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HosPortal roster to your phone calendar

HosPortal has an iCal subscription for staff and a PDF export. Here is what its help centre says, and how to bring the shifts into Shift It.

Vendor menus change and employers set them up differently. Steps checked against Syncing your shifts to an external calendar (iCal) on .

What it is

About HosPortal.

  • HosPortal describes itself as a hospital rostering, on-call, leave management and communication platform you can reach from any internet-connected device.
  • HosPortal says access rights vary by user, even within the same hospital, and features such as shift swaps are only there if your hospital has enabled them.
  • Its iCal feed is described as syncing call, leave and theatre allocations, so your calendar may show more than ordinary shifts.

Step 1

Get your roster out of HosPortal.

These steps come from the vendor's own help pages, listed under Sources.

iCal subscription (stays up to date)

Stays up to date

  1. Go to Account Settings in HosPortal.

  2. In the iCal subscription section, copy the subscription URL.

  3. Outlook: choose Add calendar > Subscribe from web, paste the URL and confirm.

  4. Google Calendar: next to Other calendars click +, choose From URL, paste the URL and click Add calendar.

  5. Apple Calendar: choose File > New Calendar Subscription, paste the URL and click Subscribe.

  • The subscription is read-only. Change shifts in HosPortal, not in your calendar app.
  • HosPortal says external calendars refresh on their own schedule. Its older article says some systems can take more than 24 hours after a change, while iOS lets you set a shorter fetch interval.
  • Keep the link private. HosPortal says anyone with it can see your shift schedule.
  • An older HosPortal article describes the same feature as Account settings under your profile, then Subscribe, then "Click for iCal subscription". Menu wording can differ by version and setup.

Source: [1]

Export your shifts as a PDF

One-off file

  1. Go to your profile under your name.

  2. Click "Export" in the menu and choose shifts, leave or event attendance from the drop-down list.

  3. Set the dates in the date filter and click Export.

  4. HosPortal generates a PDF file.

  • Shift It cannot read PDFs. Use the iCal subscription above to get your shifts into Shift It.
  • This help article was last updated in 2022, so the screens may have changed.

Source: [3]

Step 2

Bring it into Shift It.

Shift It reads the calendars on your phone, so a roster feed in your calendar app is a roster Shift It can import.

  1. Get the roster into your phone's calendar

    Use the steps above. Shift It reads the calendars on your phone, so your shifts need to show up in your calendar app first.

  2. Start an import and choose your calendar

    In Shift It, pick the option for shifts that are already in your calendar ("My shifts are in my calendar"). Allow calendar access when it asks.

  3. Pick the calendar and the dates

    Choose the calendar your roster is in and set the date range. It starts at today and runs four weeks ahead, so widen it if your roster covers more. You can also filter by a word in the event title.

  4. Review, then accept

    Shift It lists what it found before it saves anything. Remove anything that is not a shift. If the shifts overlap ones already in Shift It, the review screen shows what changed, what is new and what is gone.

Good to know before you import

  • Because the feed can include leave and theatre allocations, use the review screen to remove anything that is not a shift, or filter by a word from your shift titles.
  • Our main import guide also lists HosPortal Excel export settings. HosPortal's public help centre documents a PDF export for personal shifts, so what your account offers may depend on your hospital's access rights.
  • Shift It reads your calendar once, when you import. It is not a live sync, so import again when your roster changes.
  • All-day events and events longer than 24 hours are skipped.
  • Each shift takes its start time, end time and title from the calendar event. Location is not carried over.
  • Shift It cannot open .ics files directly. Add the file to your calendar app first, then import from the calendar.

If your employer sends you a spreadsheet instead, Shift It can import that too. See importing from a file.

Common problems

When HosPortal and your calendar do not agree.

I cannot find the iCal option

HosPortal places it under Account Settings. Its help centre says access rights and features vary by user and hospital, so ask your roster administrator if it is missing.

My calendar is slow to update

HosPortal says it does not control how often your calendar app refreshes. On an iPhone you can set a shorter fetch interval.

My shifts export as a PDF, not a spreadsheet

HosPortal's help centre describes a PDF for personal exports. Use the iCal subscription, or ask your roster administrator whether a spreadsheet export is available to you.

Shift It imports things that are not shifts

The feed can carry call, leave and theatre allocations. On Shift It's review screen, remove what is not a shift, or filter by a word in the event title.

Common questions

HosPortal roster questions, answered.

What people search for, with straight answers.

How do I add my HosPortal roster to my iPhone calendar?

Copy your iCal subscription URL from Account Settings in HosPortal, then in the Calendar app choose to add a subscription calendar and paste it. HosPortal's help centre gives File > New Calendar Subscription for Apple Calendar on a Mac.

Does HosPortal sync with Google Calendar?

Yes. HosPortal's iCal URL works with Google Calendar through Other calendars, then From URL. HosPortal says calendar apps refresh on their own schedule.

Can I export my HosPortal roster to Excel?

HosPortal's public help centre describes a PDF export for staff shifts, leave and event attendance. Check your own account's Export options, since access varies by hospital.

How do I get HosPortal shifts into Shift It?

Subscribe to your HosPortal iCal link in your phone's calendar first, then use Shift It's calendar import and review the shifts before saving.

Sources

  1. Syncing your shifts to an external calendar (iCal), HosPortal help centre (Shown as updated 30 June 2026). Read .
  2. Subscribing to HosPortal's iCal service, HosPortal help centre (Shown as updated 18 June 2025). Read .
  3. Export shifts, or leave, or event attendance, HosPortal help centre (Shown as updated 28 November 2022). Read .
  4. Welcome to HosPortal, HosPortal help centre. Read .

Using a different system? HealthRoster, UKG Pro WFM, Deputy, back to the import guide.