Calendar Integration
Sync tasks with your calendar for time-based planning.
Definition
Calendar Integration connects Locus GTD with your device's calendar apps (Apple Calendar, Google Calendar, etc.), allowing you to view tasks alongside events and schedule time blocks for focused work.
Purpose
Unified View
- See tasks and events together
- Understand daily commitments
- Plan realistically
- Avoid overbooking
Time Blocking
- Schedule task time
- Protect focus time
- Allocate resources
- Manage energy
Deadline Awareness
- Visualize due dates
- See upcoming deadlines
- Plan accordingly
- Avoid surprises
How It Works
Two-Way Sync
Locus → Calendar:
- Tasks with Due Dates appear in calendar
- Events sync to calendar
- Time blocks show as calendar events
- Updates sync automatically
Calendar → Locus:
- Calendar events visible in Locus
- Schedule view shows both
- Conflicts highlighted
- Integrated planning
What Syncs
From Locus:
- ✅ Tasks with due dates
- ✅ Tasks with defer dates (optional)
- ✅ Events with times
- ✅ Time blocks
- ✅ Project deadlines
From Calendar:
- ✅ All calendar events
- ✅ Meeting invitations
- ✅ Appointments
- ✅ Reminders
Setting Up Integration
Enable Calendar Access
- Go to Settings → Calendar
- Tap Enable Calendar Integration
- Grant calendar permissions
- Select calendars to sync
Configure Sync Options
What to sync:
- [ ] Tasks with due dates
- [ ] Tasks with defer dates
- [ ] Flagged tasks only
- [ ] All events
- [ ] Specific projects
Sync frequency:
- Real-time (recommended)
- Every 15 minutes
- Every hour
- Manual only
Choose Calendars
Task Calendar:
- Create dedicated "Locus Tasks" calendar
- Or use existing calendar
- Choose color
- Set visibility
Event Calendar:
- Select which calendars to read
- Filter by calendar type
- Show/hide specific calendars
Using Calendar Integration
Schedule View
See tasks and events together:
9:00 AM Team Standup (Calendar Event)
10:00 AM [Time Block] Deep Work
12:00 PM Lunch
1:00 PM Client Call (Calendar Event)
2:00 PM [Task] Complete Report (Due Today)Time Blocking
Schedule task time:
- Select task
- Tap Schedule
- Choose time slot
- Block appears in calendar
Benefits:
- Protected focus time
- Realistic planning
- Better estimates
- Reduced interruptions
Drag and Drop
Reschedule easily:
- Drag tasks to new times
- Adjust duration
- Move between days
- Updates sync automatically
Calendar Features
Visual Indicators
In Calendar:
- 📅 Calendar events (from calendar app)
- ✅ Tasks (from Locus)
- 🚩 Flagged tasks (highlighted)
- ⏰ Time blocks (scheduled focus)
Color Coding:
- By project
- By tag
- By priority
- By calendar
Conflict Detection
Automatically detects:
- ⚠️ Overlapping time blocks
- ⚠️ Double-booked slots
- ⚠️ Overcommitted days
- ⚠️ Missing breaks
Warnings shown:
- In schedule view
- When scheduling
- In calendar app
- During planning
Smart Scheduling
Suggests optimal times:
- Based on Duration
- Considering energy levels
- Avoiding conflicts
- Respecting preferences
Best Practices
Dedicated Task Calendar
Create separate calendar:
- Name: "Locus Tasks"
- Color: Distinct from events
- Visibility: On/Off as needed
- Sharing: Private
Benefits:
- Easy to toggle visibility
- Clear distinction from events
- Better organization
- Flexible viewing
Time Block Strategically
Morning blocks:
- High-priority tasks
- Creative work
- Deep focus
Afternoon blocks:
- Meetings
- Collaboration
- Administrative tasks
Evening blocks:
- Planning
- Review
- Light tasks
Realistic Scheduling
- Buffer time: Add 25% extra
- Breaks: Schedule between blocks
- Flexibility: Leave unscheduled time
- Energy: Match tasks to energy levels
Regular Review
Weekly:
- [ ] Review scheduled tasks
- [ ] Adjust time blocks
- [ ] Clear past items
- [ ] Plan upcoming week
Common Use Cases
Daily Planning
Morning routine:
- Review calendar
- See all commitments
- Schedule task time
- Plan realistic day
Meeting Preparation
Before meetings:
- See related tasks
- Review preparation items
- Block prep time
- Schedule follow-ups
Deadline Management
For projects:
- Visualize all deadlines
- Work backwards
- Schedule milestones
- Allocate time
Focus Time
Protect concentration:
- Block deep work time
- Mark as busy
- Minimize interruptions
- Batch similar tasks
Troubleshooting
Tasks Not Appearing
Check:
- [ ] Calendar integration enabled
- [ ] Correct calendar selected
- [ ] Task has due date
- [ ] Sync is working
Duplicate Items
Solution:
- Check sync settings
- Verify calendar selection
- Remove duplicate calendars
- Reset integration
Sync Delays
Fix:
- Force manual sync
- Check internet connection
- Restart app
- Re-enable integration
Privacy & Permissions
Required Permissions
Calendar Access:
- Read calendar events
- Write calendar events
- Modify existing events
Why needed:
- Display events in Locus
- Create task entries
- Update scheduled items
- Sync changes
Data Privacy
- Tasks sync to your calendar only
- No cloud storage required
- Local device sync
- You control visibility