Outlook Calendar Integration

Connect Outlook Calendar when you want to turn Microsoft 365 meetings and calendar blocks into Keito time entries. The integration is per user, so each team member connects their own Microsoft work or school account.

Note: A user can connect either Google Calendar or Outlook Calendar, not both at the same time. Disconnect the active calendar provider before connecting the other one.

Requirements

  • A Keito Business plan subscription.
  • A Microsoft work or school account with the calendars you want to import.
  • Calendar access granted by the individual user.

What It Does

The Outlook Calendar integration lets a user:

  • Connect their Microsoft 365 Outlook Calendar account.
  • Choose a default calendar.
  • Review calendar events inside the Keito time entry workflow.
  • Import selected events as time entries.
  • Map recurring events to the same project, task, billable setting, and notes pattern.

Keito reads calendar events so you can create Keito time entries. It does not modify events in Outlook Calendar.

How It Works

Outlook Calendar is a per-user integration. Each team member authorises their own Microsoft account and chooses the calendar they want to use for time entry import.

When the user imports events, Keito reads events from the selected calendar for the chosen date and presents them as time entry candidates. The user chooses the Keito client, project, task, billable status, and notes before creating entries. For recurring meetings, Keito can remember the previous mapping so future imports are faster.

Connect Outlook Calendar

  1. Go to Settings > Integrations > Outlook Calendar.
  2. Click Connect Outlook Calendar.
  3. Authorise Keito in Microsoft.
  4. Return to Keito and choose the default calendar.
  5. Import events from the time entry workflow when creating or reviewing your day.

Importing Events

When events are available for the selected day, Keito shows them as import candidates. For each event, choose:

  • The client and project.
  • The task.
  • Whether the time is billable.
  • Any notes you want on the time entry.

Recurring calendar events can be remembered. When the same meeting appears again, Keito can preselect the previous project and task so the next import is faster.

Data And Permissions

The connection is personal to the signed-in Keito user. Admins cannot connect Outlook Calendar for the whole company because calendar access belongs to each team member.

Keito requests Microsoft Graph permission to read calendars, sign the user in, and maintain access through refresh tokens. Keito stores the connection token securely and uses it only to read the calendars and events that the user authorised.

Disconnect Outlook Calendar

  1. Go to Settings > Integrations > Outlook Calendar.
  2. Click Disconnect Outlook Calendar.
  3. Confirm the disconnect.

Disconnecting removes Keito’s access to that user’s Outlook Calendar. Existing Keito time entries created from calendar events remain in Keito. Future calendar events will not appear for import until the user connects Outlook Calendar again.

Troubleshooting

Events are not appearing

Check that the correct Microsoft account is connected, the expected calendar is selected, and the event is on the date you are importing.

A user cannot connect

Confirm the workspace is on a plan that includes integrations, the user is connecting a Microsoft work or school account, and they do not already have Google Calendar connected.

The wrong project is preselected

Recurring-event memory is based on previous imports. Change the project or task during import and Keito will use the new selection next time.

See Also