Overview

Make a new project (File->New Project menu) or choose Edit->Projects menu. Choose Sync with Apple Calendar.

Once you choose to integrate with Calendar, everything is taken care of for you. You can edit in Apple Calendar or edit in OfficeTime and the changes will automatically be updated in both programs. No manual synching is required. The Calendar app can be open or closed.

You can even make new events in Calendar and they will be created for you in OfficeTime.

“No Calendars Available”

Calendar sync is not yet available for PC.

If you’re on a Mac, you may need to allow OfficeTime to access your calendars. Go to Preferences (the gear icon in your Dock), Security & Privacy, Privacy, Calendars and click the box next to OfficeTime. Now click Reminders on the left and click the box next to OfficeTime. (Reminders are needed to make calendar sync work.) When you restart OfficeTime, it should be able to happily sync with Apple Calendar.

See all time in the calendar

For every project you want to see in Calendar, choose Edit->Edit This Project and select Send My Sessions to Apple Calendar. This is a great way to visually see the gaps in your day or a quick summary of what you did today or yesterday. You can adjust items here and have OfficeTime update to reflect.

Get calendar events into OfficeTime

Choose Edit->Projects menu. Double click your project. Choose the calendar you wish to copy events from. You may choose to have every event in that calendar brought into OfficeTime or only events that the title of the event contains the name of your project somewhere in it.

Each project can copy events from one calendar. Multiple projects can copy events from the same calendar as long as you choose the option Copy Only Events Containing…

A great way to enter missing sessions into OfficeTime is to simply create them in Calendar and they will be automatically brought into OfficeTime.

Assigning Categories to calendar events

Simply put the category name in square brackets when entering the event in Calendar or as a hashtag. For instance, title the event “[Meet] with ACME Corp” or “Acme Corp #Meet” and it will be assigned the category Meet in OfficeTime if that category already exists.

Use the calendar to see missing time

If all of your projects integrate with Apples’ Calendar, you can easily see a visual representation of where all your time went for any day. More importantly, you can instantly see gaps in your day. Seeing where you have and have not been productive is quite powerful and even a little frightening.

You can fill these gaps simply by dragging out a new event in Calendar and naming it with the project name. It will automatically get incorporated back into OfficeTime for you.

Note that pauses are subtracted from your time. For example, that if you start a project at 10:00 AM, work on it for 1 hour, pause for 15 minutes, and then continue for 5 minutes, Calendar will show you as having worked from 10:00 – 11:05 even though it’s 11:20 now.

Does imported employee data end up in the calendar?

No. OfficeTime assumes you don’t want other people’s sessions cluttering up your personal calendar.

Some calendar events arn’t showing in officetime

To help you manage your time, OfficeTime does not copy all-day or multi-day events. If it were to do so, you would have a session as long as 24, 48 or more hours which would likely interfere with accurate reporting of your actual time spent on projects.

To help keep your time sheet manageable, OfficeTime does not import events until the day they are scheduled.

OfficeTime does not import identical recurring events. However if you edit any recurring event Apple Calendar will ask you if you want to change all or just this one. Select just this one and that single event will then come into OfficeTime.

If you need all day or recurring events, please request this as a feature (use Help –> Request Feature.)