Instrumentl’s Calendar Integration allows you to view your grant deadlines directly in your external calendar — keeping submission goals, reporting deadlines, and tasks visible alongside your daily schedule.
By syncing your Instrumentl with your Apple, Outlook, or Google Calendar, you can improve collaboration, prevent missed deadlines, and manage your entire grant lifecycle more efficiently.
Note: If you're setting up calendars for external Collaborators (task-only seats), follow this guide.
External Calendar Integrations are available on our Professional Plans and above.
Overview
Our Calendar Integration is a one-way sync that sends deadlines from Instrumentl to your external calendar, so you never miss a beat.
We sync:
Task deadlines
Submission goals
Submission dates
Funder deadlines
Future cycle deadlines
Any updates made inside Instrumentl, including marking tasks complete or changing a deadline, will automatically update on your synced calendar.
Setting up the integration
Calendar Integrations are available on any web calendar that uses the iCal format.
Follow the step-by-step instructions for your platform:
Creating Customized Calendar Integration Links
Customizable Calendar Links allow you to create filtered calendar feeds tailored to specific teams, projects, or workflows. This ensures each stakeholder sees only what is relevant to them.
Navigate to Account > Integrations > Calendar Settings
Select + Add a Calendar Link
Select specific projects, statuses and task types to include (optional)
Choose which deadline types to include
Generate your calendar link
You can create as many custom calendar links as you'd like!
Example Use Cases
Finance Team Calendar: Include awarded grants deadlines and reporting tasks
Grant Writer Calendar: Include submission goals, application deadlines, drafting tasks
Executive Leadership Calendar: Include submission dates and cultivation tasks
Project-Specific Calendar: Create a link showing deadlines for only one project, program, or funding initiative
Accessing Shareable Links
Once created:
Copy the generated calendar URL
Add it to your external web calendar using the instructions for your provider (refer to respective help articles linked above).
Each link automatically stays up to date as changes are made in Instrumentl.
Additional Notes
This is a one-way sync. Changes made in your external calendar will not update Instrumentl.
Sync timing depends on your calendar provider and may take several hours.
You can disable or delete links anytime in Calendar Settings.
Instrumentl's Calendar Integration will keep you organized and streamline communication with your team. If you're interested in more integrations to level-up your grant work, be sure to check out all of Instrumentl's supported Integrations.
Contact Us 
Reach out to our friendly support team if you have any questions about using this feature. Message us via the chat bubble when you're logged in, or email us at hello@instrumentl.com.