Project calendars

Project Calendars let you auto-tag meetings to the right project — connect a calendar to a project once, and every meeting on that calendar is automatically assigned, no manual tagging needed.

What's new

Tato now supports project-based calendar sync. Instead of tagging meetings through keywords and domain settings, you can create a dedicated calendar in Outlook or Teams for each project, assign it to the right project in Tato, and let the system handle the rest. Every meeting on that calendar gets automatically tagged to the correct project.

How to set it up

1. Open meeting settings

Go to Account Settings → Meetings. If your calendar is not yet connected, connect it first before continuing.

2. Turn on calendar sync customization

Enable Customize Calendar Sync. This reveals all calendars connected to your account — your main calendar, secondary calendars, and any project-specific ones you have created.

3. Assign calendars to projects

Choose a calendar and assign it to the matching project in Tato. You can create new calendars in Outlook or Google if needed. Once sync and auto-join toggles are on, every meeting on that calendar is automatically tagged to that project.

4. Repeat for additional projects

You can assign multiple calendars to different projects. Follow the same steps for each project-calendar pair you want to set up.

5. Exclude meetings you don't want joined

Use excluded keywords to prevent certain meeting types from being auto-joined or tagged. For example, add "1:1" as a keyword to keep those meetings out of the flow.

6. Confirm on the home page

Go back to the home page and review your upcoming meetings. Meetings assigned to synced project calendars will be handled automatically — this confirms everything is set up correctly.

How Tato detects and joins meetings

Tato scans your connected calendars every 10 minutes and assigns each meeting one of three statuses:

• Confirmed — Tato will join and record
• Tentative — Tato has the meeting on its radar but won't auto-join (you can override manually)
• Rejected — Tato's settings are actively blocking this meeting

The status is determined in this order:

1. If the calendar has auto-join disabled → Tentative
2. If the meeting title contains an excluded keyword → Tentative
3. If the organizer or attendee is on the "never join" list → Rejected
4. If the organizer or attendee is on the "always join" list → Confirmed
5. If all required domains are present → Confirmed
6. If no rules are configured at all → Confirmed (Tato joins everything)

Project tagging vs. joining

These are two independent actions. When you map a calendar to a project, every meeting on that calendar is tagged to the project — even if Tato doesn't record it. An excluded keyword will prevent Tato from joining a meeting, but the meeting will still appear under the right project.

Manual overrides

You can change any meeting's status manually from the Tato UI. Once you do, Tato's scanner will never automatically change it again — your manual choice sticks.

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Questions? Reach out at support@tato.co.