Sync Guides and Xola Calendars

This article will go over how to add a guide in Grant Access and then how to sync the guide's Xola calendar with their Google Calendar or Apple iCal.

When you designate a Xola user as a Guide in Settings > Grant Access, you'll immediately see a calendar icon appear. When clicked, this will generate the guide a calendar URL that can be used to sync their Xola calendar of assigned trips with GCal or iCal. 

FYI: If one of your guides leaves your company, when you delete them from Grant Access it will deprecate the URL link. This means that new tours will no longer sync to the former employee's iCal or GCal.  

Add Guide in Grant Access

  1. Navigate to Settings > Grant Access.
  2. To add a guide, click +Add User on the top right of the page.
  3. In the IFrame that appears, type in your guide’s name and email (phone number and nickname optional) and click Save. 
  4. Designate the guide's access level as Guide.

  1. Your guide will receive an email asking them to confirm their email address and set up a Xola password. They will use their email and password to log into their Xola account to view trips to which they've been assigned as a guide. 

Calendar Sync

  1. Go to Settings > Grant Access.
  2. Click the small calendar icon in between the guide's name and email.


  1. Copy the URL generated and send it to your guide.

  1. Your guide will go into their Gcal or iCal to complete the sync.
    •  GCal: On the left side bar, click the arrow next to Other Calendars. Select Add by URL. Paste in the Xola-generated calendar URL and click Add calendar.
    • iCal: Click File and select New Subscription Calendar. Paste in the Xola-generated calendar URL, set your preferences, and click OK.
  2. Calendar synced! 

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