts, request takeover, submit vacation requests and record absences inside PayCheck AI — planners can approve or reject those requests. The subscribed calendars refresh on the recipient’s device according to their calendar app, so there may be a short delay before changes appear.

Troubleshooting and common issues

Subscription not appearing: Ensure the link is a valid ICS URL and that you pasted it into the calendar app’s “Add by URL / Subscribe” option. Check that the recipient is using the same account (Google or iCloud) where they want the calendar to appear. No updates after owner changes: Calendar apps control refresh intervals. Google, Apple and Outlook refresh at different schedules; some may not reflect near-instant updates. If immediate visibility is required, consider notifying team members in your team chat or asking them to re-open their calendar app.

Recipient can edit shifts: If a recipient can edit events, they have likely imported a static copy (ICS import) into a writable calendar instead of subscribing. Remove that import and subscribe via URL instead. PayCheck AI’s subscription links are read-only on the recipient side. Duplicates in a personal calendar: Duplicates may occur if a member has both a subscribed calendar and a manual import of the same ICS. Remove the manual imported calendar or disable the subscription duplicate. Permissions and account mismatches: Make sure the subscription URL is used only in permitted accounts. If you’ve enabled automatic team sync in PayCheck AI, verify team membership and invite settings; new members should receive the read-only synced copy automatically.

Practical checklist

• Create or confirm the shift calendar in PayCheck AI and approve any imported shifts (Pro users)
• Generate the private read-only calendar subscription link for Google, Apple or Outlook in PayCheck AI
• Decide between sharing the link or enabling automatic team sync for members
• Send the copy-paste subscription email (template below) or check members’ auto-sync status
• Confirm recipients subscribe using Add by URL / Subscribed Calendar / From Internet as appropriate for their calendar app
• Remind recipients to check they’re using the correct Google/iCloud/Outlook account and to allow time for calendar refresh

Frequently asked questions

Will recipients be able to edit the subscribed calendar?

No. A private read-only calendar subscription from PayCheck AI refreshes from PayCheck AI but is not editable by recipients. If someone can edit events, they likely imported a static ICS into a writable calendar instead of subscribing by URL.

How often do changes appear in subscribers’ calendars?

Refresh frequency is controlled by the recipient’s calendar app (Google, Apple or Outlook). Some apps update more frequently than others, and mobile apps often follow OS-level refresh policies. If an urgent change occurs, inform recipients directly via message or the team chat.

Can I share shift details like personal pay or medical notes?

No. Personal pay settings, private shift notes and medical details are not shared in the team calendar. Only scheduled shift data intended for the team calendar is included.

Can I undo a subscription if someone copied it to their calendar?

If you revoke or change the subscription link in PayCheck AI, new updates will stop for that URL. If a user imported a static ICS file (not subscribed), you’ll need to ask them to remove that calendar and re-subscribe by URL for ongoing updates.

Does PayCheck AI edit my team members’ calendars directly?

PayCheck AI can create a private read-only calendar subscription and — for team owners — automatically sync the owner’s personal shift calendar into members’ personal calendars as read-only copies. It does not perform two-way edits on external calendars or edit external calendars directly beyond publishing a subscription that the recipient subscribes to.