TeamWork Calendar Sync: View Your PM Schedule in Google Calendar, Outlook, or Apple Calendar

Technicians who carry a phone on the floor should not have to log in to the CMMS to know what preventive maintenance is scheduled for the day. TeamWork calendar sync puts each team member’s assigned PMs directly into whichever calendar app they already use.

Preventive maintenance only gets done consistently when the people responsible for it know it’s coming. Most technicians check their phone calendar for the day’s schedule — not a browser tab. When PM work orders live only inside the CMMS, they are easy to overlook until a supervisor follows up. Surfacing that schedule in a familiar tool closes the gap between “it’s scheduled” and “it gets done.”

What TeamWork calendar sync does

TeamWork generates a personal iCal feed for each team member. That feed contains the work orders assigned to them — primarily PM tasks and scheduled jobs — and updates automatically as the schedule changes in TeamWork.

Each iCal feed is a standard .ics URL. Any calendar application that supports iCal subscriptions can consume it, including:

• Google Calendar (subscribe via “Other calendars → From URL”)
• Microsoft Outlook (subscribe via “Add calendar → From internet”)
• Apple Calendar (subscribe via “File → New Calendar Subscription”)
• Any other iCal-compatible calendar app on desktop or mobile

Once subscribed, scheduled PMs appear as calendar events. The event includes the work order title, the asset or site it applies to, and the scheduled date. When the PM is rescheduled in TeamWork, the calendar reflects the change on the next sync cycle — no manual update required.

What appears on the calendar:

• Preventive maintenance work orders assigned to that team member
• Scheduled work orders with a set due date
• Work orders are read-only in the calendar view; accepting, declining, or editing them in the calendar app does not change TeamWork records

How to set it up

For individual team members:

1. Log in to TeamWork and go to your Profile.
2. Find the Calendar Feed section and copy your personal iCal URL.
3. Open your calendar app and add a new calendar subscription using that URL.
4. Set a refresh interval in the calendar app (every hour or every few hours works for most PM schedules).

For managers setting up feeds on behalf of their team:

Each user’s iCal URL is unique to their account. Managers can walk technicians through the steps above, or share this page with their team.

The iCal URL is tied to the individual account and reflects only that person’s assigned work orders — one team member subscribing to the feed cannot see another team member’s schedule.

Who it’s for

Calendar sync is most useful for field technicians and maintenance staff who prefer to manage their day from a mobile calendar rather than logging into the CMMS first thing. It is also useful for facilities managers who want a high-level view of upcoming scheduled work alongside meetings and other calendar commitments — without needing the CMMS open in a separate tab.

For teams that need bidirectional sync or more advanced scheduling workflows, see the REST API for options to build a custom integration against the work order endpoints.

See all TeamWork integrations or learn more about preventive maintenance features.

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