How Calendar Syncing Actually Works
The honest version. No jargon. We'll explain what we control, what we don't, and what to expect.
Think of it like checking your mailbox
When you update an event in iCalFeed, the change is available right away on our end. Think of it like putting a letter in the mailbox — it's there immediately.
But your members' phones don't get a notification that something changed. Instead, their calendar app checks for updates on its own schedule — like walking out to the mailbox. Some phones check every 15 minutes. Some check once a day.
We can't control how often their phone checks. Nobody can. This is how all calendar subscriptions work — not just iCalFeed. It's the same speed whether you use us, Google Calendar's built-in sharing, or any other calendar service.
How fast is it on each device?
The same event update from you reaches different phones at different speeds.
Apple Calendar
iPhone, iPad, Mac
Apple checks for updates about every 15 minutes by default. Most people see changes within the hour. Users can adjust this in Settings > Calendar > Accounts > Fetch New Data.
Google Calendar
Android phones, web
Google Calendar checks for updates roughly once a day for subscribed calendars. Google does not let users change this. To force a refresh, members can remove and re-add the calendar.
Outlook
Desktop & mobile
Outlook typically checks every 1 to 3 hours, depending on the version. Some versions allow users to adjust the sync interval in account settings.
These are the same speeds you'd get with any calendar subscription service. We publish your changes immediately — the rest is up to the phone.
What you can do about it
Add events as early as possible
The earlier you publish an event, the more time every phone has to pick it up before the event actually happens. A game added on Monday for Saturday will reach every phone with time to spare.
For last-minute changes, send a text too
If you need to move a practice that's happening tomorrow, update the calendar event (so the information is correct for anyone who checks) and send a quick text or email for the time-sensitive heads-up. The calendar catches up within hours; the text catches them now.
Tell members they can manually refresh
On iPhone: Open the Calendar app, drag down on the event list to force a refresh. On Google Calendar: The only way to force it is to remove and re-subscribe to the calendar. On Outlook: Right-click the calendar and choose "Sync this calendar."
Is iCalFeed right for you?
iCalFeed is great for
- Recurring schedules (weekly meetings, seasonal game schedules, service times)
- Events planned days or weeks in advance
- Schedules that change occasionally — rain delays, room changes, time adjustments
- Any situation where "everybody needs to know the schedule" but you're tired of email chains and group texts
- Keeping a single source of truth that members can always check
Might not be the best fit if
- Your events change hour-by-hour on the day of (like a live tournament bracket with 30-minute updates)
- You need instant delivery — like a fire drill notification or emergency closure
- Your members need real-time, two-way communication about schedule changes
- Most of your audience uses Android and you make frequent same-day changes
The bottom line: No calendar subscription app — ours or anyone else's — can guarantee instant delivery. That's a limitation of the technology, not iCalFeed. We still think subscribed calendars are far better than email chains, Facebook posts, and paper flyers for keeping your members informed. For truly urgent updates, pair the calendar change with a quick text.
Common questions
Still better than email chains
Even with these timing differences, your members get the right information on their phone without you having to send 47 text messages. Start your calendar for free.