Calendar sync with Google Calendar and Outlook

Calendar sync turns the meetings in your own Google Calendar or Outlook calendar into offline time, so time spent in a meeting room or on a call counts as work without typing it in. Each person connects their own calendar; nobody can connect a calendar for someone else. Calendar sync is part of the Pro and Premium plans.

Calendar sync is off by default. An owner or admin turns it on for the organization first; until then the dashboard says that calendar sync is turned off for your organization (calendar_sync_disabled).

Turn it on for the organization

Owners and admins open Settings → Integrations and turn on calendar sync on its card (the company setting calendarSync.enabled). The calendar page of that card lists who has connected a calendar, with the provider and the status of each connection. It never shows the account address or the events.

Turning calendar sync off again pauses every connection: nothing more is added, the connections stay, and each person can still remove their own. Offline time that was already added stays.

Connect your calendar

1. Open your profile’s Integrations tab and choose Connect calendar.
2. Choose Google Calendar or Outlook. The provider’s own page opens.
3. Sign in there if asked and allow read-only access to your calendar events. Focus asks for nothing else: it never writes to your calendar and never reads your mail.
4. You come back to the Integrations tab, which shows the connection as active.

The first sync reads the events of the last 14 days, and from then on Focus checks your calendar about every 15 minutes. You can connect one Google calendar and one Outlook calendar (your primary calendar of each).

If Workify360 has not set up a provider yet, it is shown as not available and connecting it is refused (integration_not_configured).

Which events become offline time

Focus looks at an event only after it has ended. The first rule that matches decides:

Event	What happens
Cancelled or deleted	Its offline time is removed (unless someone has edited or decided it)
All-day event	Skipped
Shown as free or working elsewhere	Skipped
Shown as out of office	Skipped; leave is requested in the absence calendar
Declined, not answered, or without your answer	Skipped
Tentative	Skipped, unless you turn on tentative events in the connection’s settings
Shorter than 5 minutes or longer than 12 hours	Skipped
Not finished yet	Waits until it ends
From before the 14 days you connected with	Skipped
Any other event you accepted or organized	Added as offline time from its start to its end

An event that overlaps offline time that is already there is skipped, so nothing is counted twice. The Integrations tab lists your recent events with what happened to each one.

What the entry says

By default an entry’s description is “Calendar event” (“Takvim etkinliği” in Turkish), whatever the meeting is called. In the connection’s settings you choose between Show as ‘Calendar event’ (the default) and Use the event title; with the title, the entry shows the event’s title, except for events marked private, which keep “Calendar event”. The entries are productive by default; you can choose neutral or unproductive instead. A change of these settings applies to events decided after the change.

Approval follows the offline time setting

A calendar entry is offline time like one you add yourself, so the company setting Offline time decides what happens to it (offline time and approvals):

Offline time setting	Calendar entry
Off	Not added; the event shows as skipped
On, counts immediately	Added and counts right away
On, needs manager approval (default)	Added and counts only after approval in Calendar → Pending approvals

Changes in your calendar

• When an event moves, its offline time moves with it; when it is cancelled, its offline time is removed.
• An entry that you or someone else has edited, and an entry that was approved or rejected, is never changed or removed by the sync again. Later changes in the calendar are ignored for it.
• Removing the connection never removes offline time that was already added.

Disconnect

On your profile’s Integrations tab, remove the connection. Focus stops reading your calendar and deletes its copy of your events and its access to your calendar.

• Google Calendar: Focus also withdraws its access at Google.
• Outlook: Microsoft offers no way for an app to withdraw its own access. On Microsoft you remove the access yourself in your Microsoft account: open the app permissions of your account and remove Workify360 Focus.

When your membership ends or is suspended, your connection is removed the same way. If the provider stops accepting Focus’s access (for example because you changed your password or removed the access at the provider), the connection shows as needing a new sign-in and you get a notification; choose reconnect on the Integrations tab (integration_needs_reauth).

Privacy

You decide whether to connect your calendar. Focus stores the start, end and status of your events, and the title only when you choose Use the event title. Its copy of an event is deleted 30 days after the event ends; the offline time entries follow the organization’s rules for time entries. Your calendar connection and its events are part of your personal data export (my data) and are erased with your account. Google and Microsoft are your organization’s own services; Workify360 only reads what you allowed.

Error messages

Code	What to do
calendar_sync_disabled	Calendar sync is turned off for your organization; ask an owner or admin to turn it on in Settings → Integrations
oauth_state_invalid	The connection request expired, was used already or belongs to another account; start again with Connect calendar
oauth_denied	You did not allow access at the provider; start again and allow access to your calendar
integration_needs_reauth	The provider no longer accepts Focus’s access; reconnect the calendar on the Integrations tab
integration_not_configured	Workify360 has not set up this provider yet