You can synchronise your SafetyToolbox Online task list with your email calendar to show when tasks are due directly in your email / calendar software. This can be particularly useful for statutory inspections where you need to liaise with contractors. Calendar links can be enabled for any of your saved filters. For more guidance on how to create and manage filters, please see the final section of our guide 'Filtering, Searching and Sorting Tasks'.
To enable a calendar link, open the main Task List (click 'Tasks' on the navigation bar - #1 in the screenshot below) and apply the saved filter you wish to generate the calendar link for from within the 'Filter' dropdown (#2 & #3 in the screenshot below).
Click the 'Export' button (#4 in the screenshot above) and click 'Calendar feed (.ics)' (#5 in the screenshot above). This will open a window for the Filter you have applied. If you are yet to enable the calendar feed for this filter, you will need to click the 'Enable Calendar Feed' button (#6 in the screenshot below).
This will generate a unique link for the calendar feed for this filter which you will need to copy and paste into your email/ calendar software. This link can be very long so be sure to copy the whole link.
You can disable the calendar feed for a filter at any time by clicking the 'Disable Calendar Feed' button (#8 in the screenshot above). This will disable calendar feeds for everyone and they will need to repeat the steps in this guide should you wish to re-enable it as a new link will be generated.
Update your Email/ Calendar Software
Once you have your calendar feel link from SafetyToolbox Online, you then need to add it to your email/ calendar software. You need to follow the instructions for the email software you use (e.g. Outlook or Google Calendar) to subscribe or synchronise a calendar from a public url/ link rather than by uploading a file.
If you need help with this step, particularly if you are using email software provided or managed by your organisation, you will need to contact the IT administrator for your organisation. |
Security
Calendar links cannot be password protected and as such anyone you share the calendar link with can view the basic details of the tasks within the filter (title, description, due date and profile name). For this reason Confidential tasks are not included within the calendar feed and you should only enable calendar feeds for filters you need to. Access tasks from within SafetyToolbox Online will always require a user account with the necessary permissions, even if the task is part of an enabled calendar feed.