> For the complete documentation index, see [llms.txt](https://guide.ellieplanner.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://guide.ellieplanner.com/features/the-timebox/convert-events-into-ellie-tasks.md). # Convert events into Ellie tasks ## Overview Ellie's External Calendar Events feature allows you to seamlessly convert events from your connected calendars (Google, Apple, or Outlook) into Ellie tasks. This feature helps you manage your calendar events alongside your tasks in one unified workflow. The feature is available on web/desktop and iOS after you connect a calendar and turn on **Create tasks from calendar events** in Calendar settings. ### Getting Started #### Prerequisites * An active Ellie subscription * At least one connected calendar (Google, Apple, or Outlook) #### Enabling the Feature 1. Connect a Google, Apple, or Outlook calendar. On web/desktop, go to **Settings → Calendar accounts**. On iOS or iPadOS, go to **Settings → Connected Calendars**. 2. Under **Calendar event settings** on web or **Event Sync** on iOS, turn on **Create tasks from calendar events**. 3. Choose how changes to linked tasks should sync back to calendar events. 4. Open a calendar event and select **Add as Task**. ### How to Create Tasks from Calendar Events

Add as task button

#### Method 1: From the Calendar View 1. Open a calendar event in Ellie. 2. Select **Add as Task**. 3. Ellie creates a task with the event details preserved. ## Sync Settings The sync settings control how changes to tasks created from calendar events are handled. You can find them below **Create tasks from calendar events** under **Settings → Calendar accounts** on web/desktop or **Settings → Connected Calendars → Event Sync** on iOS or iPadOS.
#### Sync Mode Options **1. Keep task and calendar event separate (Default)** * **What it does**: Changes you make to the task in Ellie won't update the original calendar event * **When to use**: When you want to manage the task independently from the calendar event * **Example**: You reschedule a task in Ellie, but the original meeting time in your calendar remains unchanged **2. Sync time changes only** * **What it does**: When you reschedule the task in Ellie, the calendar event will automatically move to the new time * **What it doesn't sync**: Title and description changes remain independent * **When to use**: When you want time changes to stay in sync but maintain separate titles/descriptions * **Example**: Moving a task to 3 PM will also move the calendar event to 3 PM **3. Sync all changes** * **What it does**: Any changes you make to the task (title, description, or time) will automatically update the original calendar event * **When to use**: When you want the task and calendar event to remain fully synchronized * **Example**: Renaming a task "Weekly standup" to "Team sync" will also rename the calendar event #### Important Notes about Sync Settings * These settings **only** apply to tasks created from existing calendar events * Regular tasks created in Ellie are **not** affected by these settings * Deleting a task does not delete the original calendar event (for safety) ## Visual Indicators #### Calendar Event Icon Tasks created from calendar events display a small calendar icon on the task card, indicating: * 📅 Google Calendar events * 🍎 Apple Calendar events * 📧 Outlook Calendar events #### Time Mismatch Indicator {% hint style="info" %} This can happen if you have chosen to keep the calendar events separate and NOT sync the time. If you timebox this task it will have a different time on the timebox than the calendar event {% endhint %} When the task time differs from the original calendar event time, you'll see an orange "Different from timebox" indicator. This shows: * The current time difference between task and event * Why the difference exists based on your sync settings * When the times will be synchronized (if sync is enabled) ## Best Practices 1. **Choose the right sync mode**: * Use "no sync" for one-time events you want to manage separately * Use "time sync" for recurring meetings where only timing matters * Use "full sync" for events you want to keep completely aligned 2. **Calendar organization**: * Consider creating a dedicated calendar for tasks you want to import * Use calendar categories/colors to organize which events become tasks 3. **Time management**: * Tasks inherit the time and duration from calendar events * You can adjust task timing independently based on your sync settings * Time zone handling is automatic based on your calendar settings ## Troubleshooting #### "Add as task" button not appearing * Ensure you have an active subscription * Check that the calendar integration is properly connected * Refresh the page if the button doesn't appear immediately #### Sync not working as expected * Allow up to 30 minutes for sync changes to propagate (should be sooner or instant if you manually sync) * Check your sync mode settings are configured correctly * Ensure the calendar account has proper permissions #### Time differences between task and event * This is normal if you have "no sync" mode enabled * Check the time mismatch indicator for details * Verify your time zone settings in both Ellie and your calendar ### Privacy and Security * Ellie only accesses calendar data you explicitly grant permission for * Event data is encrypted and stored securely * You can revoke calendar access at any time from Settings * Deleting tasks does not affect original calendar events ### FAQ **Q: Can I create tasks from recurring calendar events?**\ A: Yes but they will NOT be recurring tasks **Q: Will deleting a task delete my calendar event?**\ A: No, for safety reasons, deleting a task never deletes the original calendar event. **Q: How quickly do sync changes appear?**\ A: Changes from a task to the calendar event are instant. Changes from the event to the task can take up to 30 minutes OR instantly if you manually sync. **Q: Can I convert multiple calendar events at once?**\ A: Currently, events must be converted one at a time by clicking "Add as task" on each event. **Q: Do calendar attachments transfer to tasks?**\ A: Only the event description, notes and time are synced (for now)