Using Forecast's Calendar integration for time tracking

It is possible to convert event data from Google calendar into timesheet entries and tasks using Forecast's Calendar integration. If the calendar integration is enabled, users may link their Google or MS Outlook calendars to their individual user profiles. Once linked, calendar events appear in My Timesheets and can be easily converted into timesheet entries. 

This article covers:

• Enabling Forecast's Calendar integration for time tracking
• Linking Google calendars to your user profile
• Registering time for Google calendar events
• Unlinking Google calendars from your user profile
• Additional resources

Enabling Forecast's Calendar integration for time tracking

Forecast's calendar integration must be enabled in order for users to link their Google to their individual Forecast profiles. Access to enable the Calendar integration is available in Admin > Integrations. 

Check out Integrating Forecast with Google Calendar and Integrating Forecast with Outlook Calendar for more information on enabling Forecast's calendar integration. 

Once the Calendar integration is enabled, View your Google calendar events inside Forecast may be enabled. 

To activate View your Google calendar events inside Forecast

1. Click Admin in the top bar. 
2. Select Integrations from the dropdown. 
3. Click Calendar under File sharing, productivity and content.
4. Click Activate next to View your Google calendar events inside Forecast.
   
5. The feature is now enabled and individual team members may link their Google calendar to Forecast within their user profile.

Linking Google calendars to your user profile

Once the integration is enabled, users may link their individual Forecast profiles to their individual Google calendars. 

To link Google calendar to a user profile

1. Click the profile icon at the top right of the page. 
2. Scroll down to Calendar Integration.
3. Click Link Google Account under View your Google calendar events inside Forecast.
   
4. A Sign in with Google window will open.
5. Select the Google account you wish to link with Forecast.
6. A new window will appear displaying the permission required for Forecast to access your Google calendar. 
7. Tick the box next to Select All, then click Continue. 
8. Your Google Calendar is now visible to Forecast and will appear next to Linked Google Account.
9. In Shown Calendars, select the calendar/s you wish to view within Forecast 
10.  Tick the box for Privacy Settings to see Google calendar events marked as Private within Forecast.
    
11. Events in your Google calendar will now appear in My Timesheets. 
    

Registering time for Google calendar events

Once your Google calendar is linked to your Forecast profile you can register in Forecast using the Google calendar events. Time may be registered against existing tasks, or in cases where an existing task does not exist, a new task may be created and then time may be entered against it.

To register time to existing Forecast tasks

1. Click My Work in the top bar. 
2. Select My Timesheets from the dropdown. 
3. Click on the event within the calendar.
4. Create time entry window will appear.
   
5. Click into the Search field and enter the name of the task or select the task from the suggestion list. 
   1. Use Filter by type to search either tasks or projects. 
      
   2. Select the task from the Results list.
   3. For Internal Time registrations, click Internal Time in Filter by Type, then select the internal time type.
      
6. Create time entry will update and reflect the details from the calendar event. 
   
   
   1. Date will be the date from the calendar event.
   2. Time entry shows the amount of time scheduled for the calendar event. 
   3. Note displays the name of the calendar event. 
7. Confirm the time entry details, adjust if needed, and click Save.
8. The calendar event will update and appear as grayed out, indicating that time has been registered to the event and new timesheet entry will appear in the Timesheet below. 
   
9. Repeat as needed for each additional time registration needed. 

There may be times where an existing task does not exist and a new task must be created to register time against. It is possible to create a new task and time registration for a Google calendar event. 

To create new tasks and time registrations

1. Click My Work in the top bar. 
2. Select My Timesheets from the dropdown.
3. Find the event in the calendar. 
4. Right click and select Convert to task.
   
5. In Select project, choose the project where the task will be created, then click Select.
   
6. Task modal will open. 
   1. Task name is the name of the calendar event.
   2. Estimate is the amount of time the event is scheduled for. 
   3. Assignee is the logged in user.
7. Click into Time Entries. 
8. Enter the amount of time to register on the task and click Add.
   
9. The calendar event will update and appear as grayed out, indicating that time has been registered to the event and new timesheet entry will appear in the Timesheet below. 
   

Unlinking Google calendars from your user profile

If you no longer wish to have your Google calendar linked to your Forecast profile, it may be unlinked. 

Tasks and time registrations created from Google calendar events will remain within Forecast. 

To unlink Google calendar from your user profile

1. Click the profile icon in the top right corner.
2. Select Profile from the dropdown.
3. Scroll down to Calendar Integration.
4. Click Unlink Account.
5. The Google account is now unlinked from Forecast and calendar events will no longer appear within My Timesheets. 

Additional resources

Additional resources on Forecast's Calendar integration including frequently asked questions may be found in:

• Integrating Forecast with Google Calendar
• Integrating Forecast with Outlook Calendar
• Forecast's Google Calendar integration FAQs