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Sync Project Events
Keep the team calendar aligned with project event changes
Use this Agent instantly or customize it - no programming needed
- Project event changeProject event change
Your project event change identifies the updated entry and its revision.
- Project eventProject event
Your project event shows its current details, saved calendar link, and previous version.
- Team calendar entriesTeam calendar entries
Your team calendar entries show dates and project references for finding the right match.
- Calendar settingsCalendar settings
Your calendar settings identify the lists and default length for events without end times.
- Calendar exception listCalendar exception list
Your coordinator's exception list shows which project events still need a match.
Your planning workspace holds project events, calendar entries, and matching exceptions.
- Calendar exception listCalendar exception list
Your coordinator sees unresolved matches and calendar write errors in one current list.
- Calendar exception listCalendar exception list
Your coordinator sees unresolved matches and calendar write errors in one current list.
- Team calendar entryTeam calendar entry
Your team calendar shows the event's current date, or hides it after withdrawal.
- Calendar exception listCalendar exception list
Your coordinator sees unresolved matches and calendar write errors in one current list.
- Project calendar linkProject calendar link
Your project event opens its confirmed calendar entry directly.
- Calendar exception listCalendar exception list
Your coordinator sees unresolved matches and calendar write errors in one current list.
This Agent checks a changed project event against your team calendar. It updates the calendar and project link, or flags an uncertain match for your coordinator.
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Microsoft OutlookUsed as:
- Planning workspace
Microsoft Outlook holds project events, calendar entries, and matching exceptions.
ZoomUsed as:
- Planning workspace
Zoom holds project events, calendar entries, and matching exceptions.
Wealthbox CRMUsed as:
- Planning workspace
Wealthbox CRM holds project events, calendar entries, and matching exceptions.
Made for your industry
Sync Project Events is made for businesses in these industries.
- Advertising and Marketing
Update the team calendar when campaign project meetings change.
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Move client workshop dates on the calendar when project plans change.
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Update the team calendar when project site meetings move.
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Update calendar entries when planned shoot dates move.
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Keep member event dates current on the team calendar.
Show all Agents for the Professional Associations industry - Architecture and Engineering
Keep design review dates aligned with the team calendar.
Show all Agents for the Architecture and Engineering industry - Event Management
Keep client event dates current on the team calendar.
Show all Agents for the Event Management industry - Film and Television
Keep shoot dates on the team calendar aligned with project plans.
Show all Agents for the Film and Television industry
Made for your role
Sync Project Events is made for people in these roles.
- Project Coordinator
Update the team calendar when project events move or are withdrawn.
Show all Agents for the Project Coordinator role - Project Manager
Link each project event to its confirmed calendar entry.
Show all Agents for the Project Manager role - Scheduling Coordinator
Flag project events with unclear calendar matches for review.
Show all Agents for the Scheduling Coordinator role - Event Coordinator
Move calendar entries when event plans change.
Show all Agents for the Event Coordinator role - Team Coordinator
Keep shared event dates current as project plans change.
Show all Agents for the Team Coordinator role - Event Planner
Clear withdrawn events from the team calendar.
Show all Agents for the Event Planner role
Made for your department
Sync Project Events is made for people in these departments.
- Production
Keep shoot dates on the team calendar aligned with project plans.
Show all Agents for the Production department - Project Management
Keep the team calendar aligned with changing project event dates.
Show all Agents for the Project Management department - Scheduling
Surface project events with unclear calendar matches for review.
Show all Agents for the Scheduling department - Events
Update the team calendar when planned events move or are withdrawn.
Show all Agents for the Events department
How Sync Project Events works
4 steps, in order, on every run.
-
Check the project event changeRead the project event and its previous version. Identify a new date, a changed time, or a withdrawal.
-
Find the calendar matchUse the saved link and project reference to find the calendar entry. Flag conflicting matches for your coordinator.
-
Create or update the calendar entryCreate an entry for a new dated event. Move a matched entry or clear its date when withdrawn.
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Save the link and list exceptionsSave the confirmed calendar link on the project event. List unresolved matches and calendar errors for your coordinator.
How to Get Started
Connect the tools you already use, such as Microsoft Outlook, Zoom or Wealthbox CRM.
3 tools
- Choose the project event list, the dated event list used for the team calendar, and the coordinator's calendar exceptions entry in the same planning workspace.
- Give project entries an event title, start and end time, time zone, and withdrawn status; give calendar entries a project entry reference and a dated field, and give project entries a calendar link field.
- Set the team's default event length for project entries that supply a start time but no end time, and connect project entry creation and update notifications.
Use safe mode to approve every result before it goes out, or let the Agent run automatically.
FAQs
Frequently asked questions about the Sync Project Events:
You choose a dated event list in the shared planning workspace. You also choose the project list and the coordinator's exceptions entry.
Your coordinator gets the project event and the reason in the exceptions list. Conflicting calendar entries stay untouched.
You choose a default event length during setup. If the start time or time zone is unclear, your coordinator gets it on the exceptions list.
The Agent clears the matched entry's date, so your team calendar no longer shows it. Your project event keeps its link to that entry.
It stops and asks you. The Agent does not guess when it reaches a decision you have not approved.
Yes. Every run creates a plain-language log that you can review and export. Logs are kept for twelve months.
The Agent stops at the end of the billing month and its tool connections are removed. Your run logs remain available for twelve months.
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