Calendar Integration

Sunsama supports integration with Google and Outlook calendars. When your calendars are integrated, you can import events (e.g. meetings) to your Sunsama task list, timebox your tasks to the calendar to schedule them, and create and edit calendar events.

Connecting calendars

Adding a Google or Outlook calendar account

To add a Google or Outlook calendar account, click on Integrations in the main dropdown menu in the top left of Sunsama. This brings you to your Calendar settings page.

There you'll see buttons to "Add Google/Outlook Calendar". You can connect multiple Google and/or Outlook calendar accounts.

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Issues with browser profiles
While you can connect multiple calendar accounts, this can sometimes be difficult if you are logged into a particular Google or Outlook account in your web browser already.
If you are struggling to connect a second Google/Outlook calendar, especially if that account is different than the Google/Outlook account used to originally create your Sunsama account, try opening a private or incognito web browser, logging into Sunsama there, and following the steps to add a calendar account.
This should force you to have to log in to each Google/Outlook account each step of the way, which may solve the issue

To remove an entire calendar account, click the "remove" button next to that account.

Enabling calendars

You may have several calendars within your Google/Outlook account, such as calendars you've subscribed to, been invited to, or created yourself. All of those calendar should appear listed under your calendar account in your settings.

There is an "Enable" setting next to each of these calendars. Toggle on the "Enable" switch if you want to have the option to show this calendar in your Sunsama workspace or use it for timeboxing purposes. Turn this setting off if you do not need to ever see or use that calendar in Sunsama.

Calendar events in Sunsama

Viewing the calendar

You can view your calendar in Sunsama in the right hand panel by clicking on the calendar icon or using shortcut Shift C. In this standard view, just one day of your calendar is shown. To show a particular day's calendar view, click on the name of that date at the top of it's task list, or scroll horizontally in your workspace. Whatever day is left justified in the main kanban will show in the calendar panel.

You can also swap to Calendar View by clicking "Calendar" next to "Tasks" at the top of your workspace window, or with shortcut Tab. Calendar view puts the calendar in the main center window, and you can view your task list in the right hand panel.

Calendar visibility

Events from all of your connected and enabled calendars will show in Sunsama. These enabled calendars will be listed in the bottom left corner of your workspace.

Click on a calendar to toggle on/off it's visibility. This only affects what is visible in your view of your calendar.

Toggling the visibility of your calendars can be useful to show/not show events that you may want to know about and occasionally glimpse, but not take into account for scheduling purposes (e.g. holidays, sporting events, meetings you do not need to attend, family calendar, etc).

Creating new calendar events

Just like in Google and Outlook calendar, you can create new calendar events in Sunsama. To do so, simply click, or click and drag, in your calendar at the time you want the event to be.

By default, new calendar events created via Sunsama are created on your default calendar, which is usually the main calendar associated with the Google/Outlook account with which you created your Sunsama account. At this time, it is not possible to change what Sunsama considers your default calendar.

That said, you can select any of your enabled calendars to which you have write-access to create your new event. After clicking in the calendar, select which of your calendars you want the event created on.

You can also add other event details such as title, description, privacy, availability/transparency, and invitees.

Editing calendar events

As long as you have write/edit access to a calendar, you can edit calendar events in Sunsama and those edits will be reflected in their underlying calendar. This means if you delete a calendar event in Sunsama, you are deleting it in Google/Outlook calendar.

Meeting import

In your Calendar Settings page, beneath the list of your connected calendars, there are four settings related to how you can import your meetings (calendar events) from your calendars to your Sunsama task list. For a thorough breakdown of how meeting import works, refer to this guide: Importing Meetings.

Configure how meetings get added to your daily task list

"Show prompt" will allow you to review and confirm suggested events to import each day during planning.

"Auto-sync" will automatically add the appropriate events to your task list. Refer to the Importing Meetings page for more information.

Calendars to import from

Select which calendars Sunsama should check when importing meetings. This applies both to the auto-sync import and the events suggested during the daily planning prompt. For more information, refer here.

Include specific event types

Specific which types of calendar events get suggested or auto-imported. For a full explanation of each event type, refer here.

Auto-complete imported calendar events

When you import an event from your calendar, should it be automatically completed when the event ends? For more details, refer here.

Timeboxing

Timeboxing refers to scheduling your Sunsama tasks onto the calendar. When you timebox a task, a calendar event is created on your underlying Google or Outlook calendar. Sunsama does not have it's "own" calendar; you cannot timebox tasks without also creating calendar events on your underlying calendar.

Refer to our guide on Timeboxing and its subpages for detailed information on all the timeboxing related features.

How to timebox your tasks

To timebox your tasks to your calendar, you may:

Drag a task on to your calendar
Auto-schedule the task by hovering over it and hitting X on your keyboard.

Timeboxing tasks to specific calendars

Sunsama gives you control over which of your connected calendars tasks are timeboxed to. This way you can ensure working sessions for your tasks are ending up on the appropriate calendar.

To set a "default calendar for timeboxing", click on that calendar in your calendar settings page and turn on that setting.

To link a Sunsama channel with a calendar, so that tasks assigned to specific channels automatically get timeboxed to specific calendars, click on that calendar in your calendar settings page and select a channel with which to link it.

Refer to this guide for more detailed information: Choosing your calendar

Zoom Integration

Under your Meeting Import settings on your calendar settings page, you may connect a Zoom account to Sunsama. This allows you to quickly add a Zoom conferencing link to your calendar events in Sunsama.

For more information, refer to the guide on our Zoom Integration

Google Contacts integration

Connect a Google account here so that your contacts in that Google account can be searched and used when adding invitees to calendar events via Sunsama.