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Overview

Connect your calendar to Adminest to see tasks alongside your other events. We support both Google Calendar and Microsoft Outlook/Office 365.

Google Calendar

Sync with your Google account

Microsoft Outlook

Sync with Outlook or Office 365

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Connecting Your Calendar

1

Open Settings

Click the gear icon or go to Settings > Calendar
2

Choose Provider

Select Google Calendar or Microsoft Outlook
3

Authorize Access

A popup window will open for you to sign in and grant Adminest permission to create events. After authorizing, the popup will close automatically and you’ll be returned to Settings.
4

Configure Sync

Choose which calendars and task categories to sync
Adminest only creates events on your calendar. We do not read or modify your existing events.

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What Gets Synced

When sync is enabled, Adminest creates calendar events for:
  • Tasks with due dates
  • Document renewal reminders
  • Payment due dates

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Event Format

Calendar events include:
  • Title: Task name
  • Date/Time: Task due date
  • Description: Task details and link to Adminest
  • Reminder: Default 1-day advance notification

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Managing Sync

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Sync Settings

In Settings > Calendar, you can:
  • Enable/disable sync per category
  • Choose target calendar (if you have multiple)
  • Set default reminder time
  • Enable/disable automatic sync

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Completed & Cancelled Tasks

Under Advanced Settings, you can choose what happens to calendar events when tasks change status: When a task is completed: When a task is cancelled:

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Manual Sync

Click Sync Now to immediately push pending tasks to your calendar.

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Bulk Calendar Sync

For multiple tasks:
1

Select Tasks

Use checkboxes to select multiple tasks
2

Click Sync

Choose Sync to Calendar from the action menu
3

Confirm

Review and confirm the sync

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Disconnecting

To disconnect your calendar:
1

Go to Settings

Navigate to Settings > Calendar
2

Click Disconnect

Select Disconnect next to your connected account
3

Confirm

Confirm you want to remove the connection
Disconnecting does not remove events already created. You’ll need to delete those manually from your calendar.

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Using more than one calendar

You can connect several calendars, for example your work Outlook and your personal one. Connect the first as above, then use Connect another in Settings > Calendar. One calendar is your default, and anything without a rule of its own goes there. You can change which one that is at any time.

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Sending a category to a particular calendar

Once you have more than one calendar connected, Settings > Calendar shows a small grid of your categories against your calendars. Tick a box to send that category’s tasks to that calendar. Tick two boxes on the same row and the task goes in both. That is useful for things that belong in both halves of your life, such as a school pickup that needs to show on your work calendar as well as at home. Leave a row empty and that category simply uses your default.
Changing a category’s calendars also tidies up after itself. If you move a category from one calendar to another, Adminest removes the entries it had already put in the old one.

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Removing a calendar

Disconnecting a calendar removes the entries Adminest added to it. Your tasks stay in Adminest, and your other calendars are untouched.

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Using a work Microsoft account

Microsoft treats business accounts more carefully than personal ones. Adding entries to a work calendar is a permission an individual staff member cannot approve for themselves, so the first time anyone in an organisation connects Outlook, an administrator has to approve Adminest once. After that, everyone in the organisation can connect normally. If you are a sole trader or you run your own Microsoft 365 subscription, you are that administrator. When you connect, look for a tick box on the permissions screen along the lines of “Consent on behalf of your organisation”, tick it, then click Accept. Adminest asks for permission to add and update calendar entries. It only ever touches entries it created for you, it never reads or changes your existing appointments, and you can disconnect at any time from Settings.
Seeing “approval required” and no tick box means your account is not an administrator of that Microsoft tenant. Ask whoever manages your Microsoft 365 subscription to approve Adminest once.

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Troubleshooting

  • Check that sync is enabled in Settings
  • Verify the task has a due date
  • Click “Sync Now” to force immediate sync
  • Check your calendar’s event list (may be on a different calendar)
Calendar sign-ins can expire, for example after you change your Google or Microsoft password. When that happens, Adminest shows Needs your attention on your Home page and sends you one email. Tap Reconnect, which opens the calendar part of Settings, and connect the calendar again. Tasks start reaching it again straight away.
  • Clear browser cache and try again
  • Ensure pop-ups are allowed for Adminest
  • Check that third-party cookies are enabled
  • Try a different browser
  • Adminest creates new events; it doesn’t update existing ones
  • Delete duplicates from your calendar manually
  • Check sync frequency settings

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Privacy & Permissions

Adminest requests a single calendar permission (auth/calendar) which allows us to:
  • View calendars: List your available calendars so you can choose where to sync
  • Create events: Add task reminders and deadlines to your calendar
  • Update events: Keep calendar events in sync when task details change
  • Delete events: Remove calendar events when tasks are completed or removed
Adminest only ever changes or deletes events it created. With the unified calendar view switched on, it also keeps a read-only copy of your upcoming events so it can show your calendars together and warn you about clashes; see “Your calendars in one place” below.

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Your calendars in one place

When this is switched on for your account, the week view on the Tasks page shows every calendar you have connected together, one colour each, with your tasks beside them. You can hide a calendar from the view on your device without changing what is connected. What is stored. For each calendar you connect, Adminest keeps a read-only copy of your upcoming events: about 90 days ahead for timed events and 13 months for all-day and multi-day ones, plus one day back. Each copy holds the title, times, location and a short description as your calendar shows them to you. Older events drop off on their own. How to turn it off. Pause or disconnect a calendar in Settings, or untick “mirror” on it, and its copy is deleted at once. Deleting your account deletes everything. What Adminest never does. It never changes, moves or deletes an event it did not create, and it shares nothing from your calendars with anyone unless you choose to share a calendar with a group. Sharing always starts at none.

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Clashes

A clash is raised when a task with a time overlaps something on any of your calendars, or when a task is due while you are away on a trip. Declined invitations, events marked free and two all-day events never count as a clash, and a task never clashes with the calendar entry Adminest made for it. You see a clash before you save a task (under the time field, with Keep, Move and Pick a time), you are told once in the app when a calendar change creates one, and the Clashes page lists every open clash with Acknowledge, Snooze and Dismiss. A dismissed clash stays quiet until one of its items changes time. Clashes clear themselves when an item moves, completes or is deleted.

Tasks

Manage the tasks that sync to calendar

Documents

Document deadlines create calendar events