Log Time from Outlook Calendar Events in Projectworks (beta)

Learn about:

• Viewing Outlook calendar events in Projectworks

• Logging time from your Outlook calendar event

• Updating time and comments

• Removing Outlook calendar events from a time entry

• Troubleshooting

If integration has been enabled, any active user can connect Projectworks to their Outlook calendar.

Read more about connecting to your Outlook calendar →

Viewing Outlook calendar events in Projectworks

Once connected to your Outloook calendar, you will be able to see your Outlook calendar events in your Projectworks timesheet.

You can “turn off” the display of your calendar events, by switching the “Calendar” toggle off. This means the calendar events will not be displayed everytime you click in to a time entry field (which may make entering manual time entries more efficient for you).

The Calendar toggle allows you to remain connected to your Outlook calendar, you can just toggle the “Calendar” on to view your events when required. 

If you no longer wish to be connected to your calendar you can disconnect your Outlook calendar from your timeshet settings.

Read more about disconnecting your Outlook calendar →

 

If you the calendar toggle is enabled on your timesheet, calendar events will be displayed for unlocked time entry cells for a given day.

Calendar event categories

If you categorise your calendar events in your Outlook calendar to identify what you are working on, the category colours will be pulled through to Projectworks.

Calendar events that have been added to a time entry

If your event has been added to a time entry, it will be displayed with a “timecode” icon against the event.

The event will appear greyed out and a “lock” icon will be displayed on an event if either:

1. The event is associated to an alternate time entry; OR

2. The time entry, or timesheet is locked.

If your time entry or timesheet is locked, you will only see the events assigned to that time entry (i.e. no other events will be displayed).

Logging time via your calendar event

If a time entry is unlocked, you can simply click on the time entry cell and your Outlook calendar events for the day will be displayed. If the Outlook calendar event has not been added to a time entry, click on the event to add it to the timecode as a time entry:

• The event duration will automatically be added to the time entry; and

• The event title will automatically be added to the time entry comment.

 

You can update the time entry’s duration and comment, and also remove the Outlook calendar event from the time entry if required.

Read more about removing Outlook calendar events from time entries →

Once a calendar event has been saved to a time entry, it will not be able to be saved to an alternate time entry. If you saved the event to the incorrect time entry or timecode, you will need to:

1. Change the timecode for the time entry via your time entry screen (read more about moving time entries →); or

2. Remove the calendar event from the time entry in your timesheet.

Updating time and comments

If you have added a calendar event as a time entry to your timesheet, you can update the time entry duration and comments that have been saved to the time entry. The events will remain saved to the time entry, however if you want to revert back to the event duration, and original comment, you will need to manage this manually.

Removing Outlook calendar events from a time entry in your timesheet

If a time entry containing a calendar event is deleted, the calendar event will be available to add to another time entry. A time entry can be deleted by:

1. Removing all the saved values from a time entry;

2. “Cutting” a time entry;

3. Reducing a time entry to capacity, where the other time entries for the given day are equal or more than your capacity for the day;

4. Removing a timecode containing the time entry from your timesheet.

You cannot remove a calendar event from a locked time entry.

Troubleshooting

I can’t see all of my events for the day

There are a few reasons why you might not be able to see your Outlook calendar events for a given day:

1. Your “calendar” toggle is off.

2. Events marked as “private” can’t currently be viewed in your Projectworks timesheet;

3. Calendar events that across multiple days will only show on the day that the event commenced;

4. If your time entry, or timesheet, is locked you will only be able to see calendar events that are saved to the locked time entry;

5. If you are viewing your timesheet on your mobile, your calenadr events are not visable.

My Time Entry hours differ from the total of the Outlook calendar events saved to it

There are a couple of reasons why the duration of the time entry will differ from your calendar event:

1. If your timesheet entries are restricted to allocated hours, and you save an Outlook calendar event to a timecode that has less time remaining than the event duration the time entry duration will be reduced to the remaining hours.

   1. In the event where you have 0 remaining hours for the timecode, the event will not be saved to the time entry.

2. Adding events to a time entry does not restrict the time entry duration from being updated. If the duration is updated, the calendar event will remain saved to the time entry (even though the duration differs from the total of the Outlook calendar events saved to it).

I have copied (or cut) and pasted a time entry, but the event hasn’t been associated to the new time entry

Calendar events can only be associated to a single time entry, so the event will not be copied to a new time entry.

If you wish to move the time entry (including the calendar event) to another timecode, you will need to change the timecode for the time entry via your time entry screen (read more about moving time entries →).

I can’t tell what time entry my calendar event is associated to

If your time entry or timesheet is locked, you will only be able to see the calendar events assigned to the time entry against it, otherwise you will be able to see all of the calendar events.

I can’t see somebody else’s Outlook calendar events in their timesheet

You can only see your calendar events in your own timesheet. If you have access to view another person’s timesheet, you won’t be able to see or pull through events from their Outlook calendar.