True two-way sync. Shifts in, availability back.
VenueWiki's Calendar Sync is a true two-way sync. Your AV shifts from Rentman, Deputy, Humanity or Connecteam go into Google Calendar or Outlook and stay updated when the roster changes. Your availability goes back the other way, so your roster app knows when you're booked.
Unavailable
Unavailable
Unavailable Unavailable Unavailable Unavailable Unavailable Unavailable UnavailableWorks with multiple companies on Rentman and Humanity.
Without VenueWiki
With VenueWiki
VenueWiki keeps your calendar matched to the roster, so you don't have to.
Your busy time goes back to the roster as unavailable, so the people scheduling can see when you're available and book you into it, instead of ringing around.
I used to share my Google Calendar, but nobody booking a job thinks to open someone else's calendar, so I'd still get the "are you free?" calls. Now my availability shows up inside the roster they already work in. They book me when I'm free, and my bookings have gone up.
Your company sees you as unavailable, with the note "Synced from VenueWiki Calendar Sync". Never the event behind it. A dentist appointment, a date or even a day off all look the same.
Schedulers and crew coordinators
Stop chasing crew for availability. Their busy time shows up inside the roster you already use, so you book people who are actually free.
Actively used by Scene Change & AV1.
Freelance AV techs
Work for more than one company? All your shifts land in one calendar.
Casual crew
Your company's roster, in your own calendar, and still right after it changes.
If it hasn't earned its keep in three months, walk away.
One-time setup on their side — Rentman, Deputy, Humanity or Connecteam.
Google or Outlook, then your specific calendar. Two clicks and you're done. Backfills one month and syncs forward a minimum of 12 months.
New gigs land on your calendar. Times change, the event changes. Shift's pulled from the roster or you're taken off it, it's gone. You never touch it. Every change is logged for you, and you can choose to be notified.
Tag an event #me, or exclude its colour (Google) or category (Outlook), and it won't mark you unavailable. Pick a colour for each company synced into your calendar.
Already using one of these? You're covered.
Your roster app not here? Tell us — the list grows.
First 90 days free, no card up front.
Google Calendar and Outlook. Apple Calendar isn't supported.
Only to mark you unavailable. Your shifts come in; your availability goes back as a block with a fixed note, never your event details. On supported rosters: Rentman, Deputy, Humanity and Connecteam.
Connect their roster app once. After that it's all automatic — you just connect your calendar.
Yes — tag it #me, or exclude its colour, and it won't block you out in the roster.
If it hasn't earned its keep in three months, walk away.
You're rostered in When I Work. You've copied the iCalendar link into Google Calendar the way the help centre says, and your shifts turn up… at some point. When I Work's own help centre says the sync can vary from several minutes to several hours. A shift moves and your calendar doesn't. You block out a week in your own calendar and When I Work still thinks you're free. VenueWiki's Calendar Sync is coming to When I Work: your shifts into Google Calendar or Outlook, and your availability back. It's in build now.
When I Work gives you an iCalendar link for your schedule, and its help centre is unusually clear about the limits.
So if your calendar is Google or Outlook, what When I Work gives you is a one-way feed that can be hours behind. That's the problem this page is about.
Checked against When I Work's help centre on 5 October 2026.
The same two directions the live connectors have today.
When I Work to your calendar. Every published shift lands in your Google Calendar or Outlook, written by VenueWiki itself, not fetched by your calendar when it feels like it. Times change, the event changes. Shift's cancelled, it's gone.
Your calendar to When I Work. Block out time in your own calendar, a holiday, the dentist, another gig, and When I Work shows you as unavailable. It gets the dates and a fixed note. It never gets the name of the event.
What comes with it. The same as every live connector: every company in one calendar with a colour per company, #me and excluded colours to keep an event from blocking you, a change log inside the event, and an email when a shift moves if you want one.
How it connects, and how fast changes arrive, go on this page the day it ships. Until then, the pages for the live connectors show how they work: Rentman, Deputy, Humanity and Connecteam.
The thing people actually want is simple: see your shifts wherever you already look, and have the roster know when you're busy, without handing your manager your private calendar. That's the whole job of VenueWiki's Calendar Sync. Your events stay yours; the roster only ever sees "busy".
Joining works from your phone's browser.
| When I Work iCalendar link | VenueWiki Calendar Sync (coming soon) | |
|---|---|---|
| Google Calendar and Outlook | Yes, one-way | Yes |
| Two-way (availability back to When I Work) | No | Yes |
| How fast changes arrive | When your calendar refreshes the feed: several minutes to several hours, per When I Work's help centre | Written to your calendar by VenueWiki; exact timing published at launch |
| Set up from a phone | For Google Calendar or Outlook, from a computer, per the help centre | Yes |
| Cost | Included with When I Work | $55 a year after 90 days free, same as every connector |
Yes, one-way, through an iCalendar link your calendar subscribes to. VenueWiki's Calendar Sync for When I Work will be the two-way option: shifts in, availability back. It's in build now.
With the link, When I Work's help centre says several minutes to several hours. VenueWiki's Calendar Sync writes the events to your calendar itself, so there's no feed for your calendar to fetch; the exact timing goes on this page when the connector ships.
Because the link is a feed, and Google fetches it on its own schedule. There's no push from When I Work's side. That's the gap VenueWiki's Calendar Sync closes for the live connectors today, and will for When I Work.
When I Work's help centre says to set up the Google Calendar or Outlook link from your computer. VenueWiki's Calendar Sync is set up from your phone's browser, nothing to install.
No. When VenueWiki's Calendar Sync for When I Work ships, When I Work will get the dates you're busy and a fixed note, the same as every live connector. Never the event title or its details.
Yes. VenueWiki's Calendar Sync puts shifts in Outlook and Microsoft 365 calendars and sends availability back, the same as the live connectors.
It's being built now. Join VenueWiki, and When I Work appears on your calendar-sync page the day VenueWiki's Calendar Sync for it ships.
Same idea, each on its own page: Rentman, Deputy, Humanity and Connecteam.
When I Work switches on the day it ships.
