About the integrated calendar

The Integrated Calendar lets you connect your Google Calendar or Microsoft 365 / Outlook Calendar to WorkflowMAX. View external calendar events alongside your jobs and tasks, then quickly convert those events into timesheet entries to reduce manual entry and complete timesheets more accurately.

Overview

The Integrated Calendar shows your Google or Microsoft/Outlook events inside WorkflowMAX. From here you can:

• Reduce manual timesheet entry: convert real meetings to time entries.
• Base timesheets on real events: use actual meeting durations.
• Complete timesheets faster and more accurately.

This article explains how to access the calendar, connect external calendars, manage calendar visibility, work with events, create and convert time entries, and submit your timesheet from the calendar view.

• Connecting your personal calendar

  You can connect your own Google Calendar or Microsoft/Outlook Calendar to display events in WorkflowMAX. You can connect multiple calendars/accounts and events from all selected calendars will be shown together.

  To connect a calendar

  1. Go to .
  2. Click Connect Calendar.
  3. Choose Google Calendar or Microsoft Outlook Calendar.
  4. A provider sign‑in window opens:
     • Sign in with your Google or Microsoft account.
     • Review and accept permissions for calendar read access.
  5. When authorisation completes:
     • Your connected calendar(s) appear in the calendar list on the left.
     • Recent events begin to appear in the calendar grid (see sync timing note).

  Calendar sync timing

  • WorkflowMAX regularly synchronises events from connected calendars.
  • New, changed, and deleted events are pulled on a schedule.
  • Only events within a rolling date range (for example, roughly 90 days past and future) are stored and displayed.
• Managing calendars (show/hide, collapse, disconnect)

  Show or hide individual calendars

  Each connected calendar is listed in the calendar list panel with provider, calendar name and email. Use the checkbox or toggle next to each calendar to show or hide its events in the view — this only controls visibility and does not disconnect the calendar.

  Collapse / expand the calendar list

  • Click the chevron at the edge of the calendar list panel to collapse it and gain more grid space.
  • Click again to re‑open the list. Your preference is remembered per user account.

  Disconnect a calendar

  1. In My Calendar, open the calendar list.
  2. Open the options menu for the calendar you want to disconnect.
  3. Select the disconnect icon and confirm.

  WorkflowMAX will revoke access where possible and stop syncing events for that calendar.

• Navigating the calendar

  Supported views

  • Day view: single day with more vertical detail.
  • Week view: seven days, based on your organisation’s first day of week setting.

  Controls

  • Day / Week toggle: Switch views near the top of the calendar.
  • Previous / Next arrows:
    • In Week view: move to previous/next week.
    • In Day view: move to previous/next day.
  • Date range label:
    • Click the date label (for example, “9 – 15 Aug 2025”) to open a date picker.
    • Choose a date to jump to that day (Day view) or week (Week view).
  • Today button: Jump back to the current date. In Week view, the column for today is highlighted.
• Understanding the calendar layout

  All‑day section

  • Displays all‑day events from external calendars and all‑day timesheet entries (duration‑only entries).
  • All‑day items do not block time slots below.
  • Colours/styles distinguish unconverted external events (for example, purple) and logged timesheets (for example, green).

  Hourly grid

  • Below the all‑day section is the hourly timeline (commonly in 15‑minute increments).
  • External calendar events appear as coloured blocks; timesheet entries use a different colour.
  • Overlapping items are shown in split columns for clarity.
• Using the Task Picker

  What you see

  The Task Picker sidebar shows tasks as cards containing job number and name, client name, remaining hours and a simple progress indicator. Cards respond visually to hover, selection and dragging.

  Filters and search

  • Tabs: All Tasks and My Tasks.
  • Search box: Type to filter tasks by task name, job number, job name, or client name (case‑insensitive).

  Which tasks are visible depends on allocations and permissions.
• Creating time entries directly on the calendar

  You can create timesheet entries on the calendar without using external events in two ways.

  A. Click‑and‑drag to create a time range

  1. Click and drag over the hourly grid to select a time range.
  2. Release to open a modal with start/end times prefilled and the Task Picker available.
  3. Select a task, adjust details as needed, and save. The entry appears immediately in calendar and timesheet views.

  B. Drag a task onto the calendar

  1. From the Task Picker, drag a task card and drop it onto an empty area in the grid.
  2. A 1‑hour entry is created at that start time and an edit modal opens.
  3. Adjust start/end, date, billable status and other fields, then save to confirm.

• Converting calendar events into timesheet entries

  Converting external calendar events into timesheet entries is the primary productivity benefit of this integration.

  A. Drag a task onto a calendar event

  1. In the Task Picker, drag a task card and hover over an external event. The event highlights when it’s a valid drop zone.
  2. Drop the task onto the event.
  3. Click Confirm to create a timesheet entry using the event’s time range. WorkflowMAX links the timesheet entry to the calendar event to avoid duplicate display and to track conversion.

  B. Convert via context menu (no drag‑and‑drop)

  1. Right‑click an external event and select + Convert to time entry.
  2. A modal opens prompting you to pick a task; confirm to create the entry.
  3. This method is keyboard‑accessible for improved accessibility.
• Editing, resizing and deleting time entries

  View details

  • Click a timesheet entry to open a popover showing task, job, client and phase, date/time range and total duration.
  • The popover displays the source: “Manually logged” or “Converted from Google Calendar/Microsoft Calendar”.
  • Use the Edit icon to open the full edit modal, or Delete to remove the entry.

  Edit an entry

  • In the edit modal you can change job/task, date, start and end time, and billable status (subject to business rules).
  • The modal shows calculated duration and validation prevents impossible times (for example, finish before start).
  • Some entries may be read‑only if they are part of a submitted or locked timesheet.

  Resize an entry on the calendar

  1. Hover the bottom edge of an entry to reveal a resize handle.
  2. Drag the handle to change the end time; release to save. If save fails, the entry snaps back to the previous duration.

  Delete a time entry

  1. Open the popover or edit modal and click Delete.
  2. Confirm deletion. If the entry has been invoiced or is part of a submitted timesheet, deletion may be blocked.
• Submitting your timesheet from the calendar

  When you’ve finished logging time for a period, open the calendar in Day or Week view and click Submit timesheet. This submits the time entries for the period according to your organisation’s usual timesheet workflow.

• Tips and expected behaviour

  • Rounding rules: Organisation rounding (for example, nearest 6 minutes) is respected — displayed and stored durations follow those rules.
  • Capacity‑reducing work: Time entries tied to capacity‑reducing jobs may always be non‑billable even when created via the calendar.
  • Permissions: You can only connect/disconnect your own calendars. Task visibility in the Task Picker depends on allocations and Job Manager permissions.
  • Locked periods: Some historical periods may be locked from editing according to your organisation’s timesheet lock settings.

  Troubleshooting

  • No events appear after connecting:
    • Check that you completed provider sign‑in and accepted calendar read permissions.
    • Allow a short time for the initial sync; recent events within the rolling date range are pulled on a schedule.
  • Event changes not reflected:
    • Calendar updates are synchronised on a schedule. Allow some time for changes to appear.
  • Converted entry not showing as converted:
    • Ensure the conversion completed and the entry is linked to the original event; refreshing the calendar can help surface updates.
  • "Need admin approval" message when connecting their Microsoft 365 calendar:

    This happens when the Microsoft 365 admin who first connected the calendar integration didn't grant organisation-wide consent during the initial setup. Without this, other users in the same Microsoft 365 tenant are blocked from connecting.

    To fix this:

    1. Go to the Microsoft Entra admin centre (entra.microsoft.com).
    2. Navigate to Enterprise Applications.
    3. Search for and select from the list of registered applications.
    4. Go to Permissions.
    5. Select Grant admin consent for [your organisation].

    Once admin consent is granted, other users in the organisation should be able to connect their calendars without requiring further approval.