Subscribe to the Transport Calendar Feed

Give warehouse and dispatch teams a live read-only calendar feed showing van leave times, drops, collections, and van return times for exported routes.

Article guidance

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.
Dispatch contact, stop contact, phone number, 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.