What does this integration do?
This integration allows district admins to sync events from EventLink to their instance of iiQ Events to create, update, and delete events in iiQ based on changes made in the EventLink Calendar. Following are a few key points to keep in mind:
This integration syncs every hour.
This integration only reads and processes data from an iCal feed generated from EventLink No write-back functionality is supported for writing event data from iiQ to EventLink
Data Flow
This integration only reads and processes data from an iCal feed generated from EventLink. No write-back functionality is supported for writing event data from iiQ to EventLink.
Supported Use Cases & Business Requirements
Using an iCal link generated from EventLink, iiQ will pull event data from one synced calendar to create events in iiQ.
Event Data: Events in EventLink are imported and synced in iiQ at the appropriate location, date, and time.
Site → Location Mapping: Events in EventLink that have a corresponding location are included in iiQ.
Event Deletion: Upon sync, iiQ indicates any previously synced events have been deleted in EventLink
Event Creation (continuous): Upon sync, any new events since the last sync that are not in conflict are brought into iiQ.
Event Updates (continuous): Upon sync, any edited events since the last sync show their edits in iiQ
Sync Conflict Resolution: Upon sync, if a new or edited event is now in conflict in iiQ, the admin is aware there is a conflict, and the event is not brought into iiQ.
Sync Logging: Admin is aware of any events imported from EventLink.
Triggers & Outcomes
The EventLinkapp will “sync” with the linked iCal feed on an hourly basis automatically, but the app can be synced manually at any time from the Location Mappings tab.
If a new event is discovered in the iCal feed during a sync, a new event will be created in iiQ if:
The Site and Subsite for the event in EventLink have been mapped to a corresponding Location and Room Number in iiQ within the Location Mappings tab, and syncs have been enabled for the Site/Subsite in EventLink
The mapped Room and Location in iiQ are “available” (as defined by room availability settings in iiQ Events) during the entire duration of the event in EventLink.
There are no scheduling conflicts (IE, other events scheduled in iiQ) for that Room and Location during the entire duration of the event.
If changes are detected for an existing event (matching by the event ID as provided by EventLink) to the Event Name, Description, Site, Subsite, Start Time, End Time, or Date, these changes will reflect in iiQ as long as the following conditions are met:
The Site and Subsite for the event in EventLink have been mapped to a corresponding Location and Room Number in iiQ within the Location Mappings tab, and syncs have been enabled for the Site/Subsite in EventLink
The mapped Room and Location in iiQ are “available” (as defined by room availability settings in iiQ Events) during the entire duration of the event in EventLink
There are no scheduling conflicts (IE, other events scheduled in iiQ) for that Room and Location during the entire duration of the event.
If an event is deleted in EventLink, and this is detected during a sync, the corresponding event will be deleted in iiQ, and all associated tickets will be closed as well (consistent with the event deletion experience for events created in iiQ).
Field Mappings
Source System: EventLink
Target System: Incident IQ
iCal Feed Item --> | Field in iiQ |
Summary | Event Title |
DTSTART (UTC) | Event Start Date & Time (District time zone) |
DTEND (UTC) | Event End Date & Time (District Time zone) |
UID | Event ID (used as an identifier for syncs, included in top-right of event details page) |
Description “Site” “Subsite” | Used to parse event location and room number in iiQ Site: maps to mapped location value in iiQ Subsite: maps to mapped room number value in iiQ |
Inputs
The only input needed for iiQ is the iCal link, which retrieves calendar data and relevant location mappings for Location and Room values for events.
EventLink users can sync calendars to iiQ using an iCal link generated within EventLink.
To generate an iCal link within EventLink, a user must go to the desired team calendar and select the “Sync this schedule to calendar” button. The button should appear in the top right. For access to every school district’s calendars, visit EventLink for Schools.
Please note that the sync functionality is only supported for public EventLink calendars
After selecting the Sync button within EventLink, the site will generate an iCal link. This link will generate a calendar in the same timezone the user’s computer is set in. View the end of the link to double-check the calendar created with the desired timezone. The end of the link will outline the timezone used and look like the image below.