Integrate your external calendar into our Calendar view to auto-track your calendar events, or manually create or start time entries based on calendar events in two-clicks!
Setting up the integration
To integrate your external calendars to our web app calendar, head over to the Profile page, and click on Connect next to the Calendar you wish to integrate. You can also find these integrations via the Native Integrations tab, or head over to the Profile page from the Calendar view Settings cog.
Note: We currently only support integrating with Google Calendar and Outlook Calendar. Adding multiple Google Calendar accounts is only available on paid plans, whereas one can be integrated on a Free plan.
1. Enabling the Google Calendar Integration
You will have to log in to Google Calendar and provide us with permission to view your calendars.
Once you approve the permissions, the app will reload, displaying all your calendars.
These permissions will differ based on whether the email address for your Track account matches your Google account. Please read these carefully for each calendar you integrate.
You can now choose to add the calendars you wish to integrate, hide un-selected calendars to avoid cluttering the view, or remove the integration.
After the setup is complete, you can view your calendar events on the Calendar view. To show/hide Google events from showing on your calendar view, click on the Settings cog in Calendar-view and toggle between show/hide (this is a Starter plan feature).
2. Enabling the Outlook Calendar Integration
You will have to log in to Outlook and grant us permission to view the calendars.
If you're a part of an O365 organization, it is possible your O365 administrator may have restricted integrations with third-party apps, however the authentication screen will allow you to request this access from your admin.
If you are an admin, you can approve the integration for everyone in your team by setting it up first.
After permissions are granted, the app will reload, displaying all the available calendars.
You can choose the calendars you wish to integrate with Toggl Track, hide un-selected calendars to avoid cluttering the view or remove the integration entirely from the My Profile page.
Calendar events will be displayed on the Calendar view once the setup is completed.
Viewing calendar events
Integrated calendars are displayed on the Calendar view in the web app. External calendar events are positioned inside the right column, your Toggl time entries are inside the left column.
Calendar events shown in Toggl Track are private. Only the calendar owner can see these events.
On calendar-view, you are able to show/hide calendar events easily via the Calendar Settings dropdown.
Interacting with calendar events
Click on any calendar event to start a time entry, copy it over as a time entry, or open the calendar event page. You can also see which calendar it belongs to here.
The "View in Google Calendar" link will work only if you are logged into the same Google account on the browser, as the calendar you are trying to access.
The new time entry will copy the calendar event's description, but you will need to assign a project, tags, and other details manually.
Changes to Calendar Event Copying
The option to bulk copy calendar events for an entire week has been removed as part of Toggl's Timer page updates. While this feature is no longer available, Toggl offers alternative solutions to help you manage your time entries effectively.You can still copy all time entries for a specific day:
Open the Calendar View in Toggl
Hover over the top of a specific day
Use the available option to copy that day's entries
Auto-track calendar events
If you want Toggl to automatically convert your Google or Outlook calendar events into time entries, just enable the "Auto-track calendar events" setting. This feature serves as an excellent alternative to manually copying events. Here's how to enable it:
From Calendar view: Navigate to Calendar Settings dropdown and enable "Auto-track calendar events".
From Profile page: Go to the Calendar Settings section, click the menu icon (⋮) next to your calendar, and select "Enable Auto-Track Calendar Events".
Once you have integrated your calendar, Toggl will automatically create time entries for you within 5 minutes of the start time of your event. This automation remains active as long as you log into Toggl a minimum of once every 30 days.
Notes:
You can integrate multiple Google and Outlook account calendars with Track.
The Auto-track calendar events will only convert existing and future events into time entries. If a new calendar event is created or updated with a past time, the time entry will not be created. Events with no duration are also not converted into time entries.
The Auto-track calendar events will not create time entries if any constraints are in place, including locking time, approved timesheets, required fields, etc.
Once created, we don’t update or delete time entries based on calendar event changes.
All-Day events will not be pulled through from the external calendar. Only events with a start and end time can be shown.
We only display events up to 60 days in the past and 30 days in the future.
The calendars are deleted after a user removes the integration, i.e the data is wiped from our database completely.
New events in your external calendar can be retrieved by refreshing the webapp.
Please note that live.com and office.com are two different domains, and therefore two different calendar accounts.
If your calendar events are not showing, please match the calendar list on the Profile page with the calendar you integrated to ensure you connected the correct calendar account.
I'm seeing an Error 500 message in the webapp and my calendar integration isn't working. How can I fix this?
A simple way to resolve this issue is to remove Toggl from your third-party apps and services in Google and re-authenticate your calendar integration.
To remove:
Find Toggl and click on it
Click Delete All Connections you have with Toggl at the bottom
Now go back to the Profile page and re-add Google Calendar (and Google login).
We're having trouble finding where to approve this integration in Outlook.
Unfortunately, due to the many customizations in Microsoft, we are unable to provide step by step instructions on where you can have an Admin approve Track in Microsoft. However, one option is to have an Admin setup the integration in Track first, or make someone an Admin and have them approve this, then remove their access from Microsoft.
What data do we collect?
We only collect the meeting title and meeting link from your calendar. We do not collect any attachments, meeting invitees, email addresses etc. All the metadata we collect is deleted after 3 months. That is also how long you will see the event in your Toggl Calendar view.
Need more help or have suggestions for improvements? Contact our support team via chat using the purple chat button in the bottom-right corner.