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How do I connect my external calendar?

Turn calendar events into time entries with one click

This article is for: Standard user, Manager, Admin, Account owner

This feature is available in: Web app, Desktop app

The external calendar shows events from your Google or Outlook calendar next to your tracked time. You can create a time entry from an event with one click instead of entering the time manually. The feature is under Calendar > Day and under Profile > Settings > External calendar.

Connect your Google or Outlook calendar

TimeTac supports calendars from Google (Gmail and Google Workspace) and Microsoft (Outlook and Microsoft 365). You can connect several external calendars and decide which sub-calendars appear in TimeTac. Only you can see your event details.

Follow these steps

  1. Go to Calendar > Day, or go to Profile > Settings > External calendar.
  2. In the day view, you'll find the button in the column next to your tracked time. In Settings click Add calendar. 
  3. Click Google or Microsoft.
  4. Log in with your Google or Microsoft account.
  5. Select the sub-calendars you want to see in TimeTac.
  6. Click Add.

Info: Events from your external calendar only appear in the day view. The week view and other calendar views don't show them.

Add more calendars or sub-calendars

You can change which sub-calendars TimeTac shows at any time. For example, add your team calendar later without connecting your account again. Each connected calendar has its own action menu in your settings.

Follow these steps

  1. Go to Profile > Settings > External calendar.
  2. Open the action menu (⋯) next to the calendar.
  3. Click Edit.
  4. Select the sub-calendars you want to add.
  5. Click Save.

Tip: To connect another Google or Outlook calendar, click Add calendar again.

Create a time entry from a calendar event

In the day view, your external events appear in a column next to your tracked time. Click an event to turn it into a time entry. You can check and change the details before you save it.

Follow these steps

  1. Go to Calendar > Day.
  2. Click the event you want to record as a time entry.
  3. Check the details and make changes if needed.
  4. Select an activity from the dropdown. You can choose from all activities available to you.
  5. Click Save.

Info: TimeTac adds the event title to the time entry as a note. The event description isn't transferred. If the event has no title, the note stays empty.

Get activity suggestions for recurring events

TimeTac remembers which activity you picked for an event and recognises the event by its title. The next time an event with the same title appears, TimeTac proposes that activity as the default. For regular meetings, you don't need to pick the activity again each time.

For example, you assign the activity New project to an event called "Customer meeting". The next time you click a "Customer meeting" event, New project is already selected. You can still change the activity before you save.

You now know how to connect your external calendar and turn events into time entries in TimeTac.