Smart Project Assignment: How TeeTrack Matches Calendar Events to Your Projects
The problem: events without projects
Calendar auto-import is great for pulling events into TeeTrack, but every imported event arrives as a draft without a project. If you work with multiple clients or juggle internal and external commitments, you end up clicking through dozens of drafts each week just to tag them with the correct project. The more clients you have, the more tedious this becomes.
For agencies and consultants with 5, 10, or 20 active clients, manual assignment defeats half the purpose of auto-import. You saved time on data entry, only to spend it on sorting.
What keyword matching does
Keyword matching closes the gap. When a calendar event is imported, TeeTrack checks the event title against the keywords you have configured for each project. If a keyword matches, the event is automatically assigned to that project — no manual intervention required.
The result: events arrive pre-sorted into the correct projects. Your review queue shows drafts that already have a project attached. You review, adjust durations if needed, and confirm — that is it.
How to configure keywords
Open any project and navigate to Project Settings → Calendar Keywords. Add the words or phrases that typically appear in calendar events related to this project. You can add up to 20 keywords per project, each up to 100 characters long.
Choose keywords that are specific enough to avoid false matches but broad enough to catch variations. A client name is usually the best starting point. You can always refine later as you see which events land where.
How matching works
Matching is case-insensitive. The keyword "acme" matches event titles containing "Acme", "ACME", or "acme". TeeTrack scans the full event title for each keyword.
When multiple keywords from different projects match the same event, the longest keyword wins. This gives you precise control: if project "Acme Corp" has the keyword "acme corp" and project "Acme Internal" has the keyword "acme", then an event titled "Acme Corp Weekly Standup" matches "acme corp" (12 characters) over "acme" (4 characters) and is assigned to "Acme Corp".
Default project fallback
If no keyword matches an imported event, TeeTrack falls back to the calendar connection's default project. You can set a default project when configuring your calendar connection. This acts as a catch-all for events that do not match any keyword — useful for internal meetings or unstructured time that does not belong to a specific client.
The priority chain is: keyword match → default project → no project (manual assignment required). Most users find that a good set of keywords plus a sensible default covers 90% or more of their imported events.
Real-world examples
- Project "Acme Corp" → keywords:
acme,acme corp→ matches events like "Acme Corp Standup", "Call with Acme", "Acme Q2 Review". - Project "Internal" → keywords:
standup,team meeting,retrospective→ matches recurring team events like "Daily Standup", "Friday Team Meeting". - Project "Admin" → keywords:
invoice,billing,payroll→ matches financial and administrative reminders like "Send Invoice #412", "Billing Review".
Combine specific client names with generic activity keywords to cover both client-facing and internal work. The longest-match rule ensures that overlapping keywords resolve predictably.
Who benefits most
Keyword matching is designed for users who juggle multiple projects from their calendar: agencies managing several client accounts, freelance consultants splitting their week across engagements, and teams where different projects have distinct meeting patterns. The more projects you track, the more time keyword matching saves.
If you only have one or two projects, manual assignment is quick enough. But once you cross the threshold of five or more active projects, automatic matching becomes a significant time-saver.
Pro tier required
Keyword-based project matching is available exclusively on the Pro tier. Free-tier users can still use calendar auto-import and assign projects manually. Upgrading to Pro unlocks keyword configuration in project settings and enables automatic matching for all future calendar imports.
Related
Related keywords
- automatic project assignment time tracker
- calendar keyword matching time tracking
- smart project sorting calendar events
- auto-assign projects from calendar
- keyword-based time tracking
- agency time tracker multiple clients
- freelancer project matching calendar
- TeeTrack Pro keyword matching
- calendar import auto-categorize projects
- consultant time tracking project assignment
