How to Aggregate Google Calendar Events by Month and Keyword
Google Calendar is good at showing when events happened, but a monthly grid does not answer questions such as “How many hours did meetings take?” or “Did I spend more time studying than last month?”
To answer those questions, you need to aggregate event duration over a period and group similar events together. This guide explains a practical workflow for monthly and keyword-based Google Calendar analysis with Kotomil.
What Google Calendar aggregation can show
Total time spent on work, meetings, study, exercise, or other activities
Each activity’s share of a week or month
Changes in a project or keyword over time
Activities that are taking more or less time than expected
Event counts are not enough. One two-hour meeting has a different impact from a 15-minute check-in. Adding event duration gives you a clearer view of how the calendar affects your actual capacity.
When built-in Time Insights is not enough
Google Calendar offers Time Insights for some Google Workspace users, but its availability and emphasis may not fit every use case. It is mainly designed around meeting patterns and may not provide the flexible keyword grouping needed for client work, learning, exercise, or personal routines.
If you want to group events using your own terms and compare different periods, a calendar analytics tool or spreadsheet workflow gives you more control.
Prepare event names for aggregation
Use the same keyword for events you want to review together. A simple pattern is Category | Detail:
Work | Client meeting
Work | Focus writing
Study | Spanish
Health | Running
Avoid accidental variations such as “Meeting,” “Meetings,” and “Client call” if they should be one group. You do not need a complex system; consistency in a few important categories is enough.
1. Aggregate events by keyword
Choose a keyword such as Work, Meeting, Study, or a client name. Review all matching events over the selected period and total their duration. Repeating the same analysis later shows whether the activity is increasing or declining.
Kotomil connects to Google Calendar and lets you analyze shared words in event titles without moving the schedule into a separate spreadsheet.
2. Review time allocation by ratio
Select a week or month and compare the time assigned to each activity. Ratios make imbalance easier to notice:
Meetings occupy more of the workweek than focused delivery
Administrative work is growing as client volume increases
Exercise or study is being crowded out
One project is consuming most of the available capacity
The goal is not a perfectly balanced chart. Use the result to decide which activity should gain or lose time in the next period.
3. Aggregate Google Calendar events by month
Use the first through the last day of the month as a consistent date range. Start with total scheduled time, then filter by the categories or project names that matter.
Select the complete calendar month
Review total time and the largest activity groups
Filter by a keyword to calculate a project or category total
Repeat the same filters for the previous month
Explain the biggest change and choose one action for next month
Use the same date boundaries and keyword spelling every month. Otherwise, a change in the method can look like a change in behavior.
Useful monthly questions
How much did meeting time change from last month?
Which client or project took the largest share of work hours?
How much time went to sales and administration?
Were exercise, study, and recovery routines maintained?
Kotomil aggregates Google Calendar events over a selected period and visualizes totals, ratios, and keyword trends. It is useful when you want to repeat the same review without manually calculating every event duration.
Start with one month and one question. For example, compare Meeting time with Focus Work, or total the hours for one client. A narrow question makes the result easier to turn into a schedule change.
Summary: Turn calendar events into time data
To aggregate Google Calendar, use consistent event names, select a fixed period, total event duration, and compare categories or keywords. Monthly analysis reveals patterns that are difficult to see in a day or week view.
Kotomil helps turn the events already in your calendar into totals, ratios, and trends. Use the result to make one concrete change to the following month.
See where your time goes from your calendar at a glance📊🔍
With Kotomil, just connect Google Calendar to see how much time you spend on each area in charts and lists. It also helps you find what is making you busy and where your time is becoming unbalanced.
