Syncing your employees’ meeting events with Insightful creates a unified view of employee meeting schedules and computer activities. Managers not only have insight into the time spent on meetings but can also differentiate the idle time that happens during the meetings and count, what is now called Meeting Passive Time as a productive activity when calculating utilization.
To set up a calendar integration in Insightful, go to Settings → Integrations → Calendar tab, where you’ll see an option for Outlook Calendar integration.
To activate the calendar integration, you must have Admin access to both the Outlook calendar and Insightful.
Only one calendar integration can be active at a time.
Only organizations that have early access to calendar integration will be able to activate the integration. Contact our support to learn more!
How to Set Up the Integration
Select Configure Integration under the Outlook Calendar. This action will begin the integration process.
2. A pop-up will prompt you to sign in to your Microsoft account and accept the integration. Once authorized, Insightful will automatically match your employees between the two platforms and pull in meeting data.
3. You can deactivate the integration at any time to stop syncing the meeting event data from your calendar into Insightful.
The system performs automatic employee matching based on multiple parameters, which include: Email, AliasID, Username, and Employee Name.
Which Meeting Events Are Synced?
After integration is activated, events for the last 7 days will be synced for all employees that were previously matched.
After the initial sync, new calendar events are synced every hour.
Only finished meetings are synced, ongoing and future events are not.
There must be at least two attendees who accepted the meeting invitation, and one of them is the matched employee.
The meeting can’t be longer than 8 hours.
The system does not take into account any retroactively added past events or removed events
If a user is invited to overlapping meetings, Insightful will not sync those meetings.
Meetings will not be synced if there is an overlapping manual time entry in the system.
Meeting Events in Insightful
The purpose of Meeting Events in Insightful is to allow managers to identify overlaps between computer activity and scheduled meetings, as well as to calculate the total number of hours occupied by meetings for each employee or team.
If there is any Idle time during the synced meeting, it will be replaced by meeting passive time. If there is any computer activity recorded during the meeting it will not be overwritten.
On the Activities page, meeting events appear alongside computer activities, enabling detailed overlap analysis.
A yellow horizontal bar represents the duration of each calendar-synced meeting.
Details on Hover
Hovering over a meeting provides:
Meeting Name (unless it is marked as private)
Duration (start and end time)
If private, it displays "Private Meeting"
Passive Meeting Time (if applicable)
All other activities are marked as Active Time
Top 3 Applications used during the meeting, if computer activity occurred.
Tables and Meeting Time
Meeting Time is now available as an additional column in the tables on the following pages:
Employees
Individual Employee → Timesheets
Teams
Individual Team Pages
Time and Attendance → Timesheets
Meeting Passive Time in Insightful
Meeting Passive Time allows organizations to differentiate and treat idle time during meetings differently from idle time during other periods. For example, organizations can choose to include meeting passive time in utilization calculations, treating it as productive time. This feature provides flexibility in defining productivity metrics based on organizational needs.
Meeting Passive Time represents idle time that occurred during a scheduled meeting event. It has been integrated into all activity timelines and activity bar charts, ensuring visibility across the platform.
Activity Timeline and Meeting Passive Time
Activities Bar Charts and Meeting Passive Time
Tables and Meeting Passive Time
Meeting Passive Time is now available as an additional column in the tables on the following pages:
Employees
Individual Employee → Timesheets
Teams
Individual Team Pages
Time and Attendance → Timesheets
Deactivating and Reactivating the Integration
Integration can be turned off anytime, retaining synced data but pausing future updates.
If you reactivate a calendar integration, Insightful will import new data/events without overwriting existing meeting information previously added to the calendar.