Choosing your calendar

Understand how timeboxing interacts with your calendar in detail.

Purpose:

Control which calendar your tasks' working sessions are created on.

Walkthrough:

Where do timeboxed tasks/working sessions end up? · 0:14

When you timebox a task, Sunsama creates events on your Google and/or Outlook calendar(s). There is no Sunsama-native calendar.

How do I control to which calendar my tasks are timeboxed?

You can control which calendars a task is scheduled to by clicking “Calendars” from the main drop down menu.

Schedule to a default calendar · 0:46

If you want a default calendar for tasks to be timeboxed to, click on that calendar and turn on the toggle for “Default calendar when scheduling tasks”. Sunsama will timebox tasks to this calendar by default unless the task is in a channel that is linked to a specific calendar. Think of the “default for tasks” settings as a fallback; it will not override other calendar settings.

Schedule to different calendars depending on the task's channel · 1:33

If you want to timebox tasks in certain channels to particular calendars, click on the calendar and click the “#channel” to select the Sunsama channel to link to this calendar. When you link a channel to a calendar, tasks in that channel will be timeboxed to that calendar. This overrides the “default for tasks” calendar setting.

  • A common technique we recommend is to link your #personal context to a personal calendar. That way if you timebox a personal task, it will not show on your work calendar.

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Linking a channel to a calendar · 3:47

Note: this channel <> calendar link also works the other way; when you import events from this calendar, the tasks will automatically be assigned to the linked channel.

How to not clutter your calendar with working sessions · 4:15

A common technique we recommend is to consider creating a separate calendar in Outlook or Google to schedule your Sunsama working sessions on. This way you can timebox your tasks and see how they fit in amongst your other calendars in Sunsama, but leave your other calendars uncluttered with Sunsama tasks. Then, simply set that new calendar as the default for tasks.

This is a great option if you don't want to clutter your primary work calendar with blocks where you are just working or don't want colleagues to see what tasks you are working on.

To create a calendar specifically for your Sunsama working sessions with Google Calendar · 0:00

  • Go to calendar.google.com
  • Under your calendars, click the + button next to “Other calendars” and select “create new calendar”.
  • Name this calendar something like “Sunsama” or “Working sessions” and click “Create calendar”.
  • Now return to your “Calendars” page in Sunsama, confirm the new calendar is enabled, and set it as the “default for tasks” or align it to your #work context.

To create a calendar specifically for your Sunsama working sessions with Outlook Calendar · 1:17

  • Go to outlook.live.com/calendar
  • Click “Add Calendar” and then “Create blank calendar”.
  • Name this calendar something like “Sunsama” or “Working sessions” and click “Save”.
  • Now return to your “Calendars” page in Sunsama, confirm the new calendar is enabled, and set it as the “default for tasks” or align it to your #work context.

How to prevent colleague from seeing your timeboxed tasks on your calendar:

To control the privacy of your working sessions, please refer to the guide on the related settings.

Alternatively, consider the approach listed above and timebox your tasks to a different calendar.