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Running a one-time import with the iCal Importer

ūüĒĒ Please Note: iCal Importer is no longer actively maintained, and has been replaced with Event Aggregator.

Most folks with an iCal Importer license will have an Event Aggregator license in their account for free automatically.

To learn more about Event Aggregator, check out FAQs here. There’s a general guide about moving to Event Aggregator here, and a collection of more specific guides here. You can also drop by the help desk any time with questions.

There are two ways to import events into your WordPress site using The Events Calendar + the iCal Importer:

  • Run a¬†one-time, non-recurring¬†import from an iCal file OR iCal URL
  • Run a¬†saved recurring¬†import from an iCal URL

This section of the iCal Importer new user primer will be covering the first of those two options: running a one- time import.

  1. To get started, navigate¬†from the dashboard of your site to¬†Events -> Import.¬†You can get their from both the “Events” sidebar panel and the¬†admin bar atop your screen.
  2. You’ll be taken to the Events Import screen, and will land on the¬†General¬†tab by default. Make sure you’re satisfied with the import setting available – namely,¬†what status should imported events receive? – and hit the big blue “Save Settings” button¬†before moving¬†off this screen.¬†Screen Shot 2015-07-16 at 2.59.02 PM
  3. All done with your Import Settings? Excellent! Let’s toggle over to the third tab:¬†Import: iCal.¬†(Tab #2 is for the CSV importer, which is unrelated to this plugin and is instead baked into the core The Events Calendar. This¬†Import: iCal¬†tab is where you’ll spend the majority of your time with this plugin.
  4. First things first: select the Import Type in the upper box. You’ll have a handful of options available, but right now we want “One-Time Import.”¬†Screen Shot 2015-07-16 at 3.02.08 PM
  5. Once “One-Time Import” has been selected, a number of new fields will automatically¬†appear¬†in that upper box.¬†Screen Shot 2015-07-16 at 3.02.50 PM
  6. Notice that after “Import Type” we now have to select the “Source”: is this coming from an iCal URL or an iCal file? If the former, plug your iCal URL into the field as prompted by the example. If the latter, you’ll be presented with an upload tool to attach the .ics file you’ve got locally on your computer.
  7. Once the “Import Type” has been configured, there’s just one more row of options to configure: how (if at all) do you want to narrow the results? You have a few options:
    1. Keyword:¬†Refine results by a given keyword, ie, “beer”
    2. Location:¬†Refine results by a given location, ie “Portland”
    3. Date: Select the date from which you want to see events (it defaults to today)
    4. Radius: If you added a location, select the radius within which you want to find events (this defaults to miles, but can be changed to Kilometers under Events -> Settings)
  8. When you’ve configured your options – and don’t worry, you can refine the results after running your search too – hit the Search button. The system will work for a moment and will then present you with a list of all events matching your criteria. You’ll see all the relevant details: start date, end date + the event title.¬†Screen Shot 2015-07-21 at 3.31.31 PM
  9. The list that appears can be refined using the filters mentioned above; if you have too many items, for example, apply a keyword or a location search to help narrow your results. Remember to hit Search again in order for the filtering to trigger!
  10. Once you’ve found the events you want to publish in the list, simply check the box next to each (or select all by hitting the checkbox atop the column) and hit the big blue Import Selected Events checkbox. You can also import the entire set of results with the Import All button.
  11. The import will run for a moment, and once it has, you’ll receive a confirmation message atop the screen telling you how many events were imported. Feel free to toggle over to the Events list to review/edit them as you would any other event.¬†Screen Shot 2015-07-21 at 3.33.24 PM
  12. A note regarding venues:¬†If you’re importing events with venue information attached, there are limitations to how the data is saved on import. Specifically, venue addresses will need to be manually added to the event in order for it to show in map view.
  13. From this point forward, these events are identical those that have been created locally on your site.

Happy calendaring! If you encounter any issues, we’re here to help at the help desk. Otherwise – why not next check out an overview of the recurring import process?