Outlook Calendar Setup — Admin Guide

This guide explains how a unit administrator can configure the MySummitKeep calendar sync so that events automatically appear in members’ Outlook (Microsoft 365) calendars.

Prerequisites

• You must have the Unit Leader or Committee Chair role in MySummitKeep.
• Your organization must use Microsoft 365 (Office 365) for email.
• Members must have active Microsoft 365 accounts linked to your organization’s domain.

How it works

MySummitKeep publishes a read-only iCalendar (.ics) feed for your unit. Members subscribe to this feed in Outlook. New events and changes appear automatically — no manual sharing required.

Step-by-step setup

1. Open Calendar Settings

   In MySummitKeep, go to Settings → Calendar Integration in the left sidebar.

2. Copy your unit’s calendar feed URL

   On the Calendar Settings page, locate the Unit Calendar Feed section. Click Copy Feed URL to copy the .ics subscription URL to your clipboard.

   The URL looks like:

   https://api.mysummitkeep.com/api/v1/calendar/unit/{unitId}/feed.ics

3. Open Outlook on the Web

   Navigate to outlook.office.com and sign in with your Microsoft 365 account.

4. Add the calendar subscription

   • Click the Calendar icon in the left sidebar.
   • Click Add calendar → Subscribe from web.
   • Paste the feed URL from Step 2.
   • Give it a name (e.g., “Troop 42 Events”) and choose a color.
   • Click Import.

5. Verify events appear

   Your unit’s upcoming events should appear within a few minutes. If they don’t, see Troubleshooting below.

6. Share the URL with members (optional)

   You can send the feed URL directly to members so they can subscribe themselves, or walk them through these steps in your next troop meeting.

Tip

Outlook desktop app: You can also subscribe in the Outlook desktop application via File → Account Settings → Internet Calendars → New, then paste the feed URL.

Troubleshooting

Events aren’t appearing after 10 minutes

• Check that you copied the correct feed URL (it must start with https://api.mysummitkeep.com).
• Ensure your unit has future events — the feed only includes events scheduled for today or later.
• Try removing the calendar and re-adding it.

“Calendar not found” error

• Your unit ID may have changed during a data migration. Return to Settings → Calendar Integration to get a fresh URL.

Members see a permissions error

• The calendar feed is public (no authentication required). If members see an error, ask them to try opening the URL in a browser first to confirm it loads.

Need more help?

If you’re still stuck, contact our support team and include your unit name and the feed URL you’re trying to use.