Documentation

8. Creating Public Read-Only Calendars & Web Embeds

Embed Live, Anonymized Schedules for Rooms, Equipment, and Studios

The Scenario

Bring complete visibility to your spaces and high-demand assets across your organization or customer base. By exporting QReserve calendars and embedding live schedule views directly onto your public website, member portal, or company intranet, anyone can view real-time availability at a glance. Whether displaying meeting room status, lab instrument availability, makerspace tool queues, or studio schedules, users can check availability instantly from anywhere—without needing to log in or be physically on-site, all while keeping booking details anonymous.

🏢 Coworking Spaces & Facility Management (Primary Example)

  • Example: Embed live, read-only schedules on your member portal or lobby displays showing meeting room, huddle space, or phone booth availability so members see what's open in real time.

🔬 Research Labs & Core Facilities

  • Example: Publish a public calendar on your lab website showing instrument uptime and reservation blocks (e.g., Mass Spectrometers, Electron Microscopes) so researchers can plan experiments before logging in.

🛠️ Makerspaces & Machine Shops

  • Example: Display a live tool-availability grid on a digital sign in the shop or on your community website so members can check if 3D printers, laser cutters, or woodshop tools are currently occupied.

🎙️ Media & Production Studios

  • Example: Share a public, read-only view of podcast booths, photo studios, or sound stages on your booking landing page so external clients can check dates before submitting a service request.

QReserve Subscription: Standard
Implementation Difficulty: Beginner

Implementation Steps:

  1. Create a New Integration: Navigate to Administration → Web Embed → + Create New Web Integration.
  2. Define Integration Type: Select Public Read Only Calendar and provide a descriptive name (e.g., 'Meeting Room Availability').
  3. Select Resources: Add resources by tag (e.g., '#MeetingRoom'). All tagged resources will automatically appear on the calendar. Note: This view is anonymized to protect reservation details.
  4. Configure Appearance: Use the available settings to customize the display (e.g., enabling 'Day View by Resource').
  5. Publish: Save your settings, then copy the provided Web Integration URL to preview the calendar or use the embedding instructions to add it directly to your website or intranet.

📖 Learn more about Public Calendars and Web Integrations
🎬 [ ▶ Watch: Setting Up Public Read-Only Calendars]

In this video guide, we walk through embedding a live, anonymized availability calendar for meeting rooms onto a website or intranet. However, the exact same workflow applies to publishing real-time instrument availability for research cores, showing machine occupancy in a makerspace, or previewing studio schedules for media clients.