Managing Calendar Events
Synced Calendar events are now stored as their own entity rather than being silently converted into time blocks with hidden tasks.
You can choose what each synced calendar does such as display the events only, plan tasks from them, or plan and log time and Toggl Focus will learn from how you assign tasks so future events map themselves automatically.
Event behaviour: choosing what each calendar does
When you connect a calendar, you can pick one of five behaviours from the dropdown. This is set per calendar, so different calendars can behave differently.
- Hide — Don't show events from this calendar. The entire calendar is hidden from your view.
- Display only — Show events on the calendar. No tasks or time logs are created automatically. You can still manually assign a task to an event or create a time log from it. Suggestion rules apply when available, and are created automatically when you assign a task to an event.
- Plan task — Auto-create a planned task for each event. Each calendar event is converted into a time block in the Planned column, with a task of the same name created and assigned. You can create a time log from it manually.
- Log time — Auto-create time logs for past events using suggestion rules where applicable. No planned task is created. Events are displayed on the calendar as Display only until they pass, at which point a time log is created. Time logs created this way are taskless unless a suggestion rule matches. If no rule applies, it is left as a taskless time log.
- Plan & log — Auto-create a planned task and a time log for the same event. Each calendar event is converted into a time block in the Planned column, with a task of the same name created and assigned. A time log is created once the event has passed.
If you were already using calendar sync before this update, your existing behaviour is preserved. You'll be moved to Plan task or Plan & log depending on the setting you had on previously.
Working with a calendar event
Open any event in the Planned column to see its details.
- Move: Calendar events can't be moved on the calendar. Their time is owned by the source calendar.
- Create a time log: Use the time log button on the event. The event's title is carried into the time log's description, and the two appear as a single combined block on the calendar rather than two stacked entries.
- Assign a task: Pick a task and the event's task assignment updates immediately. Any other events with the same name in your calendar inherit the same task assignment.
Suggestion rules
Suggestion rules match calendar events by keyword to a task. Rules are shared across every connected calendar.
You can find them under Settings → Suggestion rules. Each rule contains:
- A keyword (events whose name matches this will match the rule)
- A task to assign
- Optionally, a project
Rules are created in two ways.
Automatically from your behaviour. When you assign a task to a calendar event, a suggestion rule is created in the background. The next time an event matching the same keyword syncs in, it's pre-assigned to the same task. You can still change it if you want.
Manually from Settings. Click + Add rule, enter a keyword and the task you want it mapped to, and save. Any future events matching that keyword will be assigned automatically. You can also edit or delete existing rules from this view.
Rules apply going forward. Newly synced events pick them up on the next refresh.
Deleting a rule: If you delete a suggestion rule, any calendar events currently matched to it lose their task assignment and revert to unmatched. The events themselves stay on your calendar.
Multiple calendars
You can connect more than one calendar. Each one has its own behaviour setting and suggestion rules apply independently across all of them. The interaction patterns above work the same way regardless of which calendar an event originated from.