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Google Calendar and Microsoft Outlook Calendar Integration

Learn how to sync your Microsoft and Google Calendar events with TrackingTime.

Carla avatar
Written by Carla
Updated over 3 weeks ago

Import your Google and Microsoft Outlook Calendar events right into your timesheet. Using this integration, you can automatically include all of your work-related events in TrackingTime, such as meetings, calls, and presentations.

Connect your calendar with TrackingTime

Roles: all roles | Paid Feature

How to link your calendar with your TrackingTime account:

  1. Click on your avatar located in the bottom left corner of the screen.

  2. From the emerging menu, select Apps & Integrations.

  3. From the calendar section, click on Sign in with Microsoft/Sign in with Google.

  4. Log into your Google or Microsoft account and then grant TrackingTime permission to connect.

  5. All your calendars will be displayed for you to choose which one to import the events from. Turn on the calendar you want to sync. We suggest you add your work-related calendar.

  6. Assign to: choose a TrackingTime task to which your calendar hours will be allocated.

  7. Sync since: select the date from which we should import your events.

  8. Auto log events: if enabled, all your events will be logged, this means that the hours will be automatically added to your timesheets. If disabled, all your events will be imported as "scheduled events" and you will have to save them when they are done, so they are added to your timesheets.

📝 The first sync may take a couple of hours, so please, be patient if you don't see your events immediately after linking your accounts for the very first time 🙏

Status of your calendar integration

Roles: all roles | Paid Feature

Get the date and time of when your calendar was last synchronized with TrackingTime. Monitoring this information helps ensure that your events are up-to-date and can assist in troubleshooting any synchronization issues.

How to check on the status of your calendar sync:

  1. Go to the Hours page.

  2. Click on the Calendar view button.

  3. Under Calendar sync click on "Last updated".

Calendar Rules

The following rules apply to both Microsoft Outlook Calendar and Google Calendar integration.

  • The events you update in TrackingTime will not be overwritten by subsequent changes you make to your Calendar.

  • Events deleted in TrackingTime will no longer be synced with your Calendar.

  • When you update an event in your Calendar, TrackingTime will automatically update as well.

  • Events deleted in your Calendar will also be deleted in TrackingTime in the subsequent sync.

  • This is not a two-way sync: events created in TrackingTime will not be imported to your Microsoft Outlook or Google Calendar.

  • If no project and task are selected to save the time entries linked to synced calendar events, they will be associated with the "No Project" project and assigned to an Unnamed task.

💡You can automate the importation of events from TrackingTime into your calendar, or any other calendar workflow, using Zapier. Here's how.

Delete a calendar imported event

This is how you can delete one or multiple repeating events, that were imported from your calendar into TrackingTime.

How to remove a calendar imported event:

  1. Go to Hours.

  2. Click on the event to open it.

  3. Click on the Bin icon to delete it.

💡Batch delete calendar events by pressing CTRL on your keyboard while selecting the events you want to delete. Once they've all been selected, click on the Bin icon.

Disconnect your Google or Microsoft Outlook Calendar

Roles: all roles | Paid Feature

How to unlink a calendar from your account:

  1. Go to Apps & Integrations.

  2. From the calendar section, click on the Settings button of the calendar you'd like to turn off.

  3. Click on Revoke access.

  4. You will then be asked whether you want to keep the calendar events or delete them all from TrackingTime. Select your preference.

  5. Click on Confirm.

⚠️ Unlinking a calendar is an action that cannot be undone.

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