Connecting your Outlook Calendar to Productive lets you see your external events directly in the Calendar view in My Time.
You can then convert those events into time entries and link them to the right budget or deal and service.
📌 The sync is one-way: Outlook Calendar → Productive. Time entries you add in Productive don't appear as events in Outlook Calendar.
To see Productive tasks or bookings in your external calendar, use an iCal link.
Before You Start
Before connecting your Outlook Calendar, your company’s Microsoft admin must grant Productive permission to access the account.
👉 Direct link for admins: Clicking this link will take the admin straight to the flow where they can grant consent for the entire organization: Grant Admin Consent for Productive.
It can take a few minutes (usually 2–3) for the admin consent to propagate, so don’t worry if the connection isn’t immediate.
Connecting Outlook Calendar and Productive
Via App Marketplace
Go to Settings > App Marketplace.
Find the Calendar category on the left and select Outlook Calendar. Note that you can have other other calendars (e.g. Google Calendar) linked at the same time.
Via My Time
Go to Time > My Time.
Click on the gear icon (⚙️) and select Connect Outlook Calendar.
📌 Both connection paths take you to Microsoft's authorization page. After confirming, your Outlook Calendar will sync with Productive.
Viewing and Converting Events
After connecting, your Outlook Calendar events appear greyed out in the Calendar view.
To convert an event into a time entry:
Click the event.
Select the budget or deal and service.
Adjust the note, duration, or time range if needed.
Click Save.
📌 Clicking an event prefills the note field with the event title and the duration with the event's time range. You can edit both before saving.
Once saved, the event block changes color to match its associated project or budget.
📌 Outlook Calendar events also appear in the Calendar section of the suggestions panel in the Day view. Click an event there to assign a service, adjust the hours, change the date, or add a note before saving.
Customizing the Calendar View
Select the gear icon (⚙️) in the top right to customize your calendar view:
Hide weekends: removes Saturday and Sunday from the view.
Include Absence in Total: adds any time-off bookings to the day's total hours.
Color entries by: choose how time entry blocks are colored: Project colors, Budget colors, or No color.
Show calendar events: shows or hides events from your connected Google or Outlook calendar. Only visible if you have a calendar integration active.
Integration settings: opens the App Marketplace where you can edit or unlink your calendar sync. Only visible if you have a calendar integration active.
Managing the Integration
To check, edit, or remove the integration, go to Settings > App Marketplace and find your calendar. A Connected badge shows which calendar is currently active.
Click the calendar to open its details. Hover over your email to edit or remove the integration.
Checking sync status:
Green checkmark — the sync is working.
Yellow exclamation mark — the integration needs to be redone. Hover over the email, click the bin icon to remove it, then reconnect.
To add another calendar, select Connect calendar and follow the same steps.
