With the Calendar view in My Time, you can define the exact time of day when a time entry was recorded and see your entries in a convenient day/week view.
To help you with your organization, Productive also supports syncing with your Outlook Calendar, allowing you to view your external events directly in Productive.
This integration provides a clear overview of your assignments and day, allowing you to convert calendar events into time entries in Productive, linking them to specific budgets and services.
The sync is one-way (Outlook Calendar > Productive), meaning any time entry added to the Calendar view in Productive does not get automatically transferred as an event to your Outlook Calendar.
📌 If you want to see tasks from Productive in your external calendar, you will need to link them via an iCal link. Here's how to do so.
Admin Consent Required
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 Calendar View
Go to Time > My Time.
Switch to the Calendar view.
Click on the gear icon (⚙️) and select Connect Outlook Calendar.
📌 Accessing the integration from the App Marketplace or directly from the Calendar view will take you to Microsoft's authorization page where you'll need to confirm the integration. After authorization, your Outlook Calendar will be synced with Productive.
Entries from Outlook in Productive
After integration, your Outlook Calendar events will appear greyed out in Productive (see screenshot below). This initial greying out helps distinguish these events from your Productive time entries.
To track time against an Outlook Calendar event and assign it to a budget in Productive:
Click the event
Select the budget and service
Optionally adjust the note, duration, or time range
Click Save
The color of the event will change to match the associated budget in Productive, indicating that it is now a tracked time entry.
Additional Options
Select the gear icon (⚙️) to the right to customize your calendar view.
The "Hide Weekends" toggle adds or removes the weekends from your calendar view.
The "Include Time Off in Total" toggle will add up (or ignore) any time off in the day total.
The "Show Calendar Events" toggle is related to calendar integrations, giving you the option to include or exclude events from your external calendar in Productive.
Selecting the "Calendar Integration Settings" will take you to the App Marketplace where you can unlink or edit the calendar sync.
Managing the Sync
To check your integration status, edit, or remove it, navigate to Settings > App Marketplace and locate your calendar integration.
📌A "Connected" badge will indicate the calendar integration currently in use.
To view the calendar integration details, select the calendar. A side window with the integration details will appear on the right. Hover over your email to edit or remove the integration.
Checking the Integration Validity
If you see a green checkmark next to your email, the sync is working properly.
If you see a yellow exclamation mark, the integration may need to be redone. To fix this, hover over the email with the warning sign, select the bin icon to remove the integration, and then redo the integration.
Sync multiple calendars by selecting the "Connect calendar" option and adding a new calendar.
