Label client meetings, show everything else as Busy

Meetings with a guest from your client's email domain show with a client label and their title. All other events show as Busy.

Works on: Plus.

When this is for youCopy Anchor Link

You share one calendar with colleagues or a client, and only client work should carry its name.

Before you turn it onCopy Anchor Link

• Client meetings are found by the email addresses of the guests. A meeting with no guest from that domain shows as Busy.
• The domain is what follows the @ in a guest's address, such as acme.com. If you paste a whole address, only the domain is kept.
• Until you add the rule, every copy shows as Busy. Anyone who can see the destination calendar sees the title of client meetings.

How it worksCopy Anchor Link

SYNCDATE copies each event to the calendar others can see, as Busy. One rule on the Title row, which you add, checks the guests' email domains: a meeting with a guest from your client's domain gets a client label in front of its title. The rule is not filled in for you, because it needs your client's domain.

What you'll pickCopy Anchor Link

• The calendar with your meetings (1 calendar; copies come from here): Nothing is written to it.
• The calendar others can see (1 calendar; copies land here): Where the copies appear.

Setting it upCopy Anchor Link

1. Pick the calendar with your meetings as the source. Nothing is written to it.
2. Pick the calendar others can see. The copies appear here.
3. You add this rule. Under "What copies look like", set the "Title" row to "Custom" and press "If". For the check, pick "Guest email domain", then "has a guest from", and type your client's domain, such as acme.com. Set the result to the text "[Client] " followed by the "Title" variable, using "Insert variable". Set "Otherwise" to the text "Busy".
4. Check it worked: pick a meeting under "Example event" and read "Result" in the panel, then add a test meeting with a guest from that domain after you start the sync. Its copy should carry the client label. Other events should read Busy.

VariationsCopy Anchor Link

You can add these to this sync at any time, without starting over.

Sync everything except all-day eventsCopy Anchor Link

Add an "All-day events" exclude rule and holidays, birthdays and travel banners stay out of the calendar you sync into. It also catches birthdays from a subscribed calendar, which "Special dates from contacts" cannot — those arrive as ordinary events, so only the all-day rule sees them.

Only invitations you've acceptedCopy Anchor Link

Set "Invitations" to "Only yes" and meeting requests you haven't answered stay out of the calendar you sync into until you accept them.

Set this upCopy Anchor Link

Start with this recipe opens the sync screen with this recipe's direction and common settings already filled in. You pick the calendars, and you can change any setting before anything syncs.

The rule is not filled in, because it depends on your own domain or calendar. Add it as described in the setup steps before you start the sync, then test it.

Start with this recipe

Related

Custom text and rules: decide what each copy says

Write a copy's title, description or location yourself with pieces of the original dropped in, and use if-this-then-that rules for text, privacy and free or busy.

Share only busy time with a client's calendar domain

Give your company and a client each a group, then add an exception so copies from your people into the client's domain show only Busy.

Hide details only for some events

Use a rule to show Busy or Private for the events you pick, such as big meetings or one source calendar, and leave every other copy as it is, on Plus.

Show Busy to clients, full details to you

Work shows Busy, personal keeps every detail. A rule per calendar needs Pro; a rule by source calendar needs Plus.