The transport calendar feed is a tenant-wide read-only ICS subscription link. It is designed for shared warehouse or dispatch calendars where people need approximate route timings without opening SmartGig.
Calendar providers do not fetch subscription feeds continuously. SmartGig updates the feed immediately when the URL is fetched, but Microsoft 365, Google, Apple, and other providers decide when they refresh subscribed calendars.
What appears in the feed
- One Van leaves event for each exported route where SmartGig has a route start time.
- All exported drop and collection stops on that route, using the expected arrival and departure times from the route plan.
- One Van return event when the route returns to base, or Van finish when the plan is configured to finish somewhere else.
- Only route plans that are optimised, exported, and still current.
- Events from the previous 3 months plus all future exported route dates.
Details included on events
- Plan name, run number, fleet vehicle label or name, registration, and vehicle type.
- Van leave time, expected arrival, expected departure, and van return or finish time.
- Driver portal URL where the route link is still active.
- Driver contact name, phone number, and email address where a saved route driver is assigned.
- Dispatch contact name, phone number, and email address where a saved dispatch contact is linked to the plan, with manual name and phone fallback for older or one-off plans.
- Stop contact name, phone number, and email address where a saved site or supplier contact is linked to the stop, with manual name and phone fallback for one-off stops.
- Address, postcode, service duration, weight, running load, notes, access notes, loading notes, warnings, and load-order guidance where available.
Turn on the feed
Open Transport Settings
Go to Transport > Settings and find Warehouse calendar feed.
Enable the feed
An owner, admin, or permitted transport manager can enable the tenant-wide feed. The link is token-protected and read-only.
Copy the subscription URL
Share it only with trusted warehouse or dispatch users who should see route timings and stop details.
Subscribe in Microsoft 365
Use Subscribe from web
In Outlook on the web, add the SmartGig URL as a subscribed calendar. Do not use upload or import for a live feed.
Name the calendar
Use a clear name such as Warehouse Transport or SmartGig Routes.
Wait for provider refresh
Microsoft 365 can take several hours, and sometimes longer than 24 hours, to refetch a subscribed ICS calendar.
When events change or disappear
- If a stop, route, or plan is edited in a route-affecting way, the plan can return to Draft and the events disappear until it is optimised and exported again.
- If a route is re-exported with changed times, the same calendar events update because SmartGig uses stable event IDs for stops and route markers.
- If the feed token is rotated, old subscriptions stop working and users need the new subscription URL.
- If the feed is disabled, subscriptions using that URL stop returning events.
Uploading or importing an ICS file creates a snapshot in many calendar products. For live updates, use calendar subscription from the SmartGig URL instead.
If a newly subscribed calendar is empty, first open the ICS URL in a browser to confirm the feed contains events. If the raw feed has events, the delay is usually the calendar provider refresh cycle.
Transport planning
Need a better way to plan event transport?
SmartGig Transport helps event teams assign vehicles, reuse driver and dispatch contacts, optimise routes, email private driver route links, generate job sheets and share calendar feeds.
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