Calendar Event Import (Time Tracking)

Overview

Calendar Event Import is a time-saving feature that automatically pulls appointments, meetings, and events from calendar applications into time tracking systems as suggested time entries, reducing manual data entry and ensuring meeting time is captured for billing.

How It Works

Automatic Import

1. Connect calendar (Google, Outlook, Office 365)
2. System monitors calendar for events
3. Events automatically appear in time tracker
4. Events converted to suggested time entries
5. User reviews and approves entries
6. Assign to appropriate projects/clients

Smart Suggestions

• Meeting titles inform project assignment
• Attendees suggest client association
• Duration pre-populated from calendar
• Can be edited before finalizing

Benefits

Time Savings

• No manual entry of meeting duration
• No forgetting to track meeting time
• Bulk processing of multiple meetings
• Reduces end-of-day timesheet work

Accuracy

• Exact start and end times from calendar
• Complete record of client meetings
• No estimation or guessing
• Prevents unbilled meeting time

Completeness

• Every calendar event captured
• No missed billable meetings
• Preparation time can be added
• Travel time included

Common Use Cases

Consultant Meetings

• Client calls and meetings
• Strategy sessions
• Status updates
• Review meetings

Legal Professionals

• Client consultations
• Court appearances
• Depositions
• Partner meetings on cases

Creative Agencies

• Client presentations
• Discovery sessions
• Design reviews
• Project kickoffs

Best Practices

• Review imported events daily
• Add context/notes to entries
• Categorize as billable/non-billable
• Assign to correct projects
• Include prep time separately
• Export to invoicing system

Integration Platforms

Supported calendars:

• Google Calendar
• Microsoft Outlook
• Office 365
• iCloud Calendar
• Exchange Server

2026 Evolution

Modern implementations include:

• AI-powered project assignment suggestions
• Automatic billable/non-billable classification
• Client detection from attendee lists
• Recurring meeting patterns
• Meeting cost calculations