Can I automatically create time entries from Google Calendar events?

Yes. Time tracking tools with native Google Calendar integration — including Toggl Track, Clockify, and Keito — can automatically import calendar events as time entries or draft entries. The level of automation varies: some tools require you to approve entries in a daily review, while others automatically create and submit entries based on your mapping rules.

How do I separate billable and non-billable calendar events?

Use two signals: attendee domains and event title keywords. Configure your tool to mark events with external (client) email domains as billable, and events with only internal attendees as non-billable. Supplement with title keyword rules — 'client call' and 'discovery session' map to billable; 'standup' and '1:1' map to internal. Most setups require 10–15 rules to classify 80–90% of events automatically.

Does Google Calendar integration work with shared or team calendars?

Yes. During setup, you select which calendars to sync. Most tools support syncing multiple calendars from the same Google account, including shared team calendars. For shared calendars, check whether events represent your attendance or just events you have visibility into — you typically only want to capture events you are personally attending.

What happens when a calendar event is moved or cancelled after it syncs?

Behaviour varies by tool. Most tools do not automatically update or delete time entries when the underlying calendar event changes. A cancelled meeting that has already become a time entry stays as a time entry until you delete it manually. Set up a weekly review to catch these cases.

How accurate is time tracking based on calendar events?

Calendar-based time tracking captures scheduled duration, which is typically 90–95% accurate compared to actual meeting duration. Meetings that run over or end early will differ from the calendar block. For higher accuracy, combine calendar integration with a tool that uses Zoom API or Google Meet data to record actual rather than scheduled duration.

Time Tracking Google Calendar Integration: Complete Setup Guide

Google Calendar imports are available on Solo, Pro and Business in Keito v1.1.464. Connect your calendar, select up to 50 events from Day or Week, review their project, task, notes and hours, then Save. Nothing is imported before that explicit save.

Connect Google Calendar

Open Settings → Integrations → Google Calendar, choose Connect Google Calendar, and authorize the Google account containing your work calendar. Keito requests calendar-list and event read-only permissions; it does not change your calendar.

Choose a default calendar when you return to Keito. Each person can connect one calendar provider per workspace. Disconnect Outlook first if it is already connected in that workspace.

Select and Review Events

Open your Day or Week timesheet and choose Calendar. Select individual events or use Select first 50, then choose Review.

Check the project, task, notes and hours on each row. An overnight occurrence includes every local day it spans, even when you opened it from Day. Billability follows your normal workspace settings and permissions. Calendar appointments are suggestions for the time you worked, so check for overlaps and adjust durations as needed.

Cancelled, declined, all-day and invalid-duration events are excluded. Your usual time-entry rules still apply, including required notes, assignments and approved or locked timesheets.

Reuse Project/Task Mapping Rules

Choose a project and task during review, enable Save a mapping rule for this account, and enter the Title contains text to match.

A rule containing weekly review matches “Weekly Review” or “Client weekly review”. Matching ignores case and uses literal title text. It does not match attendee domains, descriptions or regular expressions.

Manual choices take precedence over saved rules. An unambiguous rule is used before a valid recurring-event suggestion. Conflicting rules or unavailable targets require a manual choice. Inspect or delete rules under Saved mapping rules in the calendar drawer.

Save and Retry

Choose Save after reviewing the rows. Keito reports results per event: successful saves remain saved if another event fails. Correct the remaining rows or wait for a provider cooldown, then Retry only failed or unresolved events.

Keito does not import time in the background. Saved notes have the normal visibility of workspace time entries, so remove private appointment details before saving. Calendar-derived data is excluded from Keito’s AI-agent and MCP integrations.

See the Google Calendar setup guide, complete import and mapping guide and Outlook Calendar guide.

Connect Google Calendar

Select and Review Events

Reuse Project/Task Mapping Rules

Save and Retry

Ready to track time smarter?