Syncing a Trip to Google Calendar or Outlook

What Calendar Sync Does

When your Plan Harmony trip is a Pro trip, you can subscribe to it as an iCal feed in any calendar app. Your trip's events — every flight, activity, meal, and reservation — appear alongside your regular calendar, helping you see the trip in the context of your normal schedule.

This is especially useful in the weeks leading up to departure, when you're juggling pre-trip tasks and might need a reminder that your flight boards at 6:30 AM on the 14th.

Getting the Feed URL

1. Open the trip and go to Settings.
2. Scroll to the Calendar Sync section.
3. If the trip is Pro, you'll see a copy-to-clipboard field with the feed URL.
4. Click the clipboard icon to copy.

If the trip isn't Pro yet, you'll see an upgrade prompt instead. Click upgrade to Plan Harmony Pro to purchase the $6.99 one-time upgrade for this trip, or go to your user settings to subscribe.

The feed URL follows this pattern:

https://app.planharmony.com/content/trips/{trip-id}/ics/{hash}.ics

The hash is unique to your trip and is what prevents random guessing.

Subscribing in Google Calendar

The fastest way is to click the Add to Google Calendar button in the Calendar Sync section — it opens Google Calendar with the feed URL pre-filled and asks you to confirm.

Manually:

1. Open calendar.google.com.
2. In the left sidebar, click the + next to Other calendars.
3. Choose From URL.
4. Paste the feed URL and click Add calendar.
5. The calendar appears in the left sidebar under Other Calendars.

You can rename the calendar, choose a color, and toggle its visibility from the same sidebar.

Subscribing in Outlook

1. Open Outlook (Windows desktop version recommended).
2. Switch to the Calendar mode.
3. Click the Home tab on the Ribbon.
4. Under Manage Calendars, click Open Calendar → From Internet.
5. Paste the feed URL into the New Internet Calendar field and click OK.
6. Confirm the subscription.

Note on Outlook for Mac: Outlook 2010 and later on macOS don't support CalDav-style remote iCal feeds. If you're on a Mac, use Apple Calendar (which does support iCal feeds) and optionally sync it back to Outlook via iCloud.

Subscribing in Apple Calendar

1. Open Calendar.
2. File → New Calendar Subscription.
3. Paste the feed URL.
4. Click Subscribe.
5. Choose a name, color, and auto-refresh frequency.

How Often the Feed Updates

Plan Harmony refreshes the feed approximately every 3 hours. Your calendar app then fetches the feed on its own schedule:

• Google Calendar typically re-fetches every 24 hours
• Outlook re-fetches every few hours
• Apple Calendar lets you configure the refresh interval (15 min to 1 week)

Plan on up to 24 hours for a change to show up, though it's often faster. If you need immediate updates, use Plan Harmony directly.

What Gets Synced

Every event on the trip's calendar appears in the feed:

• Title
• Description
• Start and end times (in the event's timezone)
• Location (or route endpoints, for travel events)

Optional-event voting controls and attachments don't sync — those are Plan Harmony-specific features.

Tips

• Subscribe, don't import. Subscribing keeps the calendar in sync with Plan Harmony. Importing drops a one-time static copy that won't update when you change the trip.
• Color-code the trip. Pick a distinctive color for the trip calendar so events visually stand out from your work calendar.
• Unsubscribe when the trip's over. Once you're home, remove the subscription to keep your calendar clean.
• Keep the feed URL semi-private. Anyone with the URL can subscribe and see a read-only copy. Don't post it publicly.