Calendar ICS Analyzer

"Meeting Culture Analysis from Calendar Data" by John Rippy | johnrippy.link

🏆 2025 Zapier Automation Hero of the Year — Project Phoenix: A 95-step AI sales pipeline cutting development time by 50%. Read more →

---

Upload your .ics calendar export and get a comprehensive meeting culture analysis with costs, "Could Have Been an Email" scores, and actionable recommendations.

What This Actor Does

Export your calendar from Google Calendar, Outlook, or Apple Calendar and upload it for instant analysis. Get insights into:

• Total meeting costs for any time period
• Meeting culture health score
• Top "Could Have Been an Email" candidates
• Time fragmentation analysis
• Recurring meeting audit
• Personalized recommendations

Perfect For

• Executives: Get a quick overview of your meeting load
• Managers: Audit team meeting culture
• Consultants: Provide clients with meeting efficiency reports
• HR/People Ops: Track organizational meeting trends
• Anyone: Understand where your time goes

How to Export Your Calendar

Google Calendar

1. Go to Google Calendar Settings
2. Click "Import & export" > "Export"
3. Download the .zip file and extract the .ics file
4. Upload or paste the content

Outlook

1. Go to Calendar > File > Save Calendar
2. Choose date range and save as .ics
3. Upload or paste the content

Apple Calendar

1. File > Export > Export...
2. Save as .ics file
3. Upload or paste the content

Input Examples

Analyze via URL

{
  "icsUrl": "https://example.com/my-calendar.ics",
  "dateRange": "last_month",
  "averageSalary": 120000
}

Analyze via Content Paste

{
  "icsContent": "BEGIN:VCALENDAR\nVERSION:2.0\n...",
  "dateRange": "last_quarter",
  "currency": "EUR"
}

Full Analysis with PDF Report

{
  "icsUrl": "https://example.com/calendar.ics",
  "dateRange": "last_year",
  "averageSalary": 150000,
  "generateReport": true,
  "outputFormat": "executive"
}

Output

Executive Summary

{
  "summary": {
    "totalMeetings": 156,
    "totalHours": 312,
    "totalCost": 22500,
    "meetingCultureScore": 62,
    "weeklyAverage": {
      "meetings": 12,
      "hours": 24,
      "cost": 1730
    }
  },
  "topInsights": [
    "34% of your meetings could have been emails",
    "Your most expensive recurring meeting costs $12,400/year",
    "You have 3.2 hours of focus time per day on average",
    "Tuesday and Wednesday are your heaviest meeting days"
  ],
  "recommendations": [
    {
      "priority": "high",
      "action": "Cancel or convert 'Weekly Status Sync'",
      "potentialSavings": 8320,
      "rationale": "Email score of 85%, 16 attendees, no agenda"
    }
  ]
}

Full Analysis

{
  "overview": {
    "periodAnalyzed": "2024-01-01 to 2024-03-31",
    "totalMeetings": 156,
    "totalHours": 312,
    "totalCost": 22500,
    "averageMeetingLength": 48,
    "averageAttendees": 4.2
  },
  "meetingCultureScore": {
    "overall": 62,
    "breakdown": {
      "focusTime": 68,
      "fragmentation": 55,
      "recurringEfficiency": 60,
      "attendeeOptimization": 65
    }
  },
  "costBreakdown": {
    "recurring": 18200,
    "oneTime": 4300,
    "byDayOfWeek": {
      "monday": 4200,
      "tuesday": 5800,
      "wednesday": 5200,
      "thursday": 4100,
      "friday": 3200
    }
  },
  "asyncCandidates": [
    {
      "title": "Weekly Status Sync",
      "emailScore": 85,
      "annualCost": 8320,
      "reason": "Status updates work better async"
    }
  ],
  "recurringMeetings": [
    {
      "title": "Team Standup",
      "frequency": "daily",
      "annualCost": 15600,
      "attendees": 8,
      "emailScore": 72,
      "recommendation": "Consider 3x/week instead of daily"
    }
  ],
  "focusTimeAnalysis": {
    "averageBlocksPerDay": 2.1,
    "averageBlockLength": 95,
    "fragmentationScore": 55,
    "bestFocusDay": "Friday",
    "worstFocusDay": "Wednesday"
  },
  "recommendations": [...],
  "cta": {
    "message": "Get real-time tracking with Meeting Cost Tracker",
    "url": "https://meeting.localhowl.com"
  }
}

Meeting Culture Score

Your Meeting Culture Score (0-100) evaluates your calendar health:

Score	Rating	Meaning
80-100	Excellent	Healthy meeting culture, lots of focus time
60-79	Good	Some room for improvement
40-59	Fair	Meeting overload detected
0-39	Poor	Severe meeting culture issues

Factors Evaluated

• Focus Time Score: How much uninterrupted work time you have
• Fragmentation Score: How scattered your meetings are throughout the day
• Recurring Efficiency: Whether recurring meetings are justified
• Attendee Optimization: Right-sized meetings vs. too many attendees

PDF Report

When generateReport: true, you'll receive a professionally designed PDF including:

• Executive summary with key metrics
• Meeting cost breakdown charts
• Day-of-week heatmap
• Top "Could Be Email" candidates table
• Personalized action plan
• Comparison to industry benchmarks

Use Cases

1. Quarterly Personal Audit

const result = await apifyClient.actor("localhowl/calendar-ics-analyzer").call({
  icsUrl: "https://example.com/my-calendar.ics",
  dateRange: "last_quarter",
  generateReport: true
});

console.log(`Meeting Culture Score: ${result.meetingCultureScore.overall}`);
console.log(`Potential Savings: $${result.potentialSavings}`);

2. Team Meeting Audit

Export calendars from team members and analyze patterns:

const teamCalendars = ["alice.ics", "bob.ics", "carol.ics"];
const results = [];

for (const cal of teamCalendars) {
  const result = await apifyClient.actor("localhowl/calendar-ics-analyzer").call({
    icsUrl: `https://example.com/${cal}`,
    dateRange: "last_month"
  });
  results.push(result);
}

// Aggregate team insights

3. Before/After Comparison

Track improvement over time by comparing quarters:

const q1 = await analyze({ dateRange: "2024-Q1" });
const q2 = await analyze({ dateRange: "2024-Q2" });

console.log(`Score improved from ${q1.score} to ${q2.score}`);
console.log(`Saved ${q1.totalCost - q2.totalCost} per quarter`);

Privacy & Security

• Your calendar data is processed and immediately discarded
• No events are stored beyond the analysis session
• ICS files are parsed locally within the actor
• No external API calls with your calendar data

Related Tools

• Meeting ROI Calculator: Calculate costs for individual meetings
• Meeting Cost Tracker Chrome Extension: Real-time cost overlay in Google Meet
• Meeting Culture Score Checker: Analyze any company's meeting culture

Support

• Documentation: https://meeting.localhowl.com/docs
• Email: support@localhowl.com
• Issues: Report bugs or request features

---

Author

Built by John Rippy | johnrippy.link

🏆 2025 Zapier Automation Hero of the Year — Project Phoenix: A 95-step AI sales pipeline cutting development time by 50%. Read more →

Part of the Meeting Cost Tracker productivity suite by LocalHowl