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Automatic Extraction

How Apptoto automatically extracts phone numbers, email addresses, and contact names from your calendar event fields.

Apptoto can extract phone numbers, email addresses, and contact names from appointments. For example, if an appointment in your Google Calendar includes client details, Apptoto will extract the name, phone number, and email address and display them in the Agenda view.

Google calendar event invite with client name, email, and phone number included

Automatically extracted information displayed in Apptoto Calendar event

Apptoto extracts data from the following event fields:

  • Title field
  • Location field
  • Body
  • Guest list (or attendee list)

You can enable or disable automatic extraction within Settings > Auto Participants by checking/unchecking specific fields.

Turn automatic extraction on and off within Settings > Auto Participants

The formatting expectations depend on the Country setting in Settings > Account.

In the US, Apptoto recognizes all common formats as long as the full 10 digits are included:

  • 650-555-1212
  • (650) 555-1212
  • 650.555.1212
  • 6505551212
  • +16505551212

For accounts without area codes, contact support@apptoto.com to configure a default area code.

For international clients, include the full phone number with country code prepended with a +:

  • +4420555512121
  • +614125551212

When the Country setting is something other than the US, Apptoto recognizes common formats based on phone number formatting standards for that country.

Email addresses must be fully formatted in the USER@DOMAIN format:

  • fred@gmail.com
  • arthur@somebusiness.com.au

Apptoto’s name extraction first searches the line containing the phone number or email address for two properly capitalized words that are likely names. If not found there, it checks the title.

Formats that work:

  • Fred Smith
  • Smith, Fred

Formats that do NOT work:

  • FRED SMITH
  • FRED S.
  • SMITH, FRED
  • fred smith
  • FRED

When multiple participants are involved, you can list multiple phone numbers and/or email addresses. Apptoto groups them together by person.

Best practice: place each person’s phone number and email address together in the appointment:

Fred Smith - 650-555-1212 - fred@gmail.com
Wilma Jones - 650-906-1212 - wilma@gmail.com

Avoid this format:

650-555-1212, 650-906-1212
fred@gmail.com, wilma@gmail.com

Blacklisting phone numbers and email addresses

Section titled “Blacklisting phone numbers and email addresses”

If Apptoto repeatedly extracts the same email address or phone number from appointments, you can blacklist those contacts.