Import from your calendar

Applies to Workletto 1.x.

If your meetings are in a calendar, you don’t have to type them in again. Workletto shows a week of your calendar’s events, you tick the ones you worked on and choose a project for each, and they become time entries. There’s no Google or Microsoft sign-in to set up: you give Workletto your calendar’s private address, or a file exported from it.

Open Time, and next to Time off at the top click Import from calendar. It opens on the week you were looking at. The arrows at the top move a week back or forward, and the middle button goes back to this week.

Click the picture to zoom in.Close

Connect your calendar

Use one of these two ways. Only you see your calendar here; nobody else in your organization does.

Your calendar’s private address. Copy it from your calendar:

• Google Calendar: open Settings, choose your calendar on the left, and copy Secret address in iCal format.
• Outlook (Microsoft 365 or Outlook.com): open Settings, Calendar, Shared calendars, and under Publish a calendar choose the calendar and Can view all details, then Publish, and copy the ICS link.

Paste it under Private address in iCal format and click Save address. It has to start with https:// (a webcal:// address works too). Workletto keeps it encrypted, and fetches it only when you open a week on this page. The page then shows the calendar’s host, like “calendar.google.com”, and Remove address to stop using it. Anyone with the address can read your calendar, so keep it to yourself; your calendar’s settings can make a new one.

A file. Export your calendar as an .ics file (up to 5 MB) and click Upload an .ics file. Workletto shows the file’s events for each week you open, until you click Stop using the file or leave the page. In the vendor’s online demo, only files work.

Import a week

The week’s events are listed with their day, start and end times and length, in your browser’s time zone. Times are converted from the calendar’s own time zones, and repeating events show each time they happen, including ones moved or taken out.

1. Tick each event you worked on.
2. Choose its Project, and a Task if the project has open tasks.
3. Click Import and the number of events.

Each event becomes a time entry on its day, as long as the event, with the event’s title as the notes. It is billable if the project is. Workletto remembers the project and task you chose for each title, so the next time an event with the same title comes up, like “Weekly sync”, it is already ticked with them.

Workletto says “Choose a project for each ticked event.” until every ticked event has one. If a week you import into has been submitted or approved, or a project is no longer open to you, nothing is imported and Workletto says why.

What’s left out

Under the week, “Left out” counts what isn’t offered:

• All-day events, such as holidays or someone’s day off.
• Declined events: ones where you’re an attendee who declined, by your Workletto email address or, for Google, your calendar’s address.
• Already imported: each event, and each time a repeating event happens, is imported only once. Delete the time entry if you want to import it again.

Cancelled events are left out without being counted.

If it doesn’t work

• “Your calendar couldn’t be reached”: check the address, or upload a file instead. The address must be reachable on the internet; addresses on a private network aren’t fetched.
• “Your calendar said that address doesn’t work”: the private address was probably reset in your calendar. Copy the new one, click Remove address and save it again.
• “That isn’t a calendar file”: choose an .ics file exported from your calendar.