Managing Your Event Schedule: Webcal Subscriptions vs .ics Email Attachments


Managing event schedules can be simplified with the right tools. Two methods supported by Cadence are .ics email attachments and Webcal subscriptions. This document compares these methods, providing insights on their benefits and limitations to help you choose the best option for your needs.


Method 1: .ics Email Attachments.

An .ics email attachment is a small file format used for sending calendar event data via email. With this method, you receive an email containing an .ics file, and your calendar application automatically adds it to your calendar without requiring any action from you. For updates, you receive a new email with an updated .ics file that is also automatically processed, updating the event details in your calendar. This method is intuitive because it aligns with the traditional way of sending and receiving calendar invites, making it familiar to most users. It provides immediate updates and allows for greater control over calendar entries and reminders.

How It Works:
  • Receiving the .ics File: An email is sent to you with an attached .ics file.
  • Adding the Event: When your Email/Calendar receives the .ics file, it's populated within your calendar.
  • Updates: For any changes or updates to your schedule, you will receive a new email with an updated .ics file, which must be opened to update the event details on your calendar.

Pros:
Intuitive Workflow: Using .ics email attachments aligns with the traditional invitation process most people are familiar with.
Immediate Updates: Your calendar updates immediately upon receiving the ICS attachment via email.
Greater Control: Calendar entries can be removed through your calendar, and you can customize reminders.

Cons:
Email Volume: Each change that happens requires a new email for it to be updated on your calendar.
Limited to Appointments: Only appointments are delivered to your calendar; sessions on your schedule are not included.


Method 2: Webcal Subscriptions

A Webcal subscription (also known as an internet calendar or web calendar) is a more automated approach to managing your schedule. Instead of receiving individual emails for each invite or update, you subscribe to a Webcal link in your calendar application (usually with just a few clicks). Your calendar application periodically checks this link for updates, ensuring that any changes are automatically added to your calendar. This method is convenient because you only need to subscribe once, and all future updates happen seamlessly. It also reduces email clutter and can populate both appointments and/or event sessions in your calendar. However, it may have refresh delays depending on your calendar application's update frequency, which can pose issues for last-minute changes.

How It Works:
  • Subscribing to the Calendar: You subscribe to a Webcal URL provided by the event organizer.
  • Automatic Updates: Your calendar application regularly checks for updates from the Webcal URL and automatically updates your calendar with the latest event information.

Pros:
Easy Setup: Users subscribe once and all future updates are automatic, across your events.
Appointments and Session Compatibility : Populates both appointments and event sessions
Less Email: Updates happen without the requirement of receiving an email for each update.
Assistant Friendly: Your subscription URL can be shared with assistants or others within your organization.

Cons:
Refresh Delays: Users' calendar apps decides the timing to request updates. In worst case scenarios, updates may be delayed up to 24 hours, which can be challenging for last-minute changes during events.
Separate Calendar: Creates a separate calendar within your calendar app. Conflicts on your Web Calendar Subscription are not visible to others, when receiving invites outside of Cadence.
Temporary: Subscription calendars only populate upcoming and recent events, and do not live on your calendar forever. By default this is limited to 90 days in the past for visibility on your calendar.


Method 3: Custom Integrations (Office365, Google Workspace, etc.)

Custom integrations offer a tailored solution for syncing your event schedule with your organization's systems. This method involves your IT department working with Cadence to develop a custom connection that meets your specific needs. Once integrated, calendar updates are applied automatically without any user intervention. This approach provides a high degree of customization and ensures that events are always up to date without requiring manual input or user action. It also reduces the need for email notifications for each update. However, developing and implementing a custom integration requires significant time and resources and may need rigorous compliance and approval processes.

How It Works:
  • Developing the Integration: Coordinate with your IT and Compliance department to scope and develop a custom integration that meets your organization's specific needs.
  • Automatic Updates: Once integrated, calendar updates are automatically applied without user intervention.

Pros:
Highly Customizable: Offers flexibility to accommodate unique IT setups and specific organizational requirements.
Zero Click Updates: Calendar updates are automatically applied to calendars without any action required (assuming we know if they accepted/declined already)
Less Email: Eliminates the need for email notifications for each update.

Cons:
Development Time: This solution requires time and resources to develop and implement.
Compliance Challenges: Integrating with enterprise systems like Microsoft Exchange may involve rigorous compliance and approval processes to grant third-party read/write access.