The Calendar Integration feature automatically sends calendar invites to assignees when tickets are planned, eliminating manual calendar management and ensuring field technicians never miss scheduled work.
How It Works
When a ticket meets specific criteria, the assigned team member receives a calendar invite via email that includes ticket details and a direct link to open the ticket in Field Link.
The integration works with any calendar system that accepts standard calendar invites via email, including Google Calendar, Outlook, Apple Calendar, and others. No setup is required on the technician's end—calendar invites are automatically sent to the email address associated with the assignee's Field Link account.
Automatic Calendar Invites
A calendar invite is automatically sent when a ticket has:
Status set to Planned or In Progress
Planned date configured
Assignee assigned
Calendar invites are automatically generated for all tickets meeting these criteria. If you need to prevent calendar invites for certain work, you can keep the ticket status as something other than Planned or In Progress, leave the planned date unset until you're ready for the work to appear on calendars, or temporarily remove the assignee.
What's Included in Each Invite
Each calendar invite contains:
Ticket ID and description – Quick reference to identify the work
Site name – Location information for the scheduled work
Direct link to the ticket – One-click access to open the ticket in Field Link or web
Calendar events use the time specified in the ticket's planned date field and are sent in standard calendar format, which your calendar application will display according to your local time zone settings.
Smart Calendar Updates
The system automatically manages calendar changes when ticket details are updated:
If the assignee changes, a cancellation is sent to the previous assignee and a new invite is sent to the new assignee
If the planned date changes, a cancellation is sent and an updated invite is issued with the new date
Each time the planned date is changed, your calendar will always reflect the most current schedule. Currently, the system sends updated invites when the assignee or planned date changes. For other ticket field changes (such as description or site), the calendar event retains the original information, but the direct link always takes you to the current ticket details.
Benefits
Eliminates manual calendar management: Field technicians no longer need to manually add scheduled work to their calendars, reducing administrative overhead and potential scheduling errors.
Improves schedule visibility: Technicians can see their upcoming work directly in their preferred calendar app, making it easier to plan their day and week.
Reduces missed appointments: With automatic calendar reminders and notifications, technicians are less likely to miss scheduled maintenance or inspections.
Better coordination: Field operations teams, project managers, and clients gain better visibility into planned maintenance and project timelines.
Mobile-friendly: The direct ticket link in calendar invites allows technicians to quickly access ticket details from their mobile device when they receive calendar notifications.
Activation
Calendar Integration is controlled by a feature flag and must be enabled for your workspace by our support team.
Once activated, the feature will automatically begin creating calendar invites for all tickets that meet the criteria above. The feature applies at the workspace level—if you need to disable it entirely after activation, contact support. Individual users can decline or delete calendar invites from their personal calendar app if they prefer not to use this feature.
Need help? Don't hesitate to contact us.