Mapping meetings to projects
Rules that send each calendar meeting to the right project automatically — by title, attendee, or recurring series.
Once a calendar is connected, rules decide which project each meeting belongs to — so a suggested entry lands on the right project without you picking it every time. Set them up in Settings → Calendar & travel.
The map is personal — it spans every workspace
Your calendars are your own, so the meeting → project map is too: it shows every rule across all your workspaces at once, and there's no workspace pill on this tab. Rules are grouped by the workspace each one logs into, and a meeting's project picker lets you pick a project in any workspace — search across all of them — so you never switch workspaces to set one up. A meeting logs to whatever project you choose, wherever it lives.
Switch between By workspace (grouped, the default) and By priority (the flat match order) with the toggle, and search to jump to a meeting.
If two rules cover the same meeting, its workspace group shows a duplicate badge with a one-click Merge — it keeps the highest-priority rule (the one that wins the first-match race) and archives the rest.
Which workspace a calendar logs into
If you belong to a single workspace, everything logs there and there's nothing to set. This section applies only to people who work across workspaces.
Each calendar feed can be mapped to a workspace — in Settings → Calendar & travel, open a feed's settings and pick its Workspace. Its meetings are then suggested into that workspace, and its fallback project is drawn from that workspace's projects. So a "Connect317" calendar routes its meetings to your Connect317 workspace, not whichever one you happen to be standing in.
A feed left on My active workspace keeps the old behaviour — its meetings log wherever you're currently working.
Your Calendar always shows every feed you've connected, no matter which workspace you're viewing — a calendar is your own schedule, so it never disappears just because you've switched workspaces. The workspace mapping only decides where a meeting logs; to hide a specific feed from the calendar, use its toggle in the calendar's Filters (that choice is remembered).
On the AI Suggestions page, the All my workspaces toggle shows meetings headed for every workspace at once, each labelled with its destination (→ workspace). Logging always sends a meeting to its mapped workspace — nothing crosses a boundary you didn't set, and the sidebar badge only counts meetings routed to the workspace you're in.
How rules are evaluated
Rules are checked top to bottom, first match wins (and where two rules tie, a series rule beats a title rule, which beats an attendee rule). If nothing matches, the meeting falls back to the feed's fallback project. So put your most specific rules first and set a sensible fallback.
Rule types
- Title contains — match a keyword in the meeting title (e.g. "Acme" → the Acme project).
- Attendee / organizer — match an email address or a whole domain (e.g.
@acme.com). - Recurring meeting — pin a specific repeating series to a project.
Add a rule, then set its project inline. Edit the keyword or address in place anytime.
Recurring meetings detected
This only runs once you've connected a calendar feed and turned its signal on in Settings → AI suggestions. Connecting alone isn't enough — nothing is read from a source until you switch it on.
ProjectPacer spots your repeating meetings and floats the unmapped ones to the top of the map under "needs a project," with how often they occur. Pin one to a project once — in any workspace — and every occurrence maps automatically. Or Delete it if it's not billable (deleted series are archived so they won't resurface).
Keyword and attendee rules are removed outright. Recurring-series rules are archived instead — so you can restore one later without recreating it. Toggle "Show archived" to see them.
Once meetings map, review and log them.