Synchronizing with Google Calendar
Simple Instructions for SmartTime Pro 3.5 and SmartTime Tasks 3.5
Other Helpful Information
Tasks don't normally fit in a calendar. That's why we created SmartTime, so Tasks and Events can 'live together.' But most calendars, including Google Calendar, Outlook, and iCal, only show Events. (They might show Tasks in a separate pane or window, but we would hardly call that 'living together,' would you?)
Another unique feature of SmartTime is that it looks at your Events, then finds time for your Tasks. So, Tasks are Dynamic. They don't just 'sit there.' SmartTime constantly moves them around to account for new appointments that you might make, or new tasks that you might add, or your changing priorities, or the passage of time. So SmartTime needs to 'control' tasks - both in SmartTime, and also in any plain Calendar that you sync with.
Given these two unique aspects, SmartTime actually does something very cool with Google Calendar: it allows you to synchronize both Tasks and Events. To do this, in GCal you simply create separate Calendars for Task and Events.
Here is a diagram of how the Tasks and Events from two Smart Time Projects would be mapped to four separate Google Calendars:
In SmartTime 3.5 (Pro and Tasks versions), we have separate Sync Mapping for Events and for Tasks.
Best practices: We suggest that you set up specific Google Calendar names that differentiate between Event calendars and Task calendars. Use something like "[SmartTimeProjectName] [(Events)" or "[SmartTimeProjectName] (Tasks)". This will make it easier for you to map, and also easier for you to tell which calendar is which when you are using GCal.
Thanks to recent improvements in the new iPhone OS3 and Google Sync (which now supports MS Exchange), you can sync up to 24 SmartTime Calendars (12 for Events, 12 for Tasks) via Google Calendar, directly to your iPhone Calendar. All Event Alerts that you create in SmartTime as “Pop up on Google Calendar” get automatically transferred over to the iPhone Calendar as pop-up alerts with sound. These work better than Push because you don’t need to be connected to the internet to receive the alert (as long as you sync’d), and if you are traveling overseas, you will not get charged for SMS pop-ups from Google. Here’s how you do it:
A. Select to set up a new Microsoft Exchange account on your iPhone
B. Enter Account Info
C. Choose which Calendars to Sync
Here is more information on Google Sync for the iPhone.
Test it out: Here are examples of how your Sync should work, creating one new Event in SmartTime and syncing it across:
1) Create an event in SmartTime; add a Google pop-up alert
2) Sync to Google Calendar. Here is how the Event should look:
3) Google Calendar will use Microsoft Exchange to automatically sync to iPhone Calendar. Note Calendar selects its own color for you. No matter, you are using SmartTime and Google Calendar for your work; iPhone Calendar merely delivers the alerts to you. Now go to iPhone Calendar. The Event should show up together with a pre-set Alert.
4) Here is how it looks when the Alert goes off, no matter what app you are running, no matter whether you are connected to the internet or not.