Add calendar events in bulk

In this Article


As you are setting up your calendars, consider these options for uploading events in bulk to make your setup process fast and efficient. After upload, manage all of your events in Calendar Manager

Upload vs integrate

Using the Import tab to upload an .iCal file completes a static, one-time upload of events. This is sometimes confused with the process of Integrating a .ics calendar. An integration initiates a one-way dynamic sync to flow events in from another calendar source to continually appear and update in the Finalsite calendars. Choose the one that works best for you!

This article focuses on these two methods of bulk uploading events: 

  • datasheet event upload
  • .iCal file format upload

Upload datasheet

Use a Calendar Upload Datasheet to upload all of your events with one click! 

Step 1: Download template

To upload events, begin by downloading the Calendar Events Data Upload Template from the Knowledge Base. The template spells out the format to use when creating calendar events in bulk. There are two types of templates: Multi-calendar and Single-calendar:

  • Single-calendar template: Use this template when uploading events in bulk that will exist on only one calendar. 
  • Multi-calendar template: Use this template when uploading events in bulk that will populate more than one calendar in Calendar Manager.

Important Note

If you use the multi-calendar template, it is necessary to send your completed datasheet to Support for upload.

Step 2: Open the template in Excel or Sheets

Open the template in Excel or Sheets. Each row of the spreadsheet contains a specific event, while each column represents information pertaining to an event, such as date, start time, end time, and so on. Use the Instructions in the first gray column to guide your process of filling out the different colored columns.

calendar datasheet.png

  • title: The Event Title is required for all events. 
  • startDate: The Start Date is required for all events.
  • startTime: Specify a start time. If event is an All Day event, leave blank. 
  • endTime: Specify an end time. If event is an All Day event, leave blank. 
  • notes: Add notes such as forms links, event details, parking information. 
  • description: This space is another place to add event details, contact info, etc. 
  • location: Adding a location to an event ensures that your community knows where to show up!
  • priority: The priority column allows you to distinguish certain events has having a higher priority. 
  • calendar name: Rename the green columns with the exact same name your Calendars are already named in Calendar Manager.
  • calendar name: Each separate calendar needs its own column, matching the name of the created calendar in Calendar Manager.

  • more calendars: Add new columns for each new calendar.

Important Note

Recurring events cannot be uploaded via a datasheet.

Step 3: Rename datasheet and add your events

Rename your new datasheet

  • Single-calendar template: Give a unique name for the template.
  • Multi-calendar template: Give the spreadsheet a unique name, and add more tabs or worksheets for each school to be able to have multiple calendars uploaded at a time. 

Add your events

Copy and paste from another spreadsheet or type your events into the correct columns described in Step 2.

Step 4: Download and change file extension from .tsv to .txt

Select Download As from the File menu, and choose Tab Separated Values (.tsv)

download datasheet as a tsv file.png

Go to where you saved your .tsv file and manually change the extension to .txt.

tsv to txt.png

Step 5: Import datasheet(s) into Calendar Manager

import datasheet events.png

    1. Go to Calendar Manager and click on the Import tab.
    2. Select the File radio button.
    3. Make sure the Format option is set to Tab Delimited. 
    4. Use the Choose File button to select the spreadsheet that you saved.
    5. Use the dropdown menu to select which calendar you wish to update. If you want to display the events on your spreadsheet right away, select the Publish on Import checkbox. Leaving this box unchecked means you'll have to publish each event individually once uploaded.
    6. Click the Import Calendar Events button.

Important Note

Confirm Import: Any adjustments made to the column headers (i.e., the name of each column) require you to re-associate the columns with the new pieces of data that Calendar Manager accepts as an import before clicking Confirm Import.

confirm import window.png

Step 6: Manage events after import

Bulk Publish by month or by year on the Events tab. Read more at "Getting started in Calendar Manager."

Annotation_on_2021-07-01_at_08-09-39.png

Upload .iCal events

Export events as an .iCal file to be able to upload these same events to your calendar. 

Step 1: Export .iCal file 

Export by setting the format to .iCal and upload the file that was generated by your calendar management software.

Step 2: Import iCal file into Calendar Manager

  • Go to the Import tab in Calendar Manager. 
  • Make sure iCal is selected next to Format.
  • Click Choose File and select your file with the .iCal extension.
  • Click Import Calendar Events to upload your .iCal events. 

import ical events.png

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