Store .ICS Calendar Import (Store Calendar Sync)

This guide explains Store Calendar Sync in My Store Calendar Settings, where you provide an external .ics URL and Guildhall imports/maintains store events.

This is different from personal calendar feed:

• Store .ics import: external .ics -> Guildhall store events
• Personal feed: Guildhall -> your external calendar app

For personal feed behavior, see Personal Calendar Feed (My Events).

What Store Calendar Sync does

When enabled, Guildhall reads your configured .ics source URL and creates/updates hosted events for your store based on that source.

This is useful if you already maintain a canonical calendar elsewhere and want Guildhall to mirror it.

Prerequisites

• Active or trialing store hosting.
• Valid public http/https .ics URL.
• Store address configured (required for location normalization/import).

Where to configure it

1. Open My Store.
2. Go to Calendar Sync.
3. Set your public .ics URL.
4. Click Save Calendar URL.
5. Click Sync Now for immediate import.

Update timing and sync cadence

Store import can run in two ways:

• Manual sync: Sync Now button in store calendar settings.
• Automatic sync: periodic background sync for eligible store accounts.

Operational behavior:

• Automatic cadence is typically frequent (default platform setting is 15 minutes).
• Last sync timestamp and last error are shown in Store Calendar settings.
• Network/provider issues can delay updates; last error helps diagnose this.

How imported events are managed

During sync, Guildhall:

• Creates new events for new .ics items.
• Updates previously imported events when source data changes.
• Handles source cancellations/staleness based on current participation state.

Imported-source identity is tracked via source metadata (external_source + source UID).

What this is good for

• Stores already using a POS/website calendar system as source of truth.
• Reducing manual duplicate event entry.
• Keeping Guildhall discovery/RSVP flows aligned with external scheduling systems.

When not to use it

Avoid store .ics import if you need:

• Rich, custom field mapping beyond feed fields.
• Deterministic automation/workflows and fine-grained control (use Using the Store API).
• Event management driven entirely inside Guildhall only (you can create events directly instead).

Recommended operating model

• Decide one canonical system for schedule ownership.
• If external calendar is canonical, treat Guildhall as synced downstream.
• Monitor Last sync and Last sync error regularly.
• Run Sync Now before major announcements/campaigns.

Troubleshooting

• No imported events: verify .ics URL is reachable and valid.
• Sync disabled button: confirm store hosting status and URL are configured.
• Wrong venue details: check store address and source calendar location consistency.
• Source deleted/cancelled event behavior differs from expectation: verify attendee counts and cancellation notes in imported events.