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Microsoft Outlook is the email and calendar app of Microsoft 365. With the Outlook calendar integration, each member connects their own Outlook calendar to Ruddr. Their calendar events then appear when they track time, so a meeting becomes a time entry in a couple of clicks. The Outlook calendar is part of the Microsoft 365 integration. Before members can connect a calendar, a Workspace Admin connects the workspace to your Microsoft 365 organization, as described in the Microsoft 365 Integration Setup article. Until then, no calendar option appears in Ruddr.

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Key integration benefits

Track Time from Your Meetings When you create a time entry, Ruddr lists the events from your Outlook calendar for that day. Pick one, and Ruddr fills in the duration or time range, the notes, and often the project, role, and task. Avoid Duplicate Time Ruddr remembers which events you have already logged. Events you logged that day are greyed out, and Ruddr won’t save the same event twice on the same day. Time Off from Your Calendar Out-of-office and all-day events are offered as time off and fill in the hours for you. Read-Only Access Ruddr reads your default calendar only and never writes to it. It stores just the event’s ID and date with the time entry.

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Connect your calendar

Each member connects their own calendar:
  1. In Ruddr, navigate to Home > My Profile and open the Calendar tab.
  2. On the Outlook card, click Connect (Figure 1).
  3. Microsoft asks you to sign in. Choose your work account. It must belong to the same Microsoft 365 organization the workspace is connected to.
  4. The first time, Microsoft may show a consent screen for the calendar permission, which you accept. If your organization restricts user consent, Microsoft shows Approval required instead, and a Microsoft 365 administrator grants consent before you try again.
  5. Back in Ruddr, the Outlook card shows your account and the date you connected it (Figure 2).

Figure 1 - Connect an Outlook calendar from My Profile

Figure 2 - The connected Outlook calendar

To see who has connected a calendar, go to Settings > Members, where the members list and each member’s details show an Outlook icon. Hover over it to see Connected to Outlook calendar. or Not connected to Outlook calendar.

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Log time from a calendar event

When you create a new time entry, or edit one of your own, the time entry drawer includes a Calendar Event box (Figure 3). It lists the events in your default Outlook calendar for the entry’s date. Each event shows its subject, its time range or All day, a repeat icon for recurring events, and its duration.

Figure 3 - The Calendar Event Box in the Time Entry Drawer

Pick an event, and Ruddr fills in the time entry (Figure 4):
  • The type of time entry
  • The notes, from the event body, unless the event is private or confidential
  • The minutes, or the start and end time if you track time by range
  • The project, role, and task, when Ruddr can suggest them. Ruddr suggests the project you used the last time you logged the same meeting, or a project whose name matches the event subject.

Figure 4 - A Time Entry Filled from a Calendar Event

Review the entry and click Save. If you change the date, Ruddr clears the selected event. Events you have already logged that day are greyed out, with the tooltip You have already logged time for this event. If you try to save the same event twice on the same day, Ruddr shows You have already logged time for this Outlook event on this day. Cancelled events and events you declined are not listed. An event’s duration is capped at 24 hours, and an event that spans midnight only counts the part on the entry’s date. The Ruddr mobile and macOS apps list the same events in their time entry forms.

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Time off from calendar events

Out-of-office and all-day events are offered as time off (Figure 5). Ruddr caps the hours at your capacity for that day, or at the workspace’s working day. The time off type is filled in only when the workspace has exactly one; otherwise, choose it before you save.

Figure 5 - An All-Day Event Offered as Time Off

Members who are not allowed to track time off don’t see these events.

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Disconnect or reconnect

Disconnect Your Calendar To disconnect your calendar, open Home > My Profile > Calendar, click Disconnect on the Outlook card, and click Disconnect to confirm (Figure 6). Ruddr stops reading your calendar. Time entries you already tracked keep their link to the event.

Figure 6 - Disconnect an Outlook calendar

Reconnect Your Calendar If Microsoft stops accepting Ruddr’s access, the Calendar tab shows a note saying so. Click Connect on the Outlook card to connect your calendar again. Removing the Microsoft 365 Integration When a Workspace Admin removes the Microsoft 365 integration under Settings > Integrations, every member’s calendar is disconnected. Time entries and their event links stay. A time entry linked to an event still saves, and the drawer shows Linked to an Outlook event with a button to clear the link. For instructions on installing Ruddr and connecting your workspace to Microsoft 365, see the Microsoft 365 Integration Setup article.