> This is part 1 of 2 of the full documentation (pages 1–100 of 176). > The content is paginated: fetch every part to see all of it. > Next part: https://www.usemotion.com/help/llms-full.txt/1 > Page index: https://www.usemotion.com/help/llms.txt # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation This site has an agentic ask interface you may use to query the documentation dynamically by asking a question. Perform an HTTP GET request on the following URL with the `ask` and `goal` query parameters: ``` GET https://www.usemotion.com/help/index.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is what the user is ultimately trying to achieve, the reason they need the answer. Sharing it helps GitBook give you a better, more relevant answer. A goal is most helpful when it describes the outcome the user wants rather than restating the question. For example, with `ask=how do I create an API token`, a goal like `automate deployments from our CI pipeline` lets GitBook tailor the answer to that use case. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. --- # Welcome to Motion A platform to manage work, store knowledge, create projects, and coordinate human and AI tasks all in a single place. ### Get started in 2 minutes Motion is an all-in-one work platform built around automatic scheduling. It continuously plans your day by deciding what you should work on and when, based on your tasks, deadlines, priorities, and available time. As your work changes, Motion adjusts your schedule in real time so your plan stays realistic and achievable. AI features like AI Chat and workflows help you create and manage work faster, but the core value of Motion is simple: your schedule is always up to date, without manual planning. Get started *** ### Motion: Your Automatically Planned Workday Motion plans your day for you. You add tasks, deadlines, and priorities. Motion automatically schedules that work into your calendar based on the time you actually have. When things change, it updates the plan so you always know what to work on next. AI features help reduce setup and busywork: * **AI Chat** lets you create or update tasks using plain language. * **Meeting Notetaker** turns decisions from calls into scheduled tasks. * **Docs and Dashboards** keep plans, data, and progress connected to your schedule. Motion is not just a place to track work. It actively plans your time so you can focus on execution instead of constant re-planning. *** ### Browse by feature #### KNOWLEDGE MANAGEMENT
💬 AI ChatAI Chat AI Chat
📝 AI Notetaker AI Notetaker
📄 Docs Docs
🗄️ Data Hierarchy Data Hierarchy
#### TIME MANAGEMENT
🦾 Auto-schedulingAuto-scheduling
📅 All Things CalendarsAll Things Calendars
📥 InboxInbox
💡 AI AgendaAI Agenda
🤝 Booking LinksBooking Links
#### PROJECT MANAGEMENT
🧩 TasksTask
👤 Meetings/EventsMeeting/Events
🏢 WorkspacesWorkspaces
🌎 ProjectsProjects
📽️ Views
📊 DashboardsDashboards
# Motion's Onboarding Process **Welcome to Motion!** Onboarding in Motion is designed to be quick and straightforward. This guide gives you extra context at each step, so you're not only setting things up but also understand *why it matters*. Our goal is simple: by the end of onboarding, you’ll have a Motion workspace tailored to your needs with projects already working for you. ### Getting to Know You Before Motion can help you plan and organize, we’d like to get to know you a little better. These first steps make sure your workspace feels personal and set up for success from the start. ### **Step 1: Choose your plan** Motion offers two different plans (*ProAI and Business AI*) based on two things: how many people use Motion and how much you use AI-powered features. All plans include Motion’s core features: tasks, projects, calendar scheduling, and AI features. The difference comes down to number of seats and AI usage. **What Are AI Credits?** Some features in Motion use AI and consume credits when they run: * **AI Chat** to create, update, or search work using natural language * **AI Meeting Notetaker** to transcribe meetings, summarize discussions, and create tasks Credits reset every billing cycle and are shared across your account. You only need to think about credits if you use these features frequently. **How to Choose the Right Plan** Choose based on two questions:
How many people need access to Motion? Plans include a fixed number of seats. Seats and AI credits are bundled together and can’t be split across plans. You can choose from the following seat counts: * 1 seat * 3 seats * 5 seats * Then in increments of 5: 10, 15, 20, 25, 30, 35, and so on. If you need access for 6 people, for example, you would select the 10-seat plan
How often will you use AI features? * Light usage (occasional AI Chat or meeting summaries) → fewer credits * Heavy usage (daily meetings, frequent AI Chat, lots of summaries) → more credits
**Billing & Flexibility** * Plans are billed **monthly or annually** (annual saves 33%). * Credits refresh each billing cycle and do not carry over. ### **Step 2: Set up your Motion Workplace** {% hint style="success" %} 💡**Pro tip:** Onboarding must be completed in a desktop browser before the desktop and mobile apps will work. {% endhint %} Now that you’ve joined, it’s time to set up your workspace, the hub where all your projects, tasks, and AI-powered workflows come together. This ensures you have one place to plan and run your work. You don’t need to wait for a confirmation email, you can get started right away. Just go to [app.usemotion.com](https://app.usemotion.com/web) from a desktop browser and sign in using the same method you used when signing up: * **Email + password:** log in with the same credentials. * **Google, Apple, or Outlook:** use the same account option you chose at signup. If you step away at any point, you’ll return and pick up right where you left off in the onboarding flow. After signing in, you’ll be walked through 3 quick setup questions so Motion can personalize your workspace. The onboarding flow starts with: {% stepper %} {% step %} **Describe your needs** We’ll ask you 3 questions about your company: 1. What you do 2. Your focus 3. Your team size (*if you are an individual user skip this question*). This helps Motion tailor recommendations and pre-build workflows that actually fit how you work.\ \ 💡 Example prompt: \ “I work at a management consulting firm. We help mid-sized companies improve their operations and scale efficiently. Here’s our website: motionconsulting.com.” {% endstep %} {% step %} **Share your role at the company** Tell us what hat you wear. Are you leading strategy, managing operations, or getting hands-on with delivery? Sharing your role helps Motion surface the most relevant tools so you can hit the ground running. {% endstep %} {% step %} **Invite your team members** Motion is designed for teams, when you sign up, your account is automatically a team account. * If your email domain matches an existing team in Motion, you’ll see a popup asking if you’d like to **join that team** or **create a new team**. * Admins can control this behavior in settings: 1. **Auto-join by domain:** Team members with the same work email domain are automatically added to the team. 2. **Join request list:** New team members can see the organization in their signup flow and request to join. {% endstep %} {% endstepper %} {% hint style="info" %} 💡 **Pro tip:** Motion works best when your whole team is onboard. Add team members early so projects, and tasks can flow across everyone’s calendars and priorities. If your team isn’t ready yet, you can always invite them later. {% endhint %} ### Step 3: \[Walkthrough] Creating Your First Motion Project When you first set up your Motion workspace, the app walks you through building a project step by step. This not only gets you familiar with Motion’s workflow but also gives you a reusable **project template** you can apply in the future. Here’s how the process unfolds: {% stepper %} {% step %} **Share an upcoming project** Motion uses what you’ve already shared about your business to *suggest* relevant projects. If you mentioned consulting, you might see examples like: 1. *“I’m working on implementing a new ERP system for a retail client — from requirements gathering to training.”* 2. *“I’m planning a cost optimization initiative to help a client’s operations team cut spend.”* These prompts are just starting points — you can edit them, combine them, or write your own to match exactly what’s on your plate. {% endstep %} {% step %} **Add more details** Once you choose a project prompt, Motion pre-fills a **project description** with stages and roles. For example, if you are implementing a *new Enterprise Resource Planning system*, you may see: 1. **Stages**: Research, Design, Sprints, and Release. 2. **Roles**: Consultant, Project Manager, Solution Architect You can edit this to match your actual team’s structure, goals and processes, making it flexible yet structured. {% endstep %} {% step %} **Motion auto-generates your plan** With one click, Motion creates a **draft project plan**. 1. Each **stage** is broken into **tasks** (e.g., “Collect existing materials” → “Draft content” → “Design solution”). 2. Tasks are assigned suggested roles to show who would typically own them. This gives you a clear, ready-to-execute roadmap in under a minute. {% endstep %} {% step %} **Assign tasks to your team** Next, you’ll be prompted to assign each role to a real team member. 1. Example: Consultant → Alex, Project Manager → Jamie, Solution Architect → Taylor. 2. Tasks automatically map to the right person, so everyone knows their responsibilities. {% endstep %} {% step %} **Save as a reusable template** Once confirmed, Motion saves your project as a **template**. This means: 1. You can **reuse the same structure** (stages and task) for future projects. 2. Your team won’t have to reinvent the wheel every time you launch a similar initiative. {% endstep %} {% endstepper %} {% hint style="info" %} **The Impact on your day-to-day** Motion transforms project setup into a **guided, automated process**. In minutes, you go from a vague idea (“we need an onboarding guide”) to a fully built project with roles, tasks, and stages — all saved as a reusable template. This removes guesswork, keeps teams aligned, and ensures repeatable success for complex projects. {% endhint %} ✅ Onboarding complete! You’ve set up the foundation for people + AI to build together. Every project, task, and meeting note you run through Motion will only make your team faster, sharper, and more aligned. The future of work starts now — with you. **Next steps** 1. **Try** [**AI Chat**](/help/knowledge-management/ai-chat): Ask Motion to draft an email, draft a document, or suggest next steps for a project.
# Navigating Motion's Help Center Each Motion feature is separated into 4 different types of articles: ### Type 1: Tutorials **Purpose**: These articles help you build feature familiarity. **You can expect:** 1. A 1-2 minute instruction showcasing how feature works. 2. Outlined goal, basic how-to guide, next steps to become a pro! ### Type 2: How-to Guide **Purpose**: Clear steps to complete a specific action. **You can expect:** 1. The instructions are task focused and shows you when to use and how to use the feature. 2. A detailed step by step walkthrough on how the feature function. The steps will be embedded within expandable blocks. Simply click on the drop down to unhide the steps. It looks like this:
Steps: How to do an action in Motion 1. Step 1 2. Step 2 3. Step 3 {% hint style="info" %} Some steps include a pro tip! {% endhint %}
### Type 3: Reference **Purpose**: Technical details of Motion's feature. **You can expect:** 1. Technical dictionary and rulebook 2. Limitations[^1] 3. [Definitions and terminology](#user-content-fn-2)[^2] 4. [Key properties](#user-content-fn-3)[^3] 5. [Default behavior](#user-content-fn-4)[^4] 6. Error references 7. Troubleshooting ### Type 4: Concept **Purpose**: Outline insights, context, and rationale on why Motion built this feature. **You can expect:** 1. Real-life examples and use cases show-casing the best example of how to use it. 2. The purpose / why we built this feature. [^1]: i.e. *A task can only be assigned to one user* [^2]: Defines product specific vocabulary [^3]: Cover system rules, data formats, integrations [^4]: Describes the intended behavior # What is Motion? Learn what Motion is, how it works, and why it’s built to save you time every day. ### :brain: Why Motion exists Work has never been more fragmented. Teams juggle endless tools, calendars, and documents while wasting hours manually scheduling, rescheduling, and chasing updates. The result? More time managing work than actually doing it. Motion exists to flip that equation. By combining your human expertise with AI speed, Motion removes the busywork, keeps plans up to date automatically, and helps you focus on the work that really moves the needle. It’s not just another productivity app; it’s where people and AI work together to get more done, with less chaos. ### :eyes: Motion at a glance Motion centralizes your tasks, projects, calendar events, documents, and AI-powered tools in one platform. It’s built to help teams plan work, stay organized, and create structure faster. **Core components:** * **Projects & Tasks:** Plan work, assign owners, manage timelines, and keep track of progress. * **Calendar:** View tasks and meetings in one schedule to understand real capacity. * **Docs:** Store project-related information directly in your workspace. * **AI Chat:** A conversational interface for creating task, docs and projects, searching your workspace, & asking questions about your Motion data. * **AI Workflows:** AI-generated project templates that help you create structured, repeatable project plans. These offer task sequences and recommended steps—but they are not automations. * **Search & Organization:** Everything is indexed and searchable for quick access. Motion provides a single system for planning and coordinating work, with AI available where it accelerates setup and reduces manual structuring.
👤 Who is Motion for? Motion is designed for anyone who wants to spend less time managing work and more time doing it — from individuals to large teams. **Individuals** * Keep all tasks, events, and notes in one place. * Let AI handle scheduling and reminders so nothing slips through the cracks. **Teams** * Collaborate on projects with shared tasks, stages, and docs. * Use AI Notetaker for consistent meeting notes and action items. * Assign responsibilities clearly and avoid “who’s doing this?” confusion. **Companies** * Standardize workflows with Project Workflow Templates. (learn about projects [here](/help/project-management/projects)) * Centralize knowledge so AI can generate context-aware outputs for the entire organization. Whether you’re managing your personal workload, coordinating with a small team, or running operations across a company, Motion grows with you.
{% tabs %} {% tab title="Core building blocks" %} ### Core building blocks of Motion Motion combines the essentials of work management into one system. These building blocks are the foundation of how you organize and track work: **Tasks**\ Actionable units of work with a duration and deadline. Tasks are dynamic and can be auto-scheduled into your calendar so they always have a time and place. **Workspaces**\ The highest-level container in Motion. Workspaces define where your tasks, projects, docs, and AI Employees live. They let you separate personal work from team or company work, and control visibility and collaboration. **Projects**\ A collection of tasks grouped toward a goal. Projects can be regular (ad hoc) or workflow-based (with reusable templates and stages). **Events**\ Fixed-time commitments like meetings or appointments. Events are static and never auto-scheduled by Motion’s AI. **Docs**\ Collaborative documents where you can draft, edit, and refine content. Docs support inline tasks, sub-docs, and AI-powered drafting and critiques. {% hint style="info" %} These building blocks connect seamlessly. A task in a doc shows up in your project; and everything sits neatly inside a workspace. Motion links it all so your work stays organized without extra effort. {% endhint %} {% endtab %} {% tab title="AI features" %} ### Motion's AI Features Motion is an AI-powered workspace, every part of the product is designed to help you offload work to AI while staying in control. **AI Chat**\ Ask questions or give instructions in plain English. Plan your day, draft documents, summarize notes, or prep status updates; all inside Motion. **AI Notetaker**\ Automatically joins your Zoom, Google Meet, or Microsoft Teams calls (with permission). Captures transcripts, generates summaries, and creates action items you can approve. **AI Docs** \ Start with an AI draft, refine with feedback, and roll back changes anytime. {% hint style="info" %} Together, these features let AI handle drafting, summarizing, scheduling, and enrichment, while you focus on decisions and strategy. {% endhint %} {% endtab %} {% endtabs %} ### :robot: Scheduling & productivity engine At the heart of Motion is its scheduling engine. It takes all your tasks, events, and priorities, then automatically builds a plan for your day and adapts it as things change. (S*ee* [*auto-scheduling*](/help/time-management/auto-scheduling/reference-auto-scheduling) *for more info*) **How it works** * Tasks are scheduled into open calendar time based on their duration, priority, and deadlines. * Events set as ***busy*** act as fixed anchors. Tasks move around them and never gets scheduled over them. * Priorities, deadlines, and blockers are respected, so critical work (ASAP) comes first. **Why it matters**\ Instead of manually moving tasks around when new meetings appear, Motion adjusts your schedule for you. Your calendar becomes a living plan — always current, always optimized. 💡 **Note:** Auto-scheduling is adaptive, not fixed. The schedule will adjust as your availability, deadlines, and priorities shift. {% hint style="success" %} ### Key Takeaway Motion is an AI-powered work management environment that unifies your tasks, projects, events, docs, and data in one place. Its AI-first approach means scheduling, drafting, and automation happen for you while you stay in control. For individuals, teams, and companies, Motion removes the friction of scattered tools and manual coordination. **The result**: more focus on the work that matters, and less time spent managing it. {% endhint %} # 2 Minutes Quick start *Make sure you check out* [*What is Motion?*](/help/getting-started/what-is-motion)*.* Hello there! My goal for this article is to walk you through Motion basics in just 2 minutes. Strap in, we are about to go for a ride! I will include links with more detailed instructions and context for each section. The goal here is to start small and snowball away. **What we will be covering** * [**AI Chat**](/help/knowledge-management/ai-chat) * [**Create task**](/help/project-management/task) * [**Create event**](/help/project-management/meeting-events) * [**Create project**](/help/project-management/projects) ### AI Chat Use simple plain English to communicate with Motion and I'll shape your request into a concrete piece of work. 1. Click on the **Chat or ask AI…** 2. Feel free to tell me what you want. Almost anything is possible! Try one of the example prompts to see what AI Chat will return. {% @supademo/embed demoId="cmko1jz403bwt12fi7l22ijyw" url="" %} ### Create a task Tell us what work you need to do. 1. Click on the blue **+ New** button 1. Keyboard shortcut: Option + Space (mac users) & Alt + Space (windows desktop app users) & ctrl + space (windows web app) 2. Select **New Task** 3. Type out anything that you need to get done. Ex: "*Go through Motion's Onboarding materials*" 4. Input your task details (duration, deadline, priority) 5. Click **Save task** {% @supademo/embed demoId="cmko1tivf3c2b12fi7jqar60n" url="" %} ### Create an event Tell us what meetings or events you have. 1. Click on the blue **+ New** button 2. Select **New Meeting or Event** 3. Type out a meeting or event that will require your attention: "Company All Hands" 4. Click **Create event** Alternatively, you can always click and drag on your calendar directly to create an event. {% @supademo/embed demoId="cmko2aavi3cl512fi0znyoks0" url="" %} ### Create a project template This one has a few more steps, but I know you can handle it! 1. Click on the blue **+ New** button 2. Select **New Project** 3. I'm feeling lazy, let's use AI to create a draft. Select **Create project template with AI** 4. Write a short prompt like: "Create a marketing campaign project" 5. Click **Generate and Preview** {% @supademo/embed demoId="cmko2hi943csx12firlfy67yg" url="" %} You got the basic of using Motion down! Let's get rolling. :smile: # Navigation Basics ## **Introduction** Your Motion workspace is built around the sidebar and navigation tools. Think of it as your command center, everything you need to move fast and stay organized. In this tutorial, we’ll walk you through Motion’s navigation step by step, so you always know where to go and how to get things done. Navigation in Motion covers the status indicators, workspace switching, accessibility shortcuts, and system behaviors that help you move quickly and stay informed. This article lists the technical details of what appears in the navigation bar, what the icons and badges mean, and what to expect when working across workspaces or large task lists. ### At a Glance 1. **Sidebar navigation** — How to move around, use favorites, folders and search. 2. **Organization & Shortcuts** — Quick actions to stay productive. 3. **Keyboard & Accessibility —** Built-in shortcuts and accessibility support make it faster to navigate for all users. ### **What You’ll Learn** By the end of this reference, you’ll know how to: * Use the sidebar as your anchor point. * Navigate between core productivity hubs like Inbox, Calendar, and Projects. * Work with Favorites, Workspaces, and Shared items. * Resolve overdue items and jump straight into your next task. * Find tutorials, guides, and support right inside Motion.
Sidebar navigationSidebar Navigation Guide
Navigating AI FeaturesNavigating AI Features
Navigating Project Management FeaturesNavigating Project Management Features
# Sidebar Navigation Guide {% hint style="success" %} You can find a slideshow with the button locations down below. {% endhint %}
ButtonDescription
AI ChatChat with Motion’s AI to delegate work, brainstorm ideas, or get quick answers.
Motion searchSearch across all your tasks, projects, meetings, and docs in one place.
InboxSee notifications for the latest updates in Motion — like a teammate updating a task status, assigning you new work, or changes made to shared projects.
AI AgendaYour personalized daily agenda, showing prioritized tasks and meetings in order.
Resolve past dueReview and reschedule overdue tasks to keep your plan realistic and updated.
CalendarOpen your calendar view to see tasks, events, meetings all in one day/week.
Projects & TasksNavigate to your project boards and task lists — the hub for structured work.
Team scheduleView your teammates' availability and workload
AI Meeting notesAccess meeting transcripts, recordings, summaries, and action items captured by AI Notetaker.
FavoritesPin important projects, docs, or pages so they’re always one click away.
WorkspacesSwitch between or create new workspaces to keep personal, team, or client work separate.
DocsDraft and create documentation for ideas and work.
SharedAccess documents, projects, or resources that are shared across your team.
Invite team membersQuickly add teammates to your Motion workspace so you can collaborate together.
TutorialsExplore guided walkthroughs and resources to help you learn how to get the most out of Motion.
{% @supademo/embed demoId="cmf7b8ccj4vd039ozah43xett" url="" %} # Organization & Shortcuts ## Top Section
Top sectionDescription
Go back/forward (only in Motion desktop app)Navigate backward or forward through recently visited pages or views inside Motion. Works like browser navigation.
Motion tab (only in Motion desktop app)Opens a new Motion tab in your workspace, letting you multitask across calendars, projects, or docs.
Close navigation paneCollapse the sidebar to free up space on your screen — useful when you want a distraction-free calendar or project view.
SettingsAccess your personal and workspace settings, like calendars, integrations, notifications, and preferences.
Adding new items (+ New)Create a new task, project, doc, sheets, meeting or event directly from the sidebar
Current tasks/eventSee and manage the task or meeting currently scheduled
{% @supademo/embed demoId="cmf7akgzo4uvv39oz1bsrud4i" url="" %} ## Account Menu Section Let's first open the account menu.
ButtonDescription
SettingsAccess your personal and workspace settings, like calendars, integrations, notifications, and preferences.
HelpQuick access to Motion’s Help Center for tutorials, FAQs, and troubleshooting.
ThemeSwitch between Light, Dark, or System theme to customize how your Motion looks.
Download desktop/mobile appSends you directly to the download link.
Log outSign out of your current Motion account.
{% @supademo/embed demoId="cmf7azhy14vbg39oz33euplcf" url="" %} # Keyboard & Accessibility ## Introduction Keyboard shortcuts let you move faster in Motion without taking your hands off the keyboard. Whether you’re searching, opening your calendar, or starting AI Chat, these shortcuts save you clicks and keep your work flowing. Most shortcuts work right out of the box, and some can be customized in **Settings → Desktop app** to match the way you prefer to work.
ActionDefault shortcutNotes
SearchCMD + K
CTRL + K
Open CalendarOPTION + C Can be customized in Settings → Desktop app
Create TaskOPTION + SpacebarCan be customized in Settings → Desktop app
Open AI ChatCMD + /
CTRL + /
Open Developer PanelCMD + .
CTRL + .
Add a New TabCMD + T
CTRL + T
# Navigating Motion Features ## Introduction Motion brings together all your work: tasks, projects, meetings, notes, and AI features in one place. To get the most out of Motion, it helps to know where everything lives and how to move between sections quickly. This guide walks you through how to navigate the core areas of Motion, from AI Chat to Docs, so you can find what you need and take action without friction. #### At a Glance In this guide, you’ll learn how to navigate: {% tabs %} {% tab title="AI Features" %} #### **AI Features** * **AI Chat:** Start conversations with Motion AI, ask questions, and act on recommendations directly. * **AI Meeting Notes** – review transcripts, summaries, and action items. * **Inbox:** Collect all tasks, messages, and notifications in one central hub for quick triage. * **AI Agenda:** Treat your agenda like a doc — reorder, edit, and add tasks inline while tracking today’s work. {% endtab %} {% tab title="Project Management Features" %} #### Project Management Features * **Workspaces** – switch between personal and team spaces. * **Projects & Tasks** – organize, assign, and manage your work. * **Views & Dashboards** – visualize progress and workload. * **Docs** – draft, edit, and share documents. {% endtab %} {% endtabs %} # Navigating Project Management Features ## Navigating Workspaces Workspaces are the highest-level containers in Motion. They hold all your folders, projects, tasks, and documents, giving you a central place to organize and manage work. {% tabs %} {% tab title="Sidebar Access" %} #### Sidebar Access * **Workspace list (left sidebar):** Open any workspace by clicking its name under **Workspaces**. Expanding a workspace shows all folders, projects, and docs inside. * **Quick create (+):** Use the **plus button** next to a workspace or folder to create a **new folder, project, or doc** without leaving the sidebar. * **Favorites:** Pin important workspaces or folders to the **Favorites** section for quick access. {% endtab %} {% tab title="Folder Navigation" %} #### Folder Navigation * **Structured organization:** Inside a workspace, use folders to group related projects and docs. * **Context menu (⋮):** Right-click a workspace, folder, or project to **change its color, copy a link, add to Favorites, share, duplicate, move, or delete**. * **Drag & drop:** Reorder folders and projects to match the way your team works. {% endtab %} {% tab title="Task List Tab" %} #### Task List Tab * **Navigate tab:** Provides a folder-style view of everything in the workspace — folders, projects, docs, and tasks. * **Task List tab:** Switch here to see every task in your workspace in one view. Tasks are grouped by **Project → Stage → Task**. * **View options:** Toggle between **List, Kanban, and Gantt** views to manage tasks visually. * **Filters & sorting:** Apply filters by assignee, due date, or project. Show only overdue tasks or include resolved ones. {% endtab %} {% endtabs %} {% @supademo/embed demoId="cmko4hc7g01l865nkq8uh9t1v" url="" %} ## Workspace Settings Click **Workspace Settings (⚙️)** in the top-right corner to customize how your workspace runs: * **Overview:** Rename and manage workspace details. * **Statuses:** Define the stages your tasks move through (e.g., To Do → In Progress → Done). * **Project Templates:** Save reusable project structures for repeat workflows. * **Task Templates:** Standardize recurring tasks so you don’t need to start from scratch. * **Custom Fields & Labels:** Add tags and metadata to organize tasks and projects at scale. {% @supademo/embed demoId="cmko4x6dn02gd65nkh5unmnkr" url="" %} ## Navigating Projects & Tasks The **Projects & Tasks** view is where all your structured work lives. From here, you can manage projects, break them into stages, and track every task to completion. #### Key areas on the screen: * **Sidebar Access:** Open **Projects & Tasks** from the left sidebar. * **Top Navigation Tabs:** * **Navigate:** Go back to a workspace view. * **Task List:** See every task grouped by project and stage. * **My Tasks / My Deadlines:** Filter down to your personal assignments and due dates. * **Past Due Projects:** Highlight overdue work. * **Project Timelines / Team Schedule:** Switch to timeline or scheduling views for a bigger-picture look. * **Grouping Controls:** * Use **Group by** (e.g., Workspace > Project > Stage > Task) to structure your list. * **Sort Groups** and **Sort Tasks** let you control order. * **Filters:** Narrow tasks by workspace, assignee, or deadlines. * **Task List (main panel):** * **Projects** contain **stages**, which break work into phases. * Each stage has **tasks**, shown with ETA, assignee, project, duration, and deadline. * Tasks can be expanded/collapsed under stages for clarity. * **Add Task Button:** Add a new task directly under a stage or project. * **Quick Actions (inline):** Assign tasks, set ETA, mark complete, or edit deadlines without leaving the list. * **Create Dashboard (top right):** Build a dashboard to visualize progress across projects {% @supademo/embed demoId="cmko5el4d03xf65nk5t19k5k8" url="" %} ## Navigating Project Templates Projects are where work gets organized into stages, tasks, and timelines. Unlike templates, projects represent **live, ongoing initiatives** that you and your team are actively working on. #### Accessing a Project * Open any project from your workspace by clicking on its name. * This will launch the **project modal**, your central hub for managing that project. #### Inside the Project Modal When you open a project, you’ll see the **project modal** with tools to manage and track progress: * **Project Name**: Rename or update the project title to keep it clear and relevant. * **Stages**: Break the project into phases (e.g., Planning, Content Creation, Execution). * **Tasks**: Add tasks under each stage with deadlines, assignees, and priorities. * **Stage Timeline**: View your progress with a timeline at the top of the modal, showing when stages start and end. * **Docs & Attachments**: Attach reference documents or create new docs directly inside the project. * **Activity Feed**: Track updates and comments from your team in real time. * **Project Info**: Adjust metadata like priority, status, start and end dates, or labels. {% @supademo/embed demoId="cmfogdskh1sma1d3nctopq4bw" url="" %} ## Navigating Views #### Header Controls applicable to all 3 views (List, Kanban, Gantt) * **Group by (dropdown)** – Choose how tasks are grouped, such as by Workspace, Project, Stage, or Status. * **Sort Groups** – Adjust the order in which your groups appear. * **Sort Tasks** – Define how tasks inside each group are ordered (e.g., by deadline, priority). * **Filters** – Apply filters to narrow the list down (by workspace, assignee, status, etc.). * **Workspace selector** – Switch between all workspaces or focus on a single one. * **Show/hide toggles** * *Only show scheduled past deadline* – Displays overdue tasks only. * *Show resolved tasks* – Includes completed or resolved tasks in your view. #### Top-Right Controls applicable to all 3 views (List, Kanban, Gantt) * **Create Dashboard** – Build a dashboard directly from your current view. * **List View Tutorial** – Access an in-app guide for how to use List View. * **Search** – Find specific tasks or projects by keyword. * **Hide options** – Collapse advanced view options for a simpler screen. {% tabs %} {% tab title="List View" %} The **List View** gives you a structured, row-by-row view of tasks with columns for details like ETA, assignee, project, and deadline. It’s ideal for scanning large sets of tasks and working in bulk. **Column Layout** Each task appears in a row, with the following default columns: * **Name** – The title of the task. Expandable for project and stage hierarchy. * **ETA** – Estimated time required for the task. * **Assignee** – Person responsible for the task. * **Project** – The project the task belongs to. * **Stage** – The project stage the task is in. * **Status** – Current task status (Todo, In Progress, Completed, etc.). * **Priority** – Task urgency level (Low, Medium, High). * **Completed At** – Time spent before the task was closed. * **Duration** – Planned length of time to complete the task. * **Deadline** – Due date for the task. {% endtab %} {% tab title="Kanban View" %} The **Kanban View** organizes tasks into visual columns, making it easy to track progress across different statuses or stages. It’s perfect for managing workflows at a glance and moving tasks between categories. #### Columns & Task Cards * **Columns** – Each column represents the group you selected (e.g., Todo, In Progress, Completed, Cancelled). * **Task cards** – Each task is displayed as a card with: * Task name * Deadline * Workspace/project tag * Assignee * Status/priority indicators You can drag and drop task cards between columns to update their status instantly. {% endtab %} {% tab title="Gantt View" %} The **Gantt View** displays your projects and tasks on a timeline, making it easy to see how work overlaps, track deadlines, and manage dependencies. It’s best for long-term planning and visualizing project schedules. #### Timeline Controls * **Date range navigator** – At the top, scroll horizontally through weeks, months, or quarters. * **Zoom options** – Adjust timeline granularity (days, weeks, months, quarters). * **Jump to date / Today** – Quickly return to today’s marker or skip ahead to a specific date. * **Quarter view** – See tasks spread across a quarterly window for high-level planning. #### Project & Task Bars * **Project bars** – Represent entire projects, spanning their start and end dates. * **Task bars** – Show each task’s duration within its project. * **Status indicators** – Colored labels (e.g., In Progress, Completed, Cancelled) appear directly on bars. * **Dependencies** – (If enabled) lines connect tasks to show sequencing or dependencies. * **Drag to adjust** – Move or extend task bars directly to reschedule work. See [Reference: Auto-scheduling](/help/time-management/auto-scheduling/reference-auto-scheduling) for status indicator legend. {% endtab %} {% endtabs %} **List View** {% @supademo/embed demoId="cmko60r5905ap65nkhk3y1i20" url="" %} **Kanban View** {% @supademo/embed demoId="cmko6ffip06au65nk28h878yd" url="" %} **Gantt View** {% @supademo/embed demoId="cmko6tyqw071f65nk0ouggx7w" url="" %} ### Dashboard View The **Dashboard View** gives you real-time insights into projects, tasks, and workloads. It’s fully customizable with cards and charts, so you can track progress, monitor productivity, and spot bottlenecks at a glance. #### Dashboard Layout * **Cards:** Each card represents a metric or visualization. You can add as many cards as you need. * **Add Card (+):** Opens options to insert a new card into the dashboard. #### Card Types * **Number Cards** – Show totals (e.g., number of tasks completed this week, open bugs, or overdue items). * **Pie Charts** – Display proportions (e.g., task distribution by assignee, project, or status). * **Bar Charts** – Compare categories (e.g., tasks by project, tasks by account, tasks completed vs. open). * **Line Graphs** – Track trends over time (e.g., tasks completed per week, project velocity). #### Editing Cards * **Pencil Icon (✏️):** Edit a card’s settings. Depending on the chart, you can: * Change the metric (e.g., tasks completed, overdue tasks). * Adjust grouping (by assignee, project, stage, etc.). * Apply filters (e.g., only show tasks from a specific workspace). * **Drag and Drop:** Rearrange cards within the dashboard to match your priorities. * **Delete:** Remove a card you no longer need. {% @supademo/embed demoId="cmko74n9107cr65nkwmvohx0d" url="" %} ## Navigating Docs Docs in Motion act as collaborative spaces where you can draft, edit, and organize content — whether that’s project briefs, meeting notes, or process documentation. The Docs view gives you AI assistance while still keeping the structure and tools of a traditional editor. #### What you’ll see on the screen * **Add a Doc** * From the workspace sidebar, click the **+** button next to any folder or workspace, then choose **New doc**. * Or type **/doc** inside an open project or doc to create inline. * **Doc Title** * At the top, you’ll see *New doc*. Click to rename your document to something descriptive. * **AI to Describe Your Doc** * Beneath the title, there’s a description bar: *“Describe what you want to draft…”*. * Motion AI uses this to generate a first draft for you automatically. Use **@** to reference other docs, projects, or tasks. * **Writing Area** * The main canvas is your editor. Press **Esc** if you prefer to write manually. * Use formatting (bold, italics, headings, lists) just like a traditional editor. * **Slash Commands ( / )** * Type **/** anywhere to open quick actions: create tasks, projects, or docs, insert lists, headings, tables, and more. * Example: **/task** to turn a line into an actionable Motion task. * **Version History** * Access version history from the top-right menu (⋯). This shows edits over time and lets you restore previous versions. * **Comments** * Click the **speech bubble icon** to leave comments or mention teammates for feedback. * **Move & Organize** * Use the **Move** button (top-right) to place your doc into the right folder, workspace, or project. * **Share** * Hit **Share** to control permissions and send docs to teammates or external collaborators. * **Chat Modal** * At the bottom, you’ll see a chat input. Here you can ask Motion AI questions, request edits, or brainstorm content inside the doc. {% @supademo/embed demoId="cmko7lhsv001g2r0ij33zptm2" url="" %} # Navigating AI Features ## Navigating AI Chat
Navigating AI Chat AI Chat is where you can interact directly with Motion’s AI. Use it to ask questions, draft plans, and act on your work without switching context. #### Key areas on the screen: * **Search chats (top left):** Quickly find a past conversation by name or keyword. * **New chat (+ New chat):** Start a fresh conversation thread with Motion AI. * **Chat history (left panel):** All of your past chats are listed here by date, so you can pick up where you left off. * **Chat window (center):** The main space where AI responses appear and where you type your prompts. * **Quick prompts (tiles under greeting):** Suggested starting points like *“What should I work on next?”* or *“Draft a meeting agenda.”* Click one to jump right in. * **Input box (bottom):** Type anything here to chat with AI. Use `@` to reference specific docs, projects, or tasks. * **Add a source:** Attach extra context (like a document or project) so AI has more information to work with. * **Check credits** → Top bar, next to the total credits number.
{% @supademo/embed demoId="cmko3rjiw3fq312fi22j7rjyy" url="" %} ## Navigating AI Meeting Notes
Top Navigation Tabs & Controls & Sorting #### **Top Navigation Tabs** * **My Calls** – Shows only the meetings you personally hosted or joined that have AI notes. * **Shared with me** – Displays meetings where someone else has shared their AI meeting notes with you. * **All Calls** – Lists every meeting with AI notes that you have access to, regardless of ownership. * **My Future Calls** – Shows upcoming scheduled meetings that the AI Notetaker will attend and generate notes for. #### **Controls & Sorting** * **Group by (dropdown)** – Lets you group notes by different attributes like Date, Host, or other filters. * **Sort Group** – Changes the order of groups (ascending/descending). * **Meeting Notes Sort (dropdown)** – Adjusts the sorting of individual meetings within a group (by Name, Time, etc.).
{% @supademo/embed demoId="cmko399g53ed212fifhfgyagp" url="" %}
Action bar & Meeting Notes Table #### **Action Bar** * **Search** – Search for specific meeting notes by keyword. * **Hide options** – Collapse the filters and sorting bar for a cleaner view. #### **Meeting Notes Table (when notes exist)** Columns that appear in the list view: * **Name** – Title of the meeting. * **Action Items** – Number of tasks or action items pulled out of the meeting. * **Time** – When the meeting occurred. * **Host** – Who hosted the call. * **Attendees** – People who were in the meeting. * **Date** – Date of the meeting.
{% @supademo/embed demoId="cmko3eg853et212fiuet5ccmo" url="" %} {% hint style="warning" %} ## **Empty State** If no notes exist yet, you’ll see a message:\ *"No meeting notes yet — When you attend a meeting with the AI Notetaker enabled, your notes and action items will show up here automatically after the meeting ends."*\ Along with a **Learn more** button for guidance. {% endhint %} ## Navigating Inbox
Navigating Inbox Inbox is your central feed of updates across Motion. It keeps you informed on project changes, AI outputs, and scheduled reports so nothing slips through the cracks. **Key areas on the screen:** * **Inbox tab (left sidebar):** Access your full list of updates anytime. * **Tabs (All / Unread):** Filter to see every update or only the ones you haven’t read yet. * **Search bar:** Quickly locate a specific notification by keyword. * **Notification list (main panel):** Each line shows: * **Blue dot:** Indicates unread notifications. * **Message content:** A summary of the update (e.g., “Project entered Planning stage”). * **Source/project name:** The related project, doc, or skill. * **Time:** How long ago the update occurred (e.g., 12h ago, 4d ago). * **Mark all as read (top right):** Clear all notifications at once. * **Settings (gear icon):** Manage notification preferences, choosing what shows up in your Inbox.
{% @supademo/embed demoId="cmko3xma0003565nkvey1b3ar" url="" %} ## Navigating AI Agenda
Navigating AI Agenda AI Agenda gives you a daily command center where tasks, deadlines, and meetings come together in one place. It helps you plan your day and adjust on the fly. **Key areas on the screen:** * **Sidebar Access:** Open **AI Agenda** from the left sidebar under “Inbox.” * **Date Header (top):** Shows the current day (e.g., *Tue Sep 9*). Use the arrows to move between dates. * **Task Sections:** * **New tasks for today:** Tasks recently created or assigned. * **Today’s tasks:** Tasks Motion has prioritized for the day. * **Tasks past deadline:** Overdue items, carried forward until complete. * **Inline Editing (main doc area):** Treat your agenda like a document: * Add notes or new tasks inline. * Type `/task` to instantly create a new task. * Drag and drop tasks to reorder them. * **Task details:** Each task shows due dates, duration, tags, and linked projects. * **Calendar Panel (right):** Displays your meetings and scheduled tasks in a timeline view for the day. Updates automatically as your schedule shifts. * **Quick Actions:** Check off tasks, edit descriptions, or reschedule directly from the agenda view.
{% @supademo/embed demoId="cmko47v5100iv65nkz24p3dfj" url="" %} # Concept: How the Motion team sets up their Motion ### **Why Favorites Matter** Favorites are designed to **speed up navigation** and **keep important work within reach**. Here’s why this feature will make your Motion experience even better: ✅ **Save Time:** Instantly access your most-used projects, folders, and views without searching. ✅ **Stay Organized:** Keep high-priority items at your fingertips and reduce clutter in your workspace. ✅ **Work Smarter:** Spend less time clicking through menus and more time focusing on your work. ### **How We Use Favorites at Motion** **Here’s how we’re already using Favorites to improve our workflows** **For Project Management:** We favorite **key projects** like “Marketing Campaigns” and “Product Launches” to keep them easily accessible. *Note: You can't favorite the whole workspace, you can only favorite, docs, folders, and projects* #### **Method 1: From the sidebar** 1. Go to your sidebar. 2. Expand the workspace list for the project you want to favorite. 3. **Hover the item** you want to favorite. 4. Open the **⋯** menu → **Add to Favorites**. 5. Confirm it appears under **Favorites** in the left sidebar. 6. In your favorites list, you can drag to customize your favorites list using the 6 dots. {% @supademo/embed demoId="cmko8qr6209u065nk9xdqysvh" url="" %} #### **Method 2: From the item page** 1. In your sidebar, click on the workspace. 2. Click into the **project**. 3. In the header, click on the **⋯ → Add to Favorites**. 4. Check the **Favorites** section in the sidebar; the item should now be listed. **For Teams & Departments:** We favorite **folders & docs** like “Growth” or “Engineering” to quickly jump into the projects we work on the most {% @supademo/embed demoId="cmko8x4yz0a3g65nk099qnoj7" url="" %} ### **Task Monitoring** We add saved views like “**Past Due Projects**” or “High-Priority Tasks” to stay on top of critical work. **How to Create and Favorite a Saved View** 1. **Open Projects & Tasks** from the sidebar. 2. Use filters and sorting to narrow down what you want to monitor (e.g., *Status = Overdue* or \ *Priority = High*). 1. To filter for Status: 1. Click on **Filters.** 2. Click on **+** beside **Projects.** 3. Scroll down to **Statuses.** 4. Select the Statuses you want to filter for. 3. At the top of the views tab, click the **⋯ menu** (next to the view name). 4. Select **Save as new view**. 5. Give your view a clear name, like **Past Due Projects**. 6. Go to your newly created view **Past Due Projects**. Open the **⋯ menu** and select **Add to Favorites**. 7. Confirm the view now appears under **Favorites** in your sidebar. {% @supademo/embed demoId="cmko96brb0ajl65nkq6f3rjs2" url="" %} # Mobile App *Note: This article assumes you've read the articles "*[*Creating a Task in Motion*](https://help.usemotion.com/tasks-events-and-auto-scheduling-101/creating-a-task-in-motion)*" and "C*[*reating an Event in Motion*](https://help.usemotion.com/tasks-events-and-auto-scheduling-101/creating-an-event-in-motion)*". If you haven't, we recommend starting there for foundational concepts.* ### Summary The Motion mobile app is designed to be a streamlined, accompaniment to the web and desktop app experience(s). While it may not provide the same robust experience as the Desktop App, the Mobile App is intended to keep you productive on the go; ensuring you are kept up to date with any changes to your schedule. In this article, we will explain how to download the Motion app as well as highlight its benefits, key features, and critical use cases. Whether you plan on using the mobile app every day or simply when you’re on the go; this article will walk you through the best ways to leverage the app’s strengths to fit your productivity needs. ### Downloading the Mobile App **To download the mobile app, you can:** 1. Open the **Apple App Store** or **Google Play Store.** 2. Search for **"Motion."** 3. Tap **Download** or **Install.** 4. Log in using your Motion account credentials after installation.
### The Motion App: On-the-Go Organization The Motion mobile app’s key value prop is allowing customers to efficiently and effectively manage life’s complexities (both professional and personal) while on the move. Whether you are an individual balancing work and family, or an enterprise team staying in touch across a multitude of schedules; the mobile app has key benefits for everyone. #### **Key Benefits:** * **On-the-Go Productivity:** Handle your tasks, schedules, and projects anytime, anywhere. * **Event/Task Details**: Edit your task and event descriptions directly from your mobile device. * **Attachments**: Add attachments to your tasks for added clarity and context. Files and images can be uploaded directly from your mobile device. * **Streamlined Task Management:** Quickly add, modify, or complete tasks on the go. * **Seamless Collaboration:** Stay connected with your team by updating shared projects and coordinating with team members in real-time. * **Notifications:** Receive a variety of notifications directly to your mobile device that highlight mentions in comments, new tasks assigned to you, and status changes to your assigned tasks. {% hint style="info" %} #### **Why You Need It** * Enhanced organization when traveling or working remotely. * Improved peace of mind by responding to urgent updates and adjusting schedules instantly. * Streamlined accessibility to your entire project list without needing a computer. {% endhint %}
# Reference: Mobile App ## The New Mobile Widget for iOS: Your Task and Event Companion Our primary goal with this widget is to ease how you manage tasks and events right from your home screen. No more navigating through multiple app screens – everything you need is just a glance away. #### Why a Mobile Widget We know how important it is for you to have quick and effortless access to your schedule. Whether it’s managing tasks, checking events, or adding new ones, the widget brings all these functionalities to your fingertips. Here’s what you can expect from our new widget: ### Key Features **Viewing Tasks and Events** * **Today’s schedule at a glance:** The widget displays today’s tasks and events by default, so you’re always up-to-date. * **Clear differentiation:** Tasks and events are listed with distinct icons and colors, making it easy to differentiate between the two. * **Complete tasks:** Finish tasks directly from the widget – no need to open the app. * **Join events:** If an event is online, join it right from the widget. * **Open maps:** For events with an address, open maps straight from the widget. #### **Creating Tasks and Events** * **Quick add task:** Use the motion **+** button within the widget to add a new task or event. * **And quick event creation:** Adding a new event opens the app with the event form ready to go. #### **Customization** The widget comes in two sizes, medium and large, and in beautiful light mode and dark mode to fit your preference and screen space. #### **Getting Started** To start using the Motion Mobile Widget, simply add it to your home screen and customize it according to your needs. We’re confident that this new feature will help streamline your daily routine and keep you organized like never before. ### Why Motion's Mobile App is Invaluable for Daily Productivity The Motion mobile app’s intuitive design makes it an effective companion to the desktop app. While it does not offer the same robust standalone experience provided by the Desktop App; it mirrors the desktop app's core functionality, ensuring product familiarity while still being optimized for mobile use. **Why the Mobile App Stands Out:** * **Familiar Flow Across Platforms:** The mobile app maintains consistency with the desktop experience, ensuring smooth transitions between devices. A simplified, easy-to-navigate design that mimics the desktop layout. * **Seamless Task/Event Creation:** Tap directly on the calendar to quickly and efficiently add new tasks and events. For iOS users, create tasks hands-free using Siri resulting in minimal effort and maximum output. * **Core Feature Tabs at Your Fingertips:** Projects, Calendars, Booking, and Settings tabs are organized for quick access; streamlining your task, and event management. * **Dedicated Search Tab:** Quickly and efficiently search for tasks, events, and projects so you never lose track of your assignments. * **Synchronized Flow:** Task and project updates made on mobile instantly reflect on the desktop app, and vice versa. ## Differences Between Motion on Mobile and Desktop While the mobile app offers powerful task and project management features, it is still quite a bit behind the in terms of overall functionality, when compared to the Desktop App. The Mobile App is currently missing some advanced functionalities remain exclusive to the desktop version. #### **Desktop-Exclusive Features:** * Workflow templates for automating large-scale projects with recurring consistency. * Saving your custom views, bulk-task-editing, and modifying of workspace settings. * Track project timelines with the Gantt chart. {% tabs %} {% tab title="Use Desktop" %} #### **Use Desktop When** * Creating elaborate workflows and project templates. * Managing bulk tasks and utilizing advanced reporting. * Performing high-level customizations of your workspace. {% endtab %} {% tab title="Use Mobile" %} #### **Use Mobile When** * You need to manage tasks and schedules while traveling or away from your computer. * Quick updates and task/event additions are required. * Collaborating on-the-go with team members. {% endtab %} {% endtabs %} {% hint style="info" %} **Summary:** The desktop app allows for more complex project oversight and long-term planning, while the mobile app excels at handling immediate, time-sensitive updates. {% endhint %} ### Signing Up on Mobile Motion’s mobile app allows iOS users to create accounts through in-app purchases (IAP). This process is simple and ensures immediate access to the app’s features. #### **Steps to Sign Up:** 1. Open the Motion mobile app. 2. Select **Subscribe** from the main screen. 3. Complete the subscription process through the app store. 4. Your account will be created automatically after payment. #### **Advantages of IAP Sign-up:** * **Seamless Account Setup:** Complete the entire onboarding process within the app without switching to a desktop. * **Immediate Access:** Gain instant entry to Motion’s features right after subscribing. * **Simplified Workflow:** Reduces friction by handling payment, setup, and access all in one place, allowing you to start managing tasks immediately.
# Display Options Theme, week start, timezone ### Summary Motion offers several customizable display options to enhance your experience and suit your personal preferences. **Motion’s display options include the following:** 1. **Dark Mode & Light Mode**: Choose your preferred display theme to reduce eye strain and enhance readability. 2. **Start Week On**: Customize your calendar to begin on Sunday or Monday for better alignment with your schedule. 3. **Timezone**: Set your default (and secondary) timezone to keep tasks and meetings aligned no matter where you work. This article, outlines how to adjust and utilize Motion’s display options. Let’s dive in! *** ### Theme Settings Motion’s theme settings allow you to choose between **Light Mode**, **Dark Mode**, or **System Mode** for a visually comfortable experience: * **Light Mode**: Ideal for bright environments and daytime usage. * **Dark Mode**: Reduces eye strain in low-light settings or during nighttime use. * **System Mode**: Automatically adjusts to your personal device’s default theme settings. #### Example If your personal device switches to Dark Mode at sunset, selecting “System Mode” in Motion will ensure a seamless transition, aligning with your system’s appearance settings. Switching between Light and Dark Modes can significantly enhance readability and reduce eye strain based on lighting conditions, making your experience more comfortable and efficient. #### To update your Motion Theme: 1. Go to **Settings** ⚙️ 2. Under **General**, select **Theme.** 3. Choose your preferred option: “*Light Mode*”, “*Dark Mode*”, or “*Use System Setting*”. {% @supademo/embed demoId="cmkpgr42q19uscydyts7jqbqr" url="" %} {% hint style="warning" %} #### Reminder If your device switches to Dark Mode at sunset, choose “*System Setting*” in Motion to match your device’s theme automatically {% endhint %} *** ### Start Week On: Sunday or Monday Motion lets you decide whether your week should start on **Sunday** or **Monday** in the calendar view. * **Sunday Start**: Commonly preferred in the United States and other regions where Sunday is more commonly considered the first day of the week. * **Monday Start**: Aligns with ISO standards and is preferred in business settings or regions where Monday commonly marks the beginning of the workweek. ⚠️ Please Note: This setting is purely cosmetic and for display purposes and does not influence task scheduling or deadlines. **Example:** If you choose **Monday** as the start of the week, your calendar view will show weeks starting from Monday. Adjusting the calendar’s starting day can improve planning and task visualization by aligning with your cultural, personal, or professional preferences. #### There are Two Ways to Change Your ‘Start Week On’ Display: **Option 1:** 1. Go to **Settings** ⚙️ 2. Under **General**, select **Theme.** 3. Under “*Start week on*”, select either ***Sunday*** or ***Monday*****.** {% @supademo/embed demoId="cmkpgx4ct1a8xcydy1i8g8g3p" url="" %} **Option 2:** 1. Select ‘*Display Options*’ at the top of Motion’s Calendar interface. 2. Select ‘*Start Week On*’ and choose between ***Sunday*** or ***Monday***. 3. You will see these changes immediately impacted on your calendar display. {% @supademo/embed demoId="cmkph2o0o1ap0cydyzh29t4oa" url="" %} *** ### Set your timezone To make sure your tasks and meetings are always scheduled at the right time, Motion uses your default timezone. Setting this correctly keeps your calendar accurate, whether you’re working locally or coordinating across regions. #### Steps to set your timezone: 1. Open the sidebar and click **Settings** ⚙️. 2. In the left-hand menu, choose **Timezone**. 3. Use the dropdown to pick your **Default timezone**. This will apply to your booking links and task manager. 4. If you work with teammates or clients in different regions, add a **secondary timezone column** to your calendar for extra clarity. *(note: adding their calendars will NOT impact your auto-scheduling unless it is added to My Calendars. see more about Calendars affecting scheduling* [*here*](/help/time-management/all-things-calendars/reference-all-things-calendars)*.)* {% hint style="warning" %} #### Important note 🚨 Your timezone will **not automatically update** when you travel. If you change locations, you’ll need to update it manually. **Motion will detect** when your device is in a **different timezone** and **prompt you to confirm the switch,** so you’ll always have the chance to stay aligned. See below for the pop up message when your device recognizes a new time zone. {% endhint %}

A automatic pop up message when your device detects a different time zone.

{% @supademo/embed demoId="cmkph612e1ar0cydycc7ciquo" url="" %} *** ### How to Show Tasks on Your Calendar 1. In the top-right corner of your Motion calendar, click **Display options**. 2. In the dropdown menu, find **Show tasks in calendar**. 3. Toggle it **on** ✅ to display your tasks directly on the calendar. 4. Toggle it **off** ❌ if you prefer to hide tasks from the calendar view. 👉 This lets you quickly switch between a clean calendar view and one where you can see all tasks alongside your events. ### Conclusion Whether it's optimizing your Motion theme or adjusting your calendar's start day, you can create a workspace that best suits your preferences. These simple changes can help you stay focused, productive, and energized throughout the day. # Motion Desktop Tabs Note: Motion's Desktop App Tabs are limited to the desktop app. This feature will not be available for use on Motion's browser or mobile versions. ### Summary With all the collaborative, productivity-enhancing tools available within Motion, it can be a shame to switch back and forth between them and risk losing that spark of inspiration. With this in mind, we are proud to announce the launch of Motion Tabs for the Desktop App. With Motion Desktop Tabs you will have the power to keep 10 tabs open at one time, allowing users to manage different tasks, projects, and views simultaneously for minimized context switching and maximum productivity. Eliminate the need to switch between browser tabs to manage multiple views in Motion. In this article we will breakdown the key features of Motion's Desktop Tabs and highlight why Motion Desktop Tabs are the update you've been waiting for. ## How to Create a New Motion Desktop Tab **Follow the instructions below**: 1. Atop the Motion Desktop App, select the + sign to open a new tab 2. Additionally, double-clicking a task, project, doc, workspace, or saved view will allow for the option to 'open in new tab'. ## Key Features of Motion Desktop Tabs #### Multiple Active Tabs Motion's Desktop Tabs will allow for up to 10 *active tabs at once*, which will allow users to utilize a multitude of Motion tools and features simultaneously. Whether you are working on an ongoing project and want to have all your tasks and resources at your fingertips, or simply want to view multiple team workspaces at once, the options are yours to customize. #### Sidebar Consistency Navigating between tabs leaves your Motion sidebar unchanged ensuring consistency and optimal performance while working across tabs. All tabs are synced in real-time, meaning any changes you make in one tab—like editing a task or updating a project—will automatically appear across all other open tabs. Long gone are the days of keeping multiple web browser tabs open to support your Motion endeavors. Not only is that process less efficient, but keeping multiple web browser tabs open can risk slowing down the processing speed of your device. #### Sleep Mode With Motion Desktop Tabs, your inactive tabs enter a *sleep mode* that allows your device to maintain peak performance allowing you and your device to operate at your optimal efficiency. This sleep mode is initiated after periods of inactivity in an unused tab. All ongoing work in a dormant tab is kept safe and secure, and will automatically revert back to a live, editor mode upon navigating back to that tab. So whether you are sinking all your productive power into a project in a single tab or simply attending a meeting for a period of time, you can rest assured knowing your progress in your other Motion tabs is safe and awaiting your return. ***(Please note***: *Refreshing your desktop app without saving your work in a dormant tab can cause data loss. We suggest saving your work as you go to avoid any such instances.)* #### Navigating and Closing Tabs * To navigate across your Motion Tabs, simply select from your available, open tabs atop the desktop app. * Any progress made on a previous tab will be saved and available upon your return to that tab. * To close a Motion Tab, simply select the 'x' located on the right-hand side of the tab atop the desktop app. ### Conclusion Motion Tabs are here to take your operational efficiency to the next level. Whether you are looking to enhance your multi-tasking efforts, get the most out of Motions productivity-boosting features, or simultaneously navigate your views, projects and workspaces; Motion Tabs are the feature for you. Give Motion Tabs a try today and share your experience with our team!
# FAQ ### Summary This section aims to provide answers to the most commonly asked questions about the app. Whether you're just getting started or need guidance on specific features, you'll find clear and helpful information here. From account setup and task management to troubleshooting and advanced features, our goal is to make your experience with UseMotion as smooth and productive as possible. If you can't find what you're looking for or need additional assistance, don't hesitate to reach out to our support team via the in-app chat or via email at ! **At a glance** * Account and Login FAQ * Working With Others (Team Subscriptions) FAQ * Additional Topics
Account and Loginhttps://app.gitbook.com/o/jjC0lduHzxEA08ANVuFL/s/guobzcP2rXPPqIXK4y7d/~/changes/13/getting-started/faq/account-and-login-faqAccount and Login FAQ
Working with Others (Team subscriptions)https://app.gitbook.com/o/jjC0lduHzxEA08ANVuFL/s/guobzcP2rXPPqIXK4y7d/~/changes/13/getting-started/faq/working-with-others-team-subscriptions-faqWorking With Others (Team Subscriptions) FAQ
Additional Topicshttps://app.gitbook.com/o/jjC0lduHzxEA08ANVuFL/s/guobzcP2rXPPqIXK4y7d/~/changes/13/getting-started/faq/additional-topicsAdditional Topics
Data & Security
# Account and Login FAQ #### **1. I forgot my password. How do I reset it?** If you’ve forgotten your password, go to the login page and click “Forgot Your Password?” Enter the email address associated with your account, and you’ll receive an email with a link to reset your password.\ \ To access the login page click \[[here](https://app.usemotion.com/firebase-auth?webapp=true)]. #### 2. Why is it saying I don’t have permission when connecting my calendar for the first time? If you're seeing a permission error when trying to connect your calendar, it's likely that your organization's admin needs to grant permission for third-party applications to integrate with Motion. For Google calendars, you can follow the steps outlined here: [Google OAuth Instructions](https://app.usemotion.com/oauth-instructions). For Microsoft calendars, you can follow the steps outlined here: [Addressing "Need Admin Approval" Error: Microsoft 365 Calendar sync](https://www.usemotion.com/help/~/revisions/q19CG9FaLRTUO6DpKHSc/time-management/all-things-calendars/reference-all-things-calendars/all-things-microsoft/addressing-need-admin-approval-error-microsoft-365-calendar-sync). #### **3. Can I change my email address?** Yes! Just reach out to our support team via the in-app chat or via email at and provide the new email address that you’d like to use! #### **4. Why didn’t I receive the set up email?** If you haven't received the email, it's likely that you've entered an incorrect address, or it may have been routed to your "Junk" or "Spam" folders. Please check there to see if it's been filtered. If you still can't find it, no worries! You can easily set up your account on a computer browser by: 1. Visiting the Motion website at on any desktop browser. 2. Click the “Try Motion for Free” button to begin the registration process. 3. Choose your preferred login method: Google, Microsoft, Apple, or sign up using your email and password. 4. Select the plan that fits your needs: Individual or Team Trial. The Team Trial is ideal for collaborative work. 5. Choose your subscription: Pro AI or Business AI, and provide your billing information. A $1 card hold is placed to verify your account, but it will be released in a couple of days.
# Working With Others (Team Subscriptions) FAQ #### **1. Are the workspaces I created privately on my individual subscription publicly available to my team?** * No, the workspaces you created privately on your individual subscription will remain private. Team members will only have access to workspaces they’ve been added to. #### **2. Are the tasks I created privately on my individual subscription publicly available to my team?** * No, your privately created tasks will not be visible to your team members. You need to move them to a shared workspace for your teammates to see. Until then, they will remain in your "My Tasks (Private)" workspace. #### **3. I added a member, but they can’t access their account. Help!** **There are a couple of things you can try:** * **Ensure they are joining using a computer browser:** Onboarding via a mobile browser is not currently supported. * **Re-add the member:** In the Team Settings tab, try removing the member and re-adding them. If these steps don't resolve the issue, please reach out to our support team via chat or email us at for further assistance. #### 4. Why am I seeing an error that the person I’m trying to add to my team is “not eligible to be invited”? Motion only allows one unique email per account, and the member with the email address you're trying to add is already part of an existing team. You can contact support for further review and assistance. #### **5. Can I see all my teammates' tasks in a team subscription?** Teammates can create tasks in both private and shared workspaces. You can only see tasks that have been added to public workspaces. However, you can use the “Team Schedules” view in the workspace view to see your teammates' tasks across workspaces. #### **6. How many members can I add to my team?** We have team bucket sizing to accommodate any team size. If you require more than 50 seats, please reach out to support for assistance or [contact our Sales team](https://www.usemotion.com/pricing) for the **Enterprise** plan. #### **7. How do I view my teammates’ calendars?** Toggle on their calendars in the "Frequently Met With" section to view your teammates calendar events. Their calendars must first be shared with you; otherwise, your teammates' calendars will not appear in the Frequently Met With calendar list. #### **8. How do I schedule a meeting with my coworkers, ensuring it works with their schedules?** **There are two ways to do this:** * **Search Teammates**: In the Calendar tab, enter their emails in the text box to display their schedule on your Motion calendar. Pick a time that works best for everyone! This is recommended for internal meetings. * **Booking Link**: Schedule meetings with colleagues and external guests by adding their emails to the "Attendance requirements" in the booking link settings. The booking link will display the availability of both you and your colleagues. #### **9. Can I assign a task to multiple people?** No. In Motion, a task can only be assigned to one person. This is because each task is directly linked to an individual’s calendar. If a task were assigned to multiple people, Motion wouldn’t know which calendar to place it on; especially if one person is available while another is not. To involve multiple people, you can: * **Assign the task to one owner** (who is responsible for completion). * **Duplicate the task** and assign them to others, so everyone has it scheduled on their own calendar.
# Additional Topics #### **1. Can I provide feedback, suggestions, or a feature request?** Yes, send your feedback/suggestions or feature requests by clicking on the question mark icon (❓) on the upper left corner of your Motion app, ‘Send us a message’ > ‘Request a feature’.\ Our team thoroughly reviews all feedback suggestions and requests that are submitted for further consideration and potential implementation. #### **2. Does Motion offer 1:1 demos or tutorials?** We don’t offer 1:1 demos, but you can access tutorials in your web app by clicking on the ‘Get Started’ section on the left side of the ‘Calendar’ view and by just picking a topic. #### **3. Where can I find release notes or updates?** Aside from blog posts for newly released feature updates, you should receive product updates to your email address! #### 4. Is there an option for other languages aside from English? At the moment, the app doesn’t have any other option aside from English! #### 5. I accidentally deleted an important task. Can you help me retrieve it? Unfortunately, once tasks, events, projects, workspaces, etc., are deleted in Motion, they are permanently removed from our system and cannot be restored. #### **6. How do I delete a label?** To delete a label in Motion, navigate to Settings and select the appropriate workspace from the left sidebar. Once you’ve selected the workspace, find the label you wish to delete and click the trash bin icon next to it. This action will permanently remove the label from your workspace, as well as from any tasks where the label has already been applied #### **7.** How do I edit a project workflow template? Editing a project workflow template in Motion is simple: 1. Go to **Settings** and choose the workspace from the left sidebar. 2. Select the **Project Workflow Templates** tab. 3. Locate the template you want to update. 4. Click the **pencil icon** next to the template name. 5. Make your changes and save them. This ensures your updated workflow template will be available the next time you start a project. #### **8. Can I rename or delete task statuses?** Yes, you can rename or delete task statuses in Motion. Simply, head to Settings and select the workspace from the left sidebar. Within Statuses tab, you’ll be able to rename or remove any status. Additionally, you can choose to turn off auto-scheduling for all statuses except **To Do**, **Canceled**, and **Completed**. #### **9. Why can’t I archive an auto-scheduled task?** Auto-scheduled tasks are *actively* planned to be completed and require action. Dormant tasks or those that aren't auto-scheduled are considered inactive and are eligible for archiving. #### 10. Can I turn off the auto-archiving feature? No, you cannot turn off the auto-archiving feature at this time. # AI Chat ### What is AI Chat and why this matters Think of AI Chat as your command center. Motion's version of ChatGPT with everything inside Motion. Now you can plan work, summarize notes, draft content, or locate projects just by asking in plain English. Ask for a plan, draft an agenda, or summarize a doc; all in one place, with Motion’s data already connected. AI Chat saves your conversations so you can pick up where you left off, and it always asks before making changes, so you stay in control. ### At a glance * **What it is:** An AI assistant built into Motion that helps you plan, prioritize, and create by chat. * **When to use it:** Anytime you need a quick plan, a doc draft, a meeting agenda, or a project update without clicking through multiple tools. * **How it starts:** Open AI Chat from the sidebar or press **CMD+/** (Mac users) **CTRL + /** (Window users) to launch a new chat. * **Why it helps:** Get work done faster, keep everything in context, and review AI Chat’s suggestions before deciding to use them. ### What you’ll learn You’ll learn the quickest way to work with AI Chat: open a chat, ask for a plan in plain English, pull in context with **@** mentions, and safely approve changes. Then we’ll put it to work by getting answers, planning your day, drafting and refining a doc. #### Quick start (60 seconds) Find details for each steps down below. 1. Open AI Chat. 2. Ask: *“Research and synthesize across projects”* 3. **@** mention one project or doc for context. 4. Review the draft and **apply chat suggestions**. 🎉 *** ## **Detailed steps** In-depth instructions that expand on each "what you'll learn" topic. ### Open AI chat & ask a request
Open Chat and Ask a Request AI Chat lets you work using simple, natural language; just type like you normally would. Instead of clicking through tasks and calendars, you can simply ask Motion to plan your day around what’s on your schedule. 1. Click **Chat** **or ask AI…** in the top left (or press '**CMD' + '/'**). 2. Type your request in plain English, such as: *“Plan my day around today’s meetings.”* 3. Motion reviews your calendar and tasks, then creates a plan with focus blocks. 4. Give each chat a name like "*Plan my day*." 5. Change the chat name by hovering over and clicking on the 3 dots 1. Click on **Rename** {% hint style="info" %} 💡 **Pro tip:** Be specific in your request. Mention what you’d like Motion to prioritize (e.g., *“Plan my day around meetings and finish the Q2 report first”*). The clearer you ask, the better your plan. {% endhint %}
{% @supademo/embed demoId="cmkmn4dq31t4j12fizp0g2cwd" url="" %} ### Use @ to pull context
Use @ to Pull Key Context AI Chat works best when you give it context. By using **@ mentions**, you can point the AI directly to the docs, projects, tasks, or users you want it to reference — no hunting for links required. 1. In your chat, type **@** and select from docs, projects, tasks, or users. 2. Add it to your request, like: *“Summarize @Q2 Marketing Plan”* or *“Prioritize tasks in @Product Launch.”* 3. Motion pulls in the referenced item and uses it to draft a sharper, more relevant response. {% hint style="info" %} 💡 **Pro tip:** Keep each chat focused on one goal (like planning your day or prepping a status update). That way Motion remembers the right context as the conversation continues. {% endhint %}
{% @supademo/embed demoId="cmkmngl4o1to412fiuwhbqdtw" url="" %} ### Get answers
Get responses to your inquires AI Chat isn’t just for drafting — it can also help you extract insights and make sense of your work. Think of it as your fast track to clarity. You can ask questions about your docs, tasks, or projects, and Motion will summarize, highlight key points, or even flag what’s missing. **Here’s how it works:** 1. In your chat, type a question like:\ *“Summarize the key action items from last week’s (Sept 8 - Sept 10) meeting notes that talked about XYZ project.”* 2. Motion responds with a clear summary — pulling out decisions, action items, and owners. 3. Try other prompts to go deeper, for example: 1. *“Draft an FAQ from this product guide.”* 2. *“Compare these two versions of the launch plan and show what changed.*" 4. Review the answer. You can refine by asking for a shorter version, a specific format (like bullet points), or more detail. {% hint style="info" %} 💡 **Pro tip:** When you’re not sure where to start, just ask Chat to *“pull the key points”* — it works for almost any doc, note, or plan. {% endhint %}
{% @supademo/embed demoId="cmkmoeqmm1vxw12fil9p512sf" url="" %} ### Research projects
Research and synthesize across projects AI Chat helps you analyze information scattered across projects, meeting notes, and documents — turning hours of manual digging into a structured, source-backed summary. It finds patterns, surfaces key decisions, and compiles everything into a concise brief so you can prepare faster and make informed calls. 1. In your chat, type something like:\ *“Analyze all projects completed in Q3. Show me which ones took longer than planned and why, the most common blockers, and major decisions that shifted timelines. Format this as a brief with sources.”* 2. Motion analyzes your workspace and delivers insights like:\ a. **Performance summary:** 3 projects delayed due to API integration issues.\ b. **Common blockers:** Cross-team coordination delays and dependency gaps.\ c. **Decisions:** “Switched vendor integration mid-cycle (Meeting note, Aug 14).”\ d. **Output:** A structured Q3 brief with linked sources for verification. 3. Review the brief. Verify sources or refine the scope by asking follow-up questions like “Focus only on engineering-led projects” or “Highlight metrics that improved quarter-over-quarter.” 4. Copy insights directly into your workspace or export them into Motion Docs for sharing.
### Draft and refine content
Draft and refine before copying to a doc AI Chat can help you draft content quickly, whether it’s a meeting agenda, a proposal, or documentation. You can refine it in conversation until it’s ready — then copy the polished version into a Motion doc. While Chat can’t edit the doc directly, it gives you a strong starting point and saves time on revisions. 1. In your chat, type something like:\ *“Draft a status update for the product team covering this week’s progress and blockers.”* 2. Motion creates a first draft for you, with sections like: 1. **Progress this week** 2. **Blockers and risks** 3. **Next steps** 3. Review the draft in chat. Ask follow-up prompts like: 1. *“Add a section on customer feedback.”* 4. Once the draft looks good, copy and paste it into your Motion doc. From there, you can format or share it with your team. {% hint style="info" %} 💡 **Pro tip:** The more specific your ask (“Write a one-page doc proposing X with sections for goals, risks, and next steps”), the closer the draft will be to what you need. {% endhint %}
{% @supademo/embed demoId="cmkmp55hs1ye712fi6ndfvclt" url="" %} **Next steps:** Try using AI Chat to plan tomorrow’s day, summarize a recent doc, or prep a status update for your team. The more you use it, the more it feels like a true productivity partner. # AI Chat How-to Guide ### Introduction AI Chat is your workspace to draft, plan, and get instant answers from Motion AI. Each chat acts like a running conversation where you can explore ideas, summarize work, and generate tasks. Think of it as your personal co-pilot that keeps track of context across threads. #### At a glance * **View and search history**: Review past chats and find conversations quickly. * **Track credits and usage**: See your balance and check conversation-level usage. * **Switch conversations**: Move easily between different threads. * **Delete chats**: Clear out old or unwanted conversations. * **Know your AI is working**: Watch status indicators while the AI processes. * **Give feedback and check sources**: Rate responses and see where the AI pulled its information. *** ### View and search history
How to view and search chat history **Goal:** Find and review past conversations with the AI chat so you can revisit answers, track context, or locate specific information quickly. 1. Open **AI Chat** from the left sidebar. 2. Select a conversation from the chat list to review it. 3. Scroll through the thread to see the full history. AI responses appear in **white text spaces**, while your own messages appear in **grey text boxes**. 4. To locate a specific conversation, use the **Search chats…** at the top of the chat panel. 5. Type a keyword or chat title, then select the matching conversation from the results. {% hint style="info" %} 💡 **Pro Tip:** Rename important chats with clear titles (e.g., “Quarterly Report Notes”) to make them easier to find later. Hover over the chat and click on the three-dots to rename. {% endhint %}
{% @supademo/embed demoId="cmkpidj761ckqcydy9mnjxrql" url="" %} ### Track credits and usage
How to check remaining credits and usage **Goal:** Track your Motion AI credit balance and see how many credits each conversation consumes, so you can manage usage effectively. 1. Look at the top of the panel. Click the **credits badge**. 2. A pop-up will show your remaining credits and total usage. 3. To see usage for a specific conversation, click the **three dots** (…) next to the chat name. 4. See **Credits used** to view how many credits that conversation consumed. {% hint style="info" %} 💡 **Pro Tip:** Keep an eye on high-usage chats — long conversations or large requests will use more credits. {% endhint %}
{% @supademo/embed demoId="cmkpiih2c1cxocydyweiyluda" url="" %} ### Switch conversations
How to switch between conversations **Goal:** Quickly move between different AI Chat threads so you can manage multiple projects or topics without losing context. 1. Look at the chat list in the panel — each thread is organized by date and title. 2. Click on the conversation you want to open. 3. Motion AI will load the full history of that thread so you can continue where you left off. {% hint style="info" %} 💡 **Pro Tip:** Rename chats with clear titles (e.g., “Marketing Plan Draft” or “Client Prep Notes”) to find them faster later. {% endhint %}
{% @supademo/embed demoId="cmkpioj2r1dpocydyb9fr839r" url="" %} ### Delete chats
How to delete unwanted chats **Goal:** Remove old or unnecessary conversations to keep your AI Chat panel clean and organized. 1. Find the conversation you want to delete in the chat list. 2. Click the **three dots** (…) next to the chat title. 3. Select **Delete** from the menu. 4. Confirm deletion — the conversation will be permanently removed from your history {% hint style="danger" %} 💡 **Pro Tip:** Only delete chats you’re sure you won’t need again. **Once deleted, they can’t be restored.** {% endhint %}
{% @supademo/embed demoId="cmkpiqx5y1duacydyifftor85" url="" %} ### Know your AI is working
How to know your AI is working **Goal:** Confirm that Motion AI is actively processing your request and generating a response. 1. Enter your prompt in the AI Chat message box and press **Enter**. 2. Look for the **status indicators** at the top of the response box: 3. *Thinking…* means the AI is processing your request. 4. *Making a plan…* means the AI is structuring its response. 5. Once the indicators disappear, your AI response will appear in the chat. 6. If no response appears and the indicators stop, try refreshing the page and re-running your request {% hint style="info" %} 💡 **Pro Tip:** Long or complex prompts may take extra time — watch for the status indicators to know your AI is still working in the background. {% endhint %}
{% @supademo/embed demoId="cmkpiw4ws1e87cydyq0hazvzp" url="" %} ### Give feedback and check sources
How to give feedback and check the source of a chat **Goal:** Share feedback on AI responses and view the sources used, so Motion AI can improve results and provide more transparency. 1. After the AI responds, look at the top left of the response box. 2. Click the **thumbs up** 👍 if the response was helpful, or the **thumbs down** 👎 if it missed the mark. 3. To check the source of the AI’s response, click **\[#] source** below the reply. 4. A dropdown will display the files, documents, or references the AI pulled from. {% hint style="info" %} 💡 **Pro Tip:** If you notice the AI used the wrong file or missed a key document, flag it with feedback — it helps refine future responses. {% endhint %}
{% @supademo/embed demoId="cmkpj0o521edscydy46wr32kr" url="" %} # Reference: AI Chat ### Introduction AI Chat in Motion provides a conversational way to interact with your workspace. Instead of navigating menus or searching manually, you can ask natural-language questions, request summaries, or generate drafts directly from within Chat. AI Chat respects existing workspace permissions and is designed to be a safe, assistive layer that helps you move faster without losing control of your data. This reference article explains how AI Chat works, what it can and cannot do, and the safeguards in place to ensure secure and predictable use. ### At a Glance * **Core Functionality** → Ask questions, generate drafts, and summarize content in natural language. * **Limitations** → AI Chat cannot publish, delete, or make system-level changes without explicit user action. * **Safety & Control** → Suggestions only; actions require user approval. AI Chat respects workspace RBAC. *** ### Core functionalities This section provides a detailed overview of the wide range of capabilities AI can perform, particularly within the Motion platform and integrated services. **Core AI Capabilities** * **Basic Text Generation:** Generate coherent and contextually relevant text using large language models (LLMs). * **Instruction Processing:** Analyze and categorize user instructions for various tasks. * **Data Extraction:** Build and execute JSONPath queries to extract specific information from structured data. * **Web Research:** Conduct internet research using grounding-enabled models to provide accurate information. * **Search Optimization:** Identify and optimize search queries for external search engines like Google. * **Person Research:** Gather background information on individuals using specialized search tools. #### Motion Platform AI Actions * **Create and Update Tasks:** Create new tasks or update existing ones within projects and workspaces based on user instructions. * **Create and Update Projects:** Manage projects by creating or updating attributes such as name, assignee, dates, status, and custom fields. * **Search Tasks and Projects:** Search for tasks and projects based on various attributes within the workspace. * **Calendar Event Search:** Retrieve and filter calendar events within specified date ranges (read-only). * **Document Search:** Search and select documents, notes, and transcripts within user permissions. #### Email Management AI Actions * **Write and Draft Emails:** Generate email responses based on history or create drafts for review. * **Send Emails:** Send emails or responses to specified addresses or incoming emails. * **Search and Label Emails:** Search inbox messages, classify emails, apply or create labels (except label removal). ### Limitations * Docs: Can't edit document content or titles directly. * Templates/events: Can't create/update project templates or calendar events. * Files/audio: Can't delete items, upload/view files, or transcribe audio. * Email: Can't send emails, messages, or contact people on your behalf. * Scheduling: Can't schedule meetings or set reminders outside Motion tasks. * Automation: Can't run recurring/automated actions without you triggering them. * Voice: Can't use voice commands or operate skills. ### Safety & Control AI Chat is designed with built-in guardrails so that all generated output remains transparent, reversible, and under user control. **Key Behaviors:** * **No silent actions** → Drafts, suggestions, or insights appear in AI Chat first; they only become real tasks, projects, or docs if you choose to create or insert them. * **Reversible workflow** → Any AI-generated draft can be edited or discarded before being committed to your workspace. * **Transparency** → When an AI-generated suggestion references workspace data, the source (Doc, Task, Project) is displayed so you know where the context came from. **Practical Example:** * Asking AI Chat: *“Summarize the latest Support Playbook doc.”* → AI Chat returns a summary based only on the text you have permission to view. * Asking AI Chat: *“Create a new project for Marketing Launch.”* → AI Chat suggests a draft outline, but nothing is published until you confirm creation. # Concept: AI Chat ## Understanding AI Chat in Motion #### Turn your Words into Work AI Chat in Motion is designed as your conversational workspace — a place where you can think, ask, and draft with the context of your work. Instead of acting like a generic chatbot, it connects directly to your Motion docs, projects, and tasks, so every response is grounded in what matters to you and your team. With AI Chat, you can: * **Ask questions** → Explore blockers, clarify dependencies, or surface information tied to your projects. * **Draft and plan** → Generate meeting agendas, outlines, or updates based on Motion docs and context. * **Summarize and refine** → Turn project notes into structured talking points or summaries. * **Stay aligned** → Keep conversations connected to the actual work in Motion, ensuring accuracy and relevance. The goal isn’t just speed — it’s about turning conversations into clarity. By centralizing context and outputs in one place, AI Chat helps you and your team reduce back-and-forth, focus on priorities, and move work forward with confidence. **At a Glance** * **The need** → Capture ad-hoc requests and turn them into real, scheduled work through conversation. * **Use cases** → Draft tasks, generate summaries, and group related work. * **Best practices** → Be clear, add context, keep tasks small, group requests, and review daily #### What Happens After You Create a Task in AI Chat Tasks created in AI Chat follow the same auto-scheduling rules as tasks created with the **+ New** button. AI Chat does not bypass or override Motion’s scheduling system. When you ask AI Chat to create a task, it will confirm the information Motion needs to schedule it correctly, such as: * task title * due date * duration * priority Once the task is created, Motion treats it like any other task. It is automatically placed on your calendar based on the details you provided and your available time. If those details change, Motion will reschedule the task accordingly. **Key takeaway** Auto-scheduling is always handled by Motion’s core scheduling engine. The outcome is the same regardless of whether a task is created in AI Chat or with the + New button. #### Conclusion AI Chat in Motion was built as your conversational workspace for thinking, drafting, and planning with context. Instead of juggling between tools or working with a generic chatbot, you can ask questions, generate drafts, and create agendas directly inside Motion — all grounded in your docs, projects, and tasks. Whether it’s *“Draft a client agenda from the Q4 Launch Project,”* or *“Summarize blockers from the Marketing Campaign Doc,”* AI Chat connects your ideas to the work already in Motion. This keeps every output accurate, relevant, and immediately useful. {% hint style="success" %} **AI Chat is where ideas become action. With a single conversation, you can capture and execute work instantly; transforming how you and your team get things done!** {% endhint %} # Purpose of AI Chat #### The Need AI Chat Addresses AI Chat exists to eliminate the “search tax” that slows modern teams down. It transforms Motion into a conversational workspace; where answers, insights, and ideas surface instantly from your own projects, docs, and meetings. Instead of sifting through folders or summarizing notes, you simply ask, and AI Chat finds the truth in context. It’s not a chatbot, it’s a research and thinking partner built into the fabric of your work. AI Chat reads across your Motion workspace, identifies patterns, and grounds every answer in verifiable sources so you can make confident, data-backed decisions. By connecting scattered context into clarity, AI Chat turns information overload into insight. It empowers teams to think faster, plan smarter, and act with precision; all without leaving Motion. Think of it as Motion’s brain: you ask the questions, it finds the answers.
NeedDescription
Conversing in natural languageA need for a fast, conversational interface with AI (English + 102 other languages).
FlexibilityAd-hoc work may fall outside defined processes or skills.
Capturing work quicklyTurning requests or ideas into tasks/projects.
AI Chat brings these needs together — giving you a fast, flexible way to capture, and act on work in real time, all through natural conversation. # Use Cases & Best Practices ## Common Use Cases
Use CaseWhat It meansExample Prompts
Ask questions in contextExplore blockers, clarify priorities, or surface details directly from Motion docs and projects.“Using the Marketing Campaign Project, what potential blockers do you foresee?”
Generate summaries and updatesTurn project notes or meeting outcomes into concise, client-ready updates or team recaps.“Summarize today’s completed items from the Q4 Launch Doc into a status update.”
Plan and draft agendasQuickly prepare meeting agendas or planning outlines, grounded in Motion docs and project data.“Draft a client meeting agenda for tomorrow using the Q4 Launch Project.”
Generate project insightsCompare planned vs. actual execution: track time spent, longest phases, and where ad-hoc tasks shifted the flow.“From the Product Launch Project, tell me which stage took the longest compared to the original template.”
Keep related work in one threadKeep connected prompts together so context builds across requests.“In this thread, draft the client agenda, generate key talking points, and outline follow-up items.
{% hint style="info" %} #### 💡 **Business Impact** AI Chat not only drafts and summarizes but also surfaces **real execution insights**. By grounding answers in Motion’s projects, docs, and tasks, it helps teams compare plans to reality, spot inefficiencies, and make better decisions faster. {% endhint %} ## Best Practices for Using AI Chat To get the most value from AI Chat, follow these practices:
Best practiceWhy it mattersExample prompts
Use clear verbs and outcomesMakes your intent explicit so AI knows exactly what to do.“Draft a proposal for Acme Corp” instead of “Help with Acme.”
Add context like priority, deadline, and effortMore detail means smarter, more accurate scheduling.“Create a task to review Q3 budget by Friday, high priority, 2 hours.”
Keep related asks in one threadGroups connected tasks together for easier tracking and fewer errors.“In this thread, create tasks for drafting copy, designing banners, and scheduling posts.”
Break work into smaller tasksSmaller tasks are easier to schedule and complete on time.Split “Launch campaign” into “Write copy,” “Design ads,” and “Set up campaign.”
Review and confirm dailyKeeps AI-created tasks aligned with your priorities.At day’s end, review today’s tasks and adjust for tomorrow’s schedule.
Reference docs, projects, and team membersAnchors tasks in Motion’s context so AI Chat can pull insights and surface dependencies instead of working blind.“Using the Marketing Campaign Project, what potential blockers do you foresee?” or “Pull key points from the Q3 Strategy Doc for my update.”
# AI Notetaker ## Capture meetings effortlessly with Motion's AI Notetaker AI Notetaker joins your online meetings (Google Meet, Zoom, Microsoft Teams) to silently transcribe, summarize, and extract key action items — then delivers everything you need without stealing a minute of your focus. Think of it as your silent assistant who never misses a detail. ### At a glance * **What it is:** Motion’s built-in meeting companion that joins video calls to transcribe, summarize, and capture tasks. * **Why it matters:** Saves you from note-taking and post-meeting admin; so you can focus on what matters most in the meeting. * **Supported platforms:** Google Meet, Zoom, Microsoft Teams. * **Core outcomes:** Auto-generated meeting summary, action item tasks with one-click approval, full transcript, video recording and the list of attendees, internal and external to Motion team ### What you’ll learn A high-level overview of the skills you’ll gain by the end of this tutorial. This tutorial walks you through how to: 1. Set up and enable AI Notetaker for your meetings. 2. Understand how it joins calls, captures content, and what’s captured. 3. Review summaries and approve or reject action items. 4. Share notes and enable automatic recap emails. ### Quickstart A fast, step-by-step checklist to get AI Notetaker running right away. 1. **Enable AI Notetaker** → Go to **Settings > Conference settings** and turn it on. 2. **Schedule a main calendar meeting** → Make sure your event has a valid Meet, Zoom, or Teams link. 3. **Join as usual** → The AI Notetaker will automatically ask to join your meeting once it starts, but it must be admitted from the waiting room 4. **Check your notes** → After the call, open the **AI Meeting Notes** tab to review the summary, transcript, and action items. 5. **Share with your team** → Send a recap emails when enabled. 6. **Name customization** → Customize your AI Notetaker's name *** ## **Detailed steps** In-depth instructions that expand on each "what you'll learn" topic. ### Set up and enable Notetaker
Set up and enable Notetaker Before AI Notetaker can capture your meetings, you’ll need to enable it in your settings. 1. Go to **Settings → Conference Settings**. 2. **Choose your default conferencing method** (Google Meet, Zoom, or Teams). 3. Under **AI Notetaker**, toggle on (only available when you select a conference method): 4. *“Turn on AI Notetaker for all meetings with Conferencing”* — ensures Notetaker joins automatically. 5. *“Automatically email external attendees with meeting notes when the meeting ends”* (optional). Once enabled, AI Notetaker will be ready to auto-join your calls whenever a supported conferencing method (Zoom, Google Meet, or Microsoft Teams) is included in your calendar event. Note that it will **only join meetings scheduled on your main calendar;** secondary or shared calendars are not supported.
{% @supademo/embed demoId="cmkmppj2j1zyr12fi5rtgbtza" url="" %} ### Joining and recording
How AI Notetaker joins and records Here’s what to expect once AI Notetaker is turned on: 1. **Joining the meeting** 1. AI Notetaker requests to join when your meeting starts 2. As the host, you (or another participant with permissions) must **admit the Notetaker** into the call. 3. It appears in the participant list as **“\[your team or account name] AI Notetaker,”** so everyone knows it’s present. 2. **What gets captured** 1. **Included**: meeting details (date and time of the meeting), live transcript, AI-generated summary, detected action items, the full audio/video recording and meeting attendees. 2. **Not included**: In meeting chats, reactions, or interactions within breakout rooms. 3. **Recording & transcript basics** 1. The transcript is generated directly from the live conversation and is available at the bottom of the meeting notes recap document. 2. If recording is enabled, you can replay the call afterward. 4. **Summaries and action items** are available immediately after the meeting ends. {% hint style="info" %} 👉 **Key takeaway:** AI Notetaker won’t slip in silently — you stay in control by admitting it, and once inside, it reliably captures and organizes your meeting. If you remove the bot, it will not join back automatically. You can go back to your Motion event and re-add the Notetaker. {% endhint %}
{% @supademo/embed demoId="cmfli0vj9fdn639ozsjvyf082" url="" %} ### Review AI meeting notes
Review Your AI Meeting Notes After your meeting ends, everything is neatly organized inside the **AI Meeting Notes** tab in your sidebar. 1. **Open AI Meeting Notes** 1. From the left-hand sidebar, click **AI Meeting Notes**. 2. You’ll see tabs for **My Calls, Shared with me, All Calls, and My Future Calls**. (*see* [*here*](/help/knowledge-management/ai-notetaker/reference-ai-notetaker) *for permission details*) 1. **My Calls** → Meetings you hosted or attended. 2. **Shared with me** → Notes shared directly with you by teammates. 3. **All Calls** → Everything captured by your team’s AI Notetaker (for team plans). 4. **Future** → Upcoming meetings with AI Notetaker scheduled. 2. **Sort, group, and filter** 1. Organize notes by date, attendees, or meeting title. 2. Filters make it easy to track key projects or recurring calls. 3. **Navigate to a specific meeting** 1. Select the meeting you want to review. 2. You’ll see at a glance: meeting title, host, scheduled time, and the current status of action items. 4. **Explore the captured content**\ Inside the meeting note you’ll find: 1. **Recording:** replay the full call. 2. **Attendees:** see who joined, including internal and external guests. 3. **Meeting Summary:** concise highlights of what was discussed. 4. **Action Items:** suggested tasks, ready for approval. Only people within the workspace can approve the suggested tasks. 5. **Notes:** any additional context or highlights. 6. **Transcript:** the full text of what was said found at the bottom of your meeting notes document as a link. 5. **Approve or reject action items** 1. Review AI-captured tasks. 2. Edit task details on the spot (task title, workspace/project, duration, due date, and assignee) 3. Approve or reject them to keep your task list clean and accurate. {% hint style="info" %} :bulb:**Pro tip**: If your meeting was spoken in another language, you can use AI chat to translate the document into a supported language. {% endhint %}
{% hint style="success" %} ✅ **Key Tip** AI Notetaker doesn’t just capture what was said — it organizes it so you can take action immediately. Summaries help you recall the key points, and approved action items flow directly into Motion tasks. {% endhint %} #### What Happens to Action Items from AI Notetaker After a meeting ends, Motion’s AI Notetaker identifies action items mentioned during the conversation and suggests them as tasks. You stay in control. Each suggested task can be reviewed, edited, approved, or reject. Motion provides suggested task parameters, which you can edit before or after approving the task. Once approved, the task is created and **automatically scheduled on your calendar**. If the task details change later, Motion will reschedule it like any other task. **Why this matters** Meetings often generate follow-ups that never make it onto a realistic plan. AI Notetaker closes that gap by turning decisions into scheduled work, so meeting outcomes are immediately reflected in your day without extra planning. {% @supademo/embed demoId="cmkmq8m7p219d12fie7p16e1a" url="" %} ### Enable AI Notetaker for specific meetings
Enable AI Notetaker for a specific meeting Even if you’ve set a default in Conference settings, you can **choose whether Notetaker** **joins each individual meeting**. When creating or editing an event: 1. In the **Event details window**, look for the **AI Notetaker** section (above the **Event Details**) 2. Toggle on: 1. **Add Notetaker to meeting when it starts** – ensures AI Notetaker auto-joins. 2. **Send meeting recap email to all meeting attendees** (optional). 3. Add your meeting link, guests, and other event details as usual. 4. Click **Create event** to save. 👉 This per-meeting toggle overrides the defaults you set in Conference settings.
{% @supademo/embed demoId="cmkmqukjx22jm12firw0ewrze" url="" %} ### Troubleshooting AI Note in AI Chat
How to enable notes link in AI Chat If the transcript link in AI Chat doesn’t open when you click it, the issue is caused by a Google Calendar permission. AI Chat pulls its transcript from your meeting notes, and access to those notes depends on the setting **“Allow all calendar editors to see recordings for that calendar's events.”** To adjust this: 1. Open **Google Calendar**. 2. Go to **Settings**. 3. Select **Conference settings**. 4. Toggle **“Allow all calendar editors to see recordings for that calendar's events”** on or off. When this setting is **off**, transcript links inside AI Chat will not open.\ When it is **on**, the transcript becomes clickable because the permission extends to the meeting notes AI Chat uses as its source.
{% @supademo/embed demoId="cmkmr3opw22zo12fiz70x2q7h" url="" %} ### **Renaming the AI Notetaker** By default, AI Notetaker appears in your meetings as **"\[Your Team Name]'s AI Notetaker."** If you'd like to customize this name to better reflect your team's identity or preferences, you can easily change it through your Motion team settings.
How to Rename Your AI Notetaker 1. Go to Motion settings by clicking the **⚙️** icon in the top left corner of your screen. 2. Click on **Team settings**. 3. Click on the **Details** tab. 4. Edit the name of your team in the text bar. Changes will be automatically saved. Once updated, your AI Notetaker will appear in meetings with the new team name. For example, if you rename your team to "Marketing Squad," the Notetaker will appear as **"Marketing Squad's AI Notetaker."**
{% hint style="info" %} 💡 **Pro tip:** Keep your team name clear and professional, as it will be visible to all meeting attendees when the AI Notetaker joins the call. {% endhint %} ### **Understanding AI Notetaker Settings** To get the most out of AI Notetaker, it's helpful to understand what each toggle in Conference Settings does and how they work together.
Turn on AI Notetaker for all meetings with Conferencing **What it does:** * **When ON:** AI Notetaker auto-joins all future meetings with conferencing links (Zoom, Google Meet, or Microsoft Teams). You can still manually disable it for individual meetings if needed. * **When OFF:** AI Notetaker won't join automatically, but you can enable it per meeting when creating or editing an event. **For team plans:** If any team member has this setting enabled for a meeting, AI Notetaker will join from their end, even if other team members have it disabled.
Automatically email external attendees with meeting notes when the meeting ends **What it does:** When enabled, a meeting summary recap email is automatically sent to external attendees (those not on your Motion team plan) after the meeting ends. * **Team-wide behavior:** If any team member attending the meeting has this option enabled, the recap email goes to all external attendees. * **Default recipients:** Team members on your Motion plan always receive the recap email by default
Allow all calendar editors to see recordings for that calendar's events **What it does:** Grants users with **owner** or **editor** roles on a specific calendar access to meeting notes, recordings, and transcripts, even if they weren't invited to the meeting. * **Scope:** This setting is per-calendar, not organization-wide. * **Team-wide impact:** When a team admin enables this, all team members (including other admins) gain or lose this access for that calendar. This setting can only be changed by a Motion team admin, * **Permission levels:** Only calendar editors (users with direct **owner** or **editor** access in Google Calendar) can see notes from uninvited meetings. Regular team members cannot. **Important:** This setting also affects Motion's **AI Chat** feature. If this setting is disabled, transcript links within AI Chat threads will not be clickable, even if you have access to the meeting notes themselves. This is because AI Chat sources transcripts directly from meeting notes, so the same permission settings apply. {% hint style="success" %} 💡 **Pro tip:** These settings work together to give you flexibility. Set your defaults in Conference Settings for convenience, then fine-tune individual meetings as needed. {% endhint %}
# AI Notetaker How-to Guide ### **Get Started with AI Notetaker** AI Notetaker helps you stay fully present in meetings by automatically capturing notes, action items, and summaries. Instead of splitting your focus between listening and typing, Motion records what matters and organizes it for you. By the end of this guide, you’ll know how to manage settings, share notes, and turn follow-ups into tasks that keep your work moving forward. #### **At a glance** * Find and adjust AI Notetaker settings to match your team’s needs. * Choose or change the meeting platform (Google Meet, Zoom, Teams). * Share notes with teammates or external guests securely. * Review and approve action items, turning them into Motion tasks. * Access past, shared, and upcoming calls in one place. * Re-enable AI Notetaker if it was removed from a meeting.
Access and Manage AI Notetaker Settings You can fine-tune how AI Notetaker joins your meetings and where its notes go by adjusting your **Conference Settings**. 1. **Go to Settings** 1. Click your profile menu (top left) or click the gear icon. 2. Select **Settings → Conference settings** from the sidebar. 2. **Set a default conference method** 1. Choose your preferred meeting platform. Zoom works with all accounts, while Google Meet is available if your main calendar is Google, and Microsoft Teams is available if your main calendar is Outlook. 2. This ensures Motion automatically uses this method when scheduling new events. 3. **Configure AI Notetaker defaults** 1. **Turn on AI Notetaker for all meetings with conferencing** → Makes Notetaker auto-join every meeting scheduled on your main calendar (you can still disable it for specific meetings). 2. **Automatically email external attendees with notes** → Sends meeting summaries when the call ends. 3. **Allow all calendar editors to see recordings** → Extends access to your team when they have calendar permissions. ⚙️ **Note:** These settings apply to all meetings and events by default, but you can configure AI Notetaker for specific events as needed, such as turning it off, changing conference methods.
{% @supademo/embed demoId="cmkpj68ie1eg9cydyee9h36cu" url="" %} ### **Change Meeting Platforms** You can set or update the meeting platform used by AI Notetaker in **two ways**: globally (for all meetings) or per event. {% tabs %} {% tab title="Update in Settings" %} #### **Method 1: Update in Settings (default for all meetings)** 1. Go to **Settings → Conference settings**. 2. Under **Default conference method**, choose your preferred platform (e.g., Zoom, Google Meet, Microsoft Teams. The platform aligns with your connected calendar account). 3. Motion will automatically apply this platform whenever you create new events. {% endtab %} {% tab title="Update in an Event" %} #### **Method 2: Update in an Event (one-off changes)** 1. Open the event you want to edit. 2. In the **Event Details** section, select the dropdown under **Conference method**. 3. Pick your desired platform (e.g., switch from Zoom to Google Meet. Based on the main calendar provider). 4. Save your changes — the new platform applies only to that specific event. ⚙️ **Pro tip:** Use the settings option if you want consistency across all your meetings, and the event option when a single meeting needs a different platform. {% endtab %} {% endtabs %} ### Method 1: **Update in Settings (default for all meetings)** {% @supademo/embed demoId="cmkpjcrvi022mw10hg32he0jg" url="" %} ### Method 2: **Update in an Event (one-off changes)** {% @supademo/embed demoId="cmkpjezy71etxcydy3e0wlny2" url="" %}
Share Meeting Notes After AI Notetaker finishes capturing a meeting, you can share the notes so teammates (or entire workspaces) stay aligned. **Here’s how to share:** 1. Go to the **AI Meeting Notes** tab in the sidebar. 2. Select the meeting you want to share. 3. Click the **Share** button in the top-right corner. 4. Choose how to share: 1. **With a workspace** → Everyone in that workspace will see the notes and recordings. 2. **With an individual** → Add specific teammates by name or email. 3. **Publish externally (link)** → Generate a shareable link to send outside Motion. *See* [*Permissions & Visibility*](/help/knowledge-management/ai-notetaker/reference-ai-notetaker) *for more details.* {% hint style="info" %} 💡 **Pro tip:** By default, only people who attended the meeting have access. Use workspace sharing for team-wide visibility, individual sharing for targeted updates, or a public link if you need to collaborate with external partners. {% endhint %}
{% @supademo/embed demoId="cmkpjj5bn1f3ncydy7tjsq0nk" url="" %}
Approve Action Items from a Meeting AI Notetaker automatically pulls out potential action items from your meetings, but you get the final say before they’re added to Motion as tasks. **To approve action items:** 1. Go to the AI Meeting Notes tab in the sidebar. 2. Select the meeting where you want to review action items. 3. Scroll down to the Action Items section. 4. For each item: 1. ✏️ Click the edit icon to adjust the title. Click the **'No access to workspace'** button to select the workspace and project where the task will be added once approved. There is currently no option to select **'No project'** from this option. If the task doesn’t need to be part of a project, click the task title instead to open the task modal, then select the workspace and leave the project set to **'No project'**. From the task modal, click **Approve** or **Reject**. 2. ✅ Click the checkmark to approve and save it as a task. 3. ❌ Click the X to dismiss and remove it. {% hint style="info" %} 💡 **Pro tip:** Reviewing action items right after the meeting ensures that responsibilities are clear and deadlines are realistic while the discussion is fresh. {% endhint %}
{% @supademo/embed demoId="cmffw5g5dbntl39ozc6lwpvmz" url="" %}
How to Re-Enable AI Notetaker in a Meeting If your AI Notetaker is removed from a meeting (for example, by the host or due to connection issues), you can bring it back with just a few clicks. **Steps:** 1. Open the event in **Motion** where the meeting is scheduled. 2. In the event details panel, find the **AI Notetaker** section. 3. Click **Add Notetaker now**. 4. Motion will re-join the meeting with the Notetaker bot, so it can continue capturing notes, action items, and summaries. {% hint style="info" %} 💡 **Pro Tip:** If the Notetaker is removed multiple times, make sure the host or participants are aware it’s part of your workflow so it doesn’t get mistaken for an unwanted guest. {% endhint %}
# Reference: AI Notetaker ## Definition / Overview The AI Notetaker in Motion is an automated meeting participant that joins Zoom, Google Meet, or Microsoft Teams calls to capture and generate meeting notes. It provides transcripts, summaries, and action items, stored directly in your workspace for easy access and sharing. ## Key Properties
PropertyDetails
Supported platformsZoom, Google Meet, Microsoft Teams
ParticipationJoins as a visible participant; must be manually admitted from the waiting room
OutputTranscript (English), AI-generated summary, suggested action items
StorageSaved under the AI Meeting Notes tab in Motion; can also be shared with external participants via a link, or emailed automatically if the recap setting is enabled.
Language supportUnderstands 102 languages; transcribes only in English
DurationNo fixed limit; successfully tested up to 6h
## Permissions & Visibility
RolePermissions & VisibilityExample
Team members
  • Can view and share AI Meeting Notes that live in workspaces they have access to.
  • Do not automatically get access to all meeting notes — only those saved into a workspace they’re part of or explicitly shared with them.
All-hands meeting: Everyone in the “Company Workspace” is invited. Because the notes are saved in that workspace, all team members can see them.
Meeting hosts

  • Anyone in the meeting (host or participant) can admit or remove the AI Notetaker.
  • Attendees automatically have access to the notes generated from the meetings they were in.
1:1 meeting: Only you and your manager attend. Only the two of you have access to that meeting note unless it’s shared later into a workspace.
External participants
  • Cannot directly access notes stored in Motion.
  • Can receive emailed copies if the recap email option is enabled.
Client call: A client joins your Zoom call. They cannot access notes in Motion, but if you’ve enabled recap emails, they’ll receive a copy by email.
### **Permissions in AI Notetaker** By default, AI Notetaker notes are only visible to the people who were in the meeting. If you want to share notes more broadly, you have two options: 1. **Share with specific people**\ Add individual teammates directly by name or email. They’ll receive access only to the notes you’ve shared. 2. **Share with a workspace**\ Add the entire workspace. Everyone who is part of that workspace will automatically gain access to the notes. When you open your AI Notetaker, you’ll see tabs to help you understand where your notes live: * **My Calls** → Notes from meetings you hosted or attended. * **Shared with me** → Notes others shared with you directly *or because you’re part of a workspace where the notes were shared*. * **All Calls** → All meetings captured by your team’s AI Notetaker (Team Plans only). * **Future Calls** → Upcoming meetings where AI Notetaker is scheduled to join. {% hint style="info" %} 💡 **Pro tip:** If you want a whole team to benefit from meeting notes, share to the workspace. For sensitive calls, stick with sharing directly to individuals. {% endhint %} {% hint style="info" %} 💡 **Pro Tip #2**: You can always check who has access to a meeting note by opening it in Motion and clicking the **Share** button. {% endhint %} ### Data Handling & Privacy
CategoryDetails
StorageMeeting transcripts and summaries are stored securely in the workspace under AI Meeting Notes.
AccessAll workspace members can view meeting notes. External participants can only receive emailed copies.
RetentionNotes remain in the workspace until deleted by a member.
DeletionAny workspace member can delete meeting notes at any time.
TransparencyThe Notetaker always joins as a visible participant, so all attendees know it is present.
SecurityMeeting notes are handled under Motion’s standard data and privacy policies. See [Motion Security & Privacy] for details.
{% hint style="danger" %} Deleted notes can't be retrieved {% endhint %} ### Error Messages
Error MessageMeaningAction
“Notetaker could not join”The Notetaker was blocked from entering the meeting.Check the platform (Zoom, Meet, Teams) settings, then open the meeting event on Motion and click Add notetaker now. Then manually admit the Notetaker from the waiting room.
“Audio not detected”The meeting had no microphone activity or all participants were muted.Ensure microphones are on and audio is working. Retry the session if needed.
“Transcription failed”The Notetaker could not process the meeting audio.Check audio quality and background noise. Re-run the meeting notes if necessary.
"Bot timed out"The Notetaker waited too long in the lobby and was removed automatically. Once it times out (15 minutes of the meeting start time), it cannot rejoin on its own. You must re-add it manually.Return to the Motion event and click Add Notetaker now to re-enable it in the meeting.
# Common Issues & Solutions Guide #### Definition / Overview The AI Notetaker in Motion is an automated meeting participant that joins Zoom, Google Meet, or Microsoft Teams calls to capture and generate meeting notes. It provides transcripts, summaries, and action items, stored directly in your workspace for easy access and sharing. #### Key Properties
PropertyDetails
Supported platformsZoom, Google Meet, Microsoft Teams
ParticipationJoins as a visible participant; must be manually admitted from the waiting room
OutputTranscript (English), AI-generated summary, suggested action items
StorageSaved under the AI Meeting Notes tab in Motion; can also be shared with external participants via a link, or emailed automatically if the recap setting is enabled.
Language supportUnderstands 102 languages; transcribes only in English
DurationNo fixed limit; successfully tested up to 6h.
#### Permissions & Visibility
RolePermissions & VisibilityExample
Team members
  • Can view and share AI Meeting Notes that live in workspaces they have access to.
  • Do not automatically get access to all meeting notes — only those saved into a workspace they’re part of or explicitly shared with them.
All-hands meeting: Everyone in the “Company Workspace” is invited. Because the notes are saved in that workspace, all team members can see them.
Meeting attendees
  • Anyone in the meeting (host or participant) can admit or remove the AI Notetaker.
  • Attendees automatically have access to the notes generated from the meetings they were in.
1:1 meeting: Only you and your manager attend. Only the two of you have access to that meeting note unless it’s shared later into a workspace.
External participants
  • Cannot directly access notes stored in Motion.
  • Can receive emailed copies if the recap email option is enabled.
Client call: A client joins your Zoom call. They cannot access notes in Motion, but if you’ve enabled recap emails, they’ll receive a copy by email.
**Permissions in AI Notetaker**\ By default, AI Notetaker notes are only visible to the people who were in the meeting. If you want to share notes more broadly, you have two options: 1. **Share with specific people**\ Add individual teammates directly by name or email. They’ll receive access only to the notes you’ve shared. 2. **Share with a workspace**\ Add the entire workspace. Everyone who is part of that workspace will automatically gain access to the notes. When you open your AI Notetaker, you’ll see tabs to help you understand where your notes live: * **My Calls** → Notes from meetings you hosted or attended. * **Shared with me** → Notes others shared with you directly *or because you’re part of a workspace where the notes were shared*. * **All Calls** → All meetings captured by your team’s AI Notetaker (Team Plans only). * **Future Calls** → Upcoming meetings where AI Notetaker is scheduled to join. {% hint style="info" %} 💡 **Pro tip:** If you want a whole team to benefit from meeting notes, share to the workspace. For sensitive calls, stick with sharing directly to individuals. {% endhint %} {% hint style="info" %} 💡 **Pro Tip #2**: You can always check who has access to a meeting note by opening it in Motion and clicking the **Share** button. {% endhint %} #### Data Handling & Privacy
CategoryDetails
StorageMeeting transcripts and summaries are stored securely in the AI Meeting Notes section.
AccessAll workspace members can view meeting notes. External participants can only receive emailed copies.
RetentionNotes remain in the workspace until deleted by a member.
DeletionAny workspace member can delete meeting notes at any time.
TransparencyThe Notetaker always joins as a visible participant, so all attendees know it is present.
SecurityMeeting notes are handled under Motion’s standard data and privacy policies. See [Motion Security & Privacy] for details.
{% hint style="warning" %} ⚠️ Deleted notes can't be retrieved {% endhint %} #### Error Messages
Error MessageMeaningAction
“Notetaker could not join”The Notetaker was blocked from entering the meeting.Check the platform (Zoom, Meet, Teams) settings, then open the meeting event on Motion and click Add notetaker now. Then manually admit the Notetaker from the waiting room.
“Audio not detected”The meeting had no microphone activity or all participants were muted.Ensure microphones are on and audio is working. Retry the session if needed.
“Transcription failed”The Notetaker could not process the meeting audio.Check audio quality and background noise.
"Bot timed out"The Notetaker waited too long in the lobby and was removed automatically. Once it times out (15 minutes of the meeting start time), it cannot rejoin on its own. You must re-add it manually.Return to the Motion event and click Add Notetaker now to re-enable it in the meeting.
### ⚠️ Common Issues & Solutions
IssueWhy it happensHow to fix it
Notetaker could not joinThe Conference platform blocked the bot entry (most likely due to security settings)Manually admit the Notetaker from the waiting room; check Zoom/Meet/Teams admin settings
Bot timed outNotetaker waited 15+ minutes in lobby without being admittedReturn to the Motion event and click "Add Notetaker now" to resend it to the meeting
Audio not detectedNo microphone activity or all participants mutedEnsure all mics are on; ask for the attendees to check their audio levels; retry the meeting
Transcription failedPoor audio quality or excessive background noiseReduce background noise; ask participants to speak clearly; check internet connection.
No action items generatedMeeting had no clear task discussions or assignmentsEncourage participants to use verbal cues like "Create task" or "Action item:"
External attendees didn't receive emailEmail setting disabledEnable "Email external attendees" in Conference Settings
Meeting notes not visible to teamNotes saved to wrong workspace or shared incorrectly

Move notes to shared workspace or generate shareable link.

Read this article to learn how to share a doc externally.

Notetaker appears as participant but doesn't speakThis is normal – bot is silent by designNo action needed; this is intended behavior
Duplicate action items createdSame task mentioned multiple times in meetingReview and reject duplicates in the action items list before approving
Can't accept recommended tasksThis happens when the recommended tasks are being assigned to a workspace that the users doesn't have access to.Request access from someone within that workspace
### Platform Related Issues #### No Meeting URL Included on the Event **Problem:** If there is no meeting URL on the calendar event (either in the description or the location field) **Impact:** This is the case independent of the meeting provider. **Solution:** Ensure all calendar events have a valid meeting URL in either the description or location field. #### Meeting URL in an Unrecognized Format **Problem:** Sometimes the meeting URL can be in a format that we don't recognize, either because: * The user is masking it with their own custom URL * They are using an external service like Proofpoint to mask their URL **Impact:** We cannot send the bot to the meeting because we don't recognize that the link is a meeting link. **Solution:** Use standard meeting URLs from your conferencing provider (Zoom, Google Meet, Microsoft Teams) without masking or external services. ### 1. Microsoft Teams #### Non-Standard Teams Meetings **Problem:** Non-standard Teams meetings are currently unsupported. **Unsupported meeting types:** * Registration-required meetings & webinars * Teams Live Events * Town Hall Events * Direct calls **Solution:** Use standard Teams meetings for AI Notetaker support. #### Registration-Required Meetings & Webinars **Problem:** Meetings and webinars that require registration are currently not supported. **Solution:** Create standard Teams meetings without registration requirements if you want AI Notetaker to join. #### Teams Breakout Rooms **Problem:** Teams breakout rooms are currently not supported. **Impact:** The Notetaker will only capture the main call, not breakout room conversations. **Solution:** Keep important discussions in the main meeting room if you need AI Notetaker to capture them. ### 2. Google Meet #### The Meeting Requires Users to Be Signed In **Problem:** Google Meet can sometimes require users to be signed in with their Google accounts if this setting is turned on in GSuite accounts. **Impact:** Motion currently doesn't support these use cases. **Solution:** Disable the "Sign-in required" setting in your Google Workspace admin settings to allow the Notetaker to join. #### The Meeting Disables External Users from Joining **Problem:** Some users disable external users from joining their Meet links through Google Workspace settings. **Impact:** The Notetaker cannot join because it's treated as an external participant. **Solution:** Enable external users to join in your Google Workspace settings. This is a Google Workspace admin setting that needs to be adjusted. ### 3. Zoom #### Host Was Not Present **Problem:** Sometimes a bot joins a meeting but is unable to record because it never asked for permission. This means the host was not present and thus was unable to grant recording permissions to the bot. **Solution:** In order for a bot to get recording permissions when the host is not present in the meeting, the creator of the meeting must be authenticated via the [Zoom OAuth Integration](https://recallai.readme.io/reference/zoom-oauth-getting-started). **Troubleshooting:** If the end user that created the meeting is not showing up as the host (`is_host: false`), one of two things is going on: * They are not signed into the Zoom account where the meeting was created from * They are not signed into their Zoom client at all #### The Host's Local Recording Setting Was Disabled **Problem:** If the host's global local recording setting is disabled, the bot will fail to record. **Error indicator:** The bot will have a Recording Permission Denied event with a `zoom_local_recording_disabled` sub code. **Solution:** Host should enable their global user-level local recording setting in their Zoom user settings. #### The Host Has Disabled Permitting Participants to Record Locally **Problem:** The host has their global local recording setting enabled, but they can't grant participants permission to record locally, which is needed for a bot to record. **Error indicator:** The bot will emit a Recording Permission Denied event with a `zoom_local_recording_request_disabled` sub code. **Solution:** Host should enable this setting by checking the boxes labeled: * Internal meeting participants * External meeting participants # Concept: AI Notetaker ## Understanding Motion’s AI Notetaker Meetings are where decisions are made — but too often, details get lost, action items slip through, and attendees are stuck multitasking between contributing and taking notes. Motion’s **AI Notetaker** solves this by acting as your meeting co-pilot. It automatically joins calls, captures the discussion, and produces clear summaries, transcripts, and action items — all stored and searchable in Motion. With AI Notetaker, you can stay fully present in conversations, knowing that Motion is handling the documentation and ensuring nothing falls through the cracks. ### At a Glance * **What it is** → An AI meeting assistant that joins your scheduled calls, records discussions, and generates notes, summaries, transcripts, and action items. * **Why it matters** → Frees you to focus on the conversation while ensuring consistent documentation and effortless follow-up. * **Mental model** → Think of it as a silent participant in every meeting — capturing, summarizing, and connecting outcomes directly into your Motion workspace. * **Key benefits** → Engagement without distraction, instant recaps, searchable meeting history, and integrated task follow-up. * **Integration** → Capture talking points into tangible action items. * **Key takeaway** → AI Notetaker is your reliable co-pilot in every meeting, ensuring clarity, accountability, and action. ## Why AI Notetaker Matters Meetings are essential for alignment, but they come with challenges: someone has to take notes, details get missed, and follow-ups are often unclear. AI Notetaker removes that burden by handling documentation for you — so you can stay fully engaged in the conversation. **Why this matters for you:** * **Stay present** → Focus on contributing ideas instead of splitting attention between speaking and typing. * **Effortless follow-up** → Action items are captured automatically and can be turned into tasks in Motion with one click. * **Consistency** → Every meeting, big or small, gets the same reliable record. * **Accountability** → Summaries and recaps ensure decisions and responsibilities are visible to all participants. * **Inclusivity** → With multilingual transcription, discussions in over 100 languages are documented, while summaries remain in English for clarity across teams. **Key idea:** AI Notetaker matters because it transforms meetings from fleeting conversations into lasting, actionable records — without pulling you away from the discussion. ## Mental Model: Your Meeting Co-Pilot Think of AI Notetaker as a **silent participant** in every meeting — always present, always documenting, never missing a detail. Here’s how to think about it: 1. **Joins the meeting** → Motion’s AI enters scheduled calls with video links from your connected Main Calendar. 2. **Captures the conversation** → Records and transcribes in real time, supporting 100+ spoken languages. 3. **Processes into outcomes** → Generates summaries, key decisions, and action items. 4. **Connects to your workflow** → Action items can be approved and pushed directly into Motion as tasks with owners and deadlines. 5. **Stores knowledge** → Everything — transcript, notes, and action items — is searchable later in your AI Meeting Notes hub. **Key idea:** The mental model is simple: AI Notetaker is your co-pilot in every meeting, converting spoken discussions into structured, actionable knowledge that lives inside Motion. ## Key Benefits of AI Notetaker AI Notetaker transforms meetings from fleeting conversations into reliable, actionable records. * **Full engagement** → Stay focused on the discussion, knowing Motion is capturing every detail. * **Effortless follow-up** → Summaries and action items are ready instantly, reducing the need for manual notes or recaps. * **Shared accountability** → Everyone leaves the meeting with the same understanding of decisions and next steps. * **Centralized knowledge** → Notes, transcripts, and recordings are stored under the AI Meeting Notes tab, making them easy to search later. * **Task integration** → Action items become Motion tasks with owners, deadlines, and context built in. * **Multilingual transcription** → Supports 100+ spoken languages, ensuring inclusivity across global teams (while summaries remain in English for consistency). **Key idea:** AI Notetaker ensures no meeting is wasted — turning conversations into structured knowledge and clear next steps. ## Integration with Motion AI Notetaker isn’t just about capturing notes — it’s about connecting meeting outcomes directly into your workflow. * **Tasks** → Action items identified in meetings can be approved and instantly converted into Motion tasks, complete with assignees, deadlines, and descriptions. * **AI Meeting Notes tab** → All summaries, transcripts, and recordings are stored in one searchable hub inside Motion, making it easy to resurface decisions later. * **Email recaps** → Summaries can be automatically sent to hosts and attendees, ensuring everyone leaves the meeting with the same record. **Key idea:** AI Notetaker doesn’t just document your meetings — it integrates outcomes into Motion so insights turn into action. ## Conclusion Meetings are where alignment and decisions happen — but without proper documentation, important details can slip away. Motion’s AI Notetaker eliminates that risk by automatically joining, recording, and summarizing your meetings. It captures action items, creates searchable records, and integrates outcomes directly into your tasks and projects. #### Key Takeaway AI Notetaker is your meeting co-pilot — turning conversations into lasting, actionable knowledge so you can stay engaged, aligned, and focused on what comes next. # Docs ### Introduction Docs in Motion aren’t just places to write, they’re where ideas turn into action. With AI built into Docs, you can draft from scratch, refine sections inline, pull in references, and even get critiques; all without leaving your doc. Instead of switching between writing and planning tools, Motion keeps everything connected: your tasks, projects, and documents live side by side. #### At a Glance * Start from a **blank doc** or ask AI to draft for you. * Add **references** like brand guides, docs, or project links for context-rich drafts. * **Tweak sections inline** with AI-powered skills like Summarize or Rewrite. * Get **critiques** from role-based perspectives to sharpen your doc. * Use **version history** to roll back changes anytime. #### What You’ll Learn By the end of this guide, you’ll know how to: 1. Start a draft from a blank doc and let AI handle the first pass. 2. Add references so your doc matches your brand, tone, or context. 3. Edit inline with AI tools that rewrite, summarize, or refine sections. 4. Request critiques and apply actionable feedback. 5. Roll back AI changes with version snapshots for peace of mind. *** ### Start a blank doc
Start a Draft from a Blank Doc Every great doc starts with… well, a blank page. But in Motion, that page comes with AI on standby, ready to draft for you. 1. **Open a new doc** 1. From the sidebar, click **+ New → New Doc**. 2. Or open an existing folder/workspace and hit **+ → New Doc**. 2. **Choose how to start** 1. On the blank page, start typing your content. 2. Or use **Docs AI**, describe what you want to draft. 3. **Tell Motion what you need** 1. Type a prompt like: *“Write a marketing launch plan for the summer. I am an retail e-commerce store."* 2. If prompted, answer 2–3 clarifying questions (e.g., audience, timeline, goals). 4. **Sit back and watch** 1. Motion begins streaming a draft directly into your doc. 2. The doc locks while AI writes, so everything stays tidy. 3. A version snapshot is created automatically in case you want to roll back.
{% @supademo/embed demoId="cmkmr961p237p12fiax85b37m" url="" %} ### Adding references
Add References for Smarter Drafts Motion AI gets even better when you give it context. By adding references, you help Motion mirror the tone, style, or details from your existing work. Think of it as handing your AI co-writer a stack of notes before they start typing. 1. **Open the AI chat** 1. At the bottom of your doc, click into the chat bar. 2. **Attach references** 1. Use **@mention** to link existing docs, tasks, or projects. 3. **Guide Motion on how to use them** 1. Example: *“Follow tone in the brand guide and pull deadlines from the Q4 project plan.”* 4. **Confirm and run** 1. Your references will appear in the chat and stay tied to this doc for future prompts. {% hint style="info" %} 💡 **Pro tip:** Think of references as your “AI guardrails.” The clearer the sources, the closer your draft will land to what you’d write yourself. {% endhint %}
{% @supademo/embed demoId="cmkmrhijd23p612fiaqwx2kdc" url="" %} ### Tweak sections inline
Tweak Any Section Inline Sometimes a draft is close, but not quite there. Instead of rewriting everything, you can refine any part of your doc directly — no messy copy-paste. 1. **Highlight the section** you want to update. 2. On the block toolbar, click **AI tools**. 3. Choose a skill like **Summarize**, **Rewrite or edit text**, **create a task, or create multiple tasks.** 4. Review the changes inline. Approve them or keep iterating with AI in the chat. {% hint style="info" %} 💡 **Pro tip:** Use small, specific prompts (e.g., *“Rewrite to be more persuasive”*). Targeted asks = sharper results. {% endhint %}
{% @supademo/embed demoId="cmkmropzt249y12fibupfs2ij" url="" %} ### Get a quick critique
Get a Quick Critique Think of this as having an editor on standby. Motion can review your doc and give you actionable, role-based feedback in seconds. 1. Open the **AI chat** in your doc. 2. Type **Provide feedback on this document** as the prompt. 3. Review the notes (e.g., “B2B marketer feedback” or “General clarity improvements”). 4. If you agree, click **Apply suggested changes** to implement them instantly. {% hint style="info" %} 💡 **Pro tip:** Try feedback from different roles (like “marketer” vs “project manager”) to see your doc through multiple lenses. {% endhint %}
{% @supademo/embed demoId="cmkmrvavs24sl12fiwpbeuf10" url="" %} ### Accessing version history
Roll Back Any AI Change Made an edit you’re not happy with? No problem, Motion automatically saves version snapshots every time you or AI makes a change. You can roll back in seconds. 1. Go to the **top right corner** of your doc and click the **version history icon** (the clock with an arrow). 2. In the panel, browse through your saved snapshots. Each one is timestamped with who made the change. 3. Click **Restore** on the version you’d like to return to. {% hint style="info" %} 💡 **Pro tip:** Use version history not just as an undo button, but as a way to track how your draft evolved over time. {% endhint %}
{% @supademo/embed demoId="cmkms0i7r250w12fi1zw419b2" url="" %} # Docs How-to Guide ## **Intro** Motion Docs give you a flexible space to capture notes, draft ideas, and turn them into action. Whether you’re preparing for a meeting, writing a project brief, or documenting team knowledge, Docs stay connected to the rest of Motion so your work never gets lost. With AI built in, you can draft faster, organize smarter, and link everything back to tasks and projects. **At a Glance** * **Navigate with ease** → Browse docs in your workspace, search from the sidebar, or pin favorites. * **Add and edit content** → Write, format, and collaborate in real time. * **Turn notes into work** → Create tasks and projects inline or from meeting notes. * **Collaborate and scale** → Work together, track changes, and keep version history. * **Connect it all** → Link tasks, projects, and other Motion work to keep context in sync. *** ### Navigating docs
How to Navigate Docs 1. **Browse from your workspace** 1. Open the **Workspaces** panel in the sidebar. 2. Click into a folder or project to see all docs stored there. 3. Expand nested folders if you’ve organized docs hierarchically. 2. **Search across everything** 1. Use the **Search bar** in the top-left corner. 2. Type a keyword, doc title, or even project/task name. 3. **The All results tab** in your Motion search show matches across docs, projects, and tasks, so you can jump straight in or search within the **Docs tab** purely for Docs to remove unwanted Motion items. 3. **Use Favorites for quick access** 1. Hover over any doc in the sidebar → click the 3 dots then the **star icon** to favorite it. 2. Your favorites appear in the **Favorites** section of the sidebar for one-click access. 4. **Jump with @ references** 1. In any doc, type **`@`** followed by a title or keyword to instantly reference another doc. 2. This not only links docs together but also creates shortcuts for navigation. 5. **Keep your sidebar tidy** 1. Collapse folders you’re not using to reduce clutter. 2. Organize folders into a different workspace by clicking on the 3 dots (folder in the workspace) > edit > select a location. {% hint style="info" %} :bulb:**Pro tip:** Combine **Favorites** for your daily go-tos and **Search** for quick discovery. This keeps you from digging through long workspace trees. {% endhint %}
{% @supademo/embed demoId="cmkpk5isq1gf2cydykfs5ryky" url="" %} ### Add and edit content
How to add and edit content in Motion Docs 1. **Open or create a doc** 1. From any workspace or folder, click **New doc** (left sidebar **+** menu or `/ new doc` inside another doc). 2. Click the title at the top to rename it. 2. **(Optional) Let AI draft for you** 1. In the gray prompt at the top, describe what you want (e.g., “Draft a kickoff agenda. Use @Marketing Campaign.”). 2. Press **Esc** or click outside of the prompt box anytime to switch to manual writing. 3. **Insert anything with the slash menu** 1. Press **`/`** to open the command palette, then choose what to insert: 1. **Headings**: `Heading 1 / 2 / 3` 2. **Lists**: `Bulleted list`, `Numbered list`, `Check list` 3. **Table**, **Blockquote**, **Divider** 4. **Code block**, **Emoji**, \*\*Upload attachment\` 5. **Work items**: `New task`, `New project`, `New doc` 6. **Create content** to pull in an AI-generated section 4. **Turn notes into work (inline)** 1. Type **`/ new task`** to create a task right where your cursor is. 2. Use **`/ new project`** to spin up a project from a section of the doc. 3. Use **`@`** to reference existing docs, projects, or tasks so readers can jump there. 5. **Edit and format text quickly** 1. Select text to **bold / italicize / underline**, add links, or convert to a heading or list. 2. Use keyboard: **Cmd/Ctrl+B/I/U** for formatting; **Tab/Shift+Tab** to indent/outdent list items. 6. **Reorder content** 1. Hover a block to grab the **drag handle** on its left, then drag to move it. 2. Multi-select blocks (hold **Shift** and click) to move sections together. 7. **Comment and collaborate** 1. Highlight text → **Comment** to leave feedback or `@mention` a teammate. 2. Resolve comments as you address them; everything stays tracked on the doc. 8. **Use references to keep context tight** 1. Type **`@`** and search to link relevant docs/projects/tasks. 2. These links act as live references your AI and teammates can follow. 9. **Review history & protect work** 1. Open **Version history** (clock with arrow icon) to see prior versions or restore one. 2. Use **Share** to control who can view or edit; use **Move** to file the doc in the right workspace/folder. 10. **Pro keyboard cheatsheet** 1. `/` open insert menu • `@` link items • `Cmd/Ctrl+K` add link 2. `-` then space for bullets • `[]` then space for a checklist 3. ` ``` ` then Enter for a code block {% hint style="info" %} :bulb:**Pro tip:** Keep sections tight with headings + checklists, then convert decisions into `/ new task` items as you go. Your doc becomes a living plan, not just notes. {% endhint %}
{% @supademo/embed demoId="cmkpkdbek1hd8cydydpm4ydko" url="" %} ### Turn notes into work
How to Turn Notes into Work 1. **Open your doc** 1. Navigate to the doc where you’ve written your notes. 2. Place your cursor next to the line of text you want to turn into a task or project. 2. **Use the `/` command** 1. Type **`/`** to open the quick actions menu. 2. Select **New task** or **New project**. 3. **Fill in the details** 1. Give your task or project a **name**. 2. Add extras like due dates, assignees, or priority as needed. 4. **Keep context connected** 1. The task/project stays **linked back to the doc** where it was created. 2. This way, anyone reviewing the doc later can trace the context behind the work item. 5. **Edit inline anytime** 1. Hover over the created task/project inside the doc. 2. Update details (status, assignee, deadlines) without leaving the doc. {% hint style="info" %} :bulb:**Pro tip:** Capture decisions and next steps during meetings directly as tasks/projects inline — no need to rewrite notes later. {% endhint %}
{% @supademo/embed demoId="cmkpksldv0299w10h1gatij7c" url="" %} ### Collaborate and scale
How to Collaborate and Scale with Docs 1. **Invite teammates** 1. Open your doc → click **Share** in the top-right. 2. Choose who can **view** or **edit**. 3. Share with individuals or your entire workspace. 2. **Edit together in real time** 1. Multiple teammates can type, edit, and format simultaneously. 2. Changes appear live, so everyone stays in sync. 3. **Comment and @mention** 1. Highlight text → click **Comment**. 2. Use `@` to tag a teammate, assign follow-up, or request feedback. 4. **Track version history** 1. Click the **Version history** (clock with arrow icon). 2. Review past edits and restore a previous version if needed. 5. **Organize and move docs** 1. Use the **Move** button to file docs into the right folder, project, or workspace. 2. This keeps scaling teams from losing track as the number of docs grows. 6. **Standardize with templates** 1. Reuse well-structured docs as starting points for agendas, briefs, or knowledge bases. 2. This saves time and ensures consistency across your team. 7. **Grow with your team** 1. Add more editors and contributors as projects expand. 2. Docs naturally evolve from simple notes into long-term knowledge spaces. {% hint style="info" %} :bulb:**Pro Tip:** Keep high-value docs (like onboarding guides or project playbooks) in **Favorites** so new teammates can find them instantly. {% endhint %}
{% @supademo/embed demoId="cmkpkxw1i0001w20irrivalm7" url="" %} ### Connect it all
How to Connect Docs with Tasks, Projects, and Other Motion Work 1. **Reference work items with @** 1. In your doc, type **`@`** and start typing the name of a **task, project, or doc**. 2. Select it from the dropdown to create a live link. 3. This keeps related work one click away. 2. **Create tasks and projects inline** 1. Type **`/Task`** to capture an action item directly in your doc. 2. Use **`/Project`** when a bigger deliverable comes up in your notes. 3. These items automatically sync to your workspace with full context. 3. **Turn meeting notes into work** 1. While writing recaps, use **`/Task`** or **`/Project`** on decisions or next steps. 2. Tasks stay linked back to the meeting doc for reference later. 4. **Embed docs inside projects** 1. Open a project → attach or create a doc inside it. 2. Use this for project briefs, kickoff agendas, or documentation tied to that project. 5. **Move docs into the right place** 1. Click **Move** in the top-right corner of your doc. 2. File it under the correct **workspace, folder, or project** so context is always clear. 6. **Use docs as AI context** 1. When chatting with Motion AI, reference a doc with `@` so the AI can pull in its contents. 2. Great for drafting updates, generating summaries, or building new tasks. {% hint style="info" %} :bulb:**Pro Tip:** Treat your doc as a hub — decisions live in the doc, actions live in tasks, and projects stay connected so nothing falls through the cracks. {% endhint %}
{% @supademo/embed demoId="cmffzi5upbqho39ozat7f35q8" url="" %} ### Conclusion Docs in Motion are more than just a place to write — they’re the bridge between ideas and action. You can capture notes, draft briefs, or document knowledge, then turn them directly into tasks and projects without losing context. With real-time collaboration, version history, and seamless connections to the rest of Motion, Docs scale with your team as your work grows. ✨ **Key takeaway:** Treat Docs as your single source of truth — where conversations, decisions, and next steps all stay connected in one place. # Reference: Docs ## Introduction Motion Docs is the document system inside Motion that supports writing, editing, collaboration, and publishing directly within your workspace. This reference outlines the system rules that define how Docs behave — from structure and formatting to access, versioning, and reliability. It provides a factual overview of what Motion Docs supports, what limits apply, and how documents connect with the rest of Motion. ## At a Glance #### 1. Structure & Model * **Core Model** → How Docs are created, stored, and linked. * **Organization and Hierarchy** → Inheritance and structure within workspaces, folders, and projects. * **Creation and Placement** → Rules for where new Docs appear and how context is inherited. #### 2. Content & Editing * **Editing and Blocks** → Block-based editing rules for text, lists, and media. * **Formatting and Presentation** → Supported text styles, lists, and block-level formatting. * **Turn Notes Into Scheduled Work** → Converting content into tasks and projects. #### 3. Collaboration & Access * **Collaboration and Access** → Permissions and visibility rules for individuals and teams. * **Publishing and Versioning** → Updates, history, and restoring versions. #### 4. Discovery & Boundaries * **Navigation and Discovery** → Search, filters, and surfacing Docs in context. * **Limits, Reliability, and Edge Cases** → Boundaries and constraints of the Docs system. #### What You’ll Learn By the end of this reference, you’ll understand the system rules that govern Motion Docs — how they are created, structured, edited, shared, and versioned. You’ll also know the limits and behaviors to expect when working with Docs, so you can rely on them for accurate collaboration and task management.
# Structure & Model **1. Structure & Model** * **Core Model** → How Docs are created, stored, and linked. * **Organization and Hierarchy** → Inheritance and structure within workspaces, folders, and projects. * **Creation and Placement** → Rules for where new Docs appear and how context is inherited. *** ## Core Model The Core Model defines the structure of Motion Docs — how documents are stored, represented, and linked within a workspace.
FeatureDetails
Canvas vs. blocksEach Doc is a canvas made up of individual blocks. Blocks are the basic editing unit (text, list, task, or media). The canvas provides structure for arranging and nesting blocks.
Block types & hierarchyBlocks follow a parent–child hierarchy. A parent block controls the behavior of its children: moving, collapsing, or deleting the parent also affects its child blocks. Lists and checklists are the clearest example — a main bullet is the parent, and its indented sub-bullets are children. Headings, by contrast, provide visual grouping but do not impose structural hierarchy on the blocks that follow.
Sub-Docs & parent-child linkingA Doc can contain Sub-Docs that are linked to their parent. By default, Sub-Docs inherit the parent Doc’s location and sharing settings, making them easy to organize and collaborate on. This link is not permanent — a Sub-Doc can be disconnected from its parent and moved or shared independently if needed.
Icon docEach Doc displays a color and icon for quick identification. Colors and icons are applied at the Doc level and remain visible in search, navigation, and references.
Workspace-level storage & ownershipAll Docs are stored at the workspace level. Ownership and access follow workspace permissions. A private doc should be in your private workspace.
## Organization and Hierarchy Organization and hierarchy define how Motion Docs are structured and arranged within a workspace.
FeatureDetails
Workspace, folder, project, doc nestingDocs live at the workspace level and can be placed inside folders or projects. Nesting rules follow a parent → child relationship (workspace → folder/project → doc → sub-docs).
Linking between docs and blocksDocs and individual blocks can be linked directly. Copy link provides a persistent reference to the selected Doc or block.
Move, rename, and drag-dropDocs and folders can be renamed at any time. Items can be moved or reordered using drag-and-drop within the workspace hierarchy.
FavoritesDocs or folders can be marked as favorites. Favorites can be added or removed at any time, and appear in the sidebar. Sorting follows the order items are favorited; manual re-ordering is not supported.
## Creation and Placement Creation and placement define where new Docs appear, how they inherit context, and how permissions apply after creation.
FeatureDetails
Left sidebar “New” flowCreating a new Doc from the New (+) button in the sidebar places it in the currently selected workspace by default.
Permission inheritanceNew Docs inherit the sharing and permissions of their parent folder or project. Permissions can be adjusted manually after creation.
Cross-workspace sharingDocs are created in a single workspace. After creation, they can be shared to additional workspaces via the Share dialog.
Mobile parityCreating Docs on mobile follows the same location and inheritance rules as desktop. Some advanced placement actions (e.g., drag-drop reordering) may be limited on mobile.
# Content & Editing **2. Content & Editing** * **Editing and Blocks** → Block-based editing rules for text, lists, and media. * **Formatting and Presentation** → Supported text styles, lists, and block-level formatting. * **Turn Notes Into Scheduled Work** → Converting content into tasks and projects. *** ## Editing and Blocks Editing in Motion Docs is block-based. Each block is an independent unit of content that can be added, rearranged, or formatted.
FeatureDetails
Slash menu catalog

Typing / opens the block menu. Options include:

  • New task, New project, New doc
  • Create content (AI)
  • Search docs, projects, or tasks
  • Heading 1, Heading 2, Heading 3
  • Numbered list, Bulleted list, Check list
  • Table, Blockquote, Code block
  • Divider, Emoji
  • Upload attachment
Block properties & inline controls

Blocks can be styled with:

  • Paragraph, Heading 1, Heading 2, Heading 3
  • Bulleted list, Numbered list, Check list
  • Blockquote, Code block

Inline text formatting includes: bold, italic, underline, strikethrough, links. Toolbar options also allow text color, background color, and block-level actions (convert, delete, duplicate).

Block-level settings

Each block supports:

  • Copy link to block
  • Turn into (convert between block types: Heading, Paragraph, List, Checklist, Code, Blockquote)
  • Delete block
Tables, code blocks, quotes, dividers
  • Tables: Rows and columns with text + inline formatting support.
  • Code blocks: Monospaced style, preserves indentation and whitespace.
  • Blockquote: Indented block with quote styling.
  • Divider: Horizontal rule separating sections.
Code block support language
  • C, C-like, C++, CSS, HTML, Java, JavaScript, Markdown, Objective-C, Plain text, PowerShell, Python, Rust, SQL,Swift, TypeScript, XML
Headings & toggle headings
  • Headings (H1, H2, H3) define hierarchy.
  • Toggle headings expand/collapse both child block and lists, allowing sections of text or nested lists to be hidden or revealed.
Checklists & list nesting
  • Checklists support check/uncheck states.
  • Bulleted and numbered lists allow multiple nested levels.
Keyboard shortcuts & formatting toolbar
  • Common shortcuts apply formatting (e.g., CMD + B = bold, CMD + I = italic).
  • A floating formatting toolbar appears when highlighting text.
## Formatting and Presentation Formatting and presentation define how text and content can be styled or displayed in Motion Docs.
FeatureDetails
Text color paletteInline text can be styled with a fixed color palette. Colors are applied at the character or word level and can be removed to return text to the default. In addition, you can apply background colors behind text for emphasis. Both text and background colors are purely visual and do not affect formatting or document structure.
Code formatting & language hints
  • Inline code: Monospaced style applied within text.
  • Code blocks: Support syntax highlighting for multiple languages (e.g., JavaScript, Python, SQL). Language can be selected from a dropdown.
Inline links, mentions, and previews
  • Links: Any text can be hyperlinked to an external URL.
  • Mentions (@): Docs, projects, tasks or users can be referenced inline.
  • Previews: Mentions expand into previews showing the linked item’s title and metadata.
Copy-paste & markdown handling
  • Copy-paste from external sources preserves basic formatting (headings, bold, italics, lists).
  • Markdown syntax (e.g., **bold**, # Heading) is automatically converted into the equivalent Doc formatting when pasted or typed.
## Turn Notes into Work Motion Docs let you turn written notes directly into tasks and projects that are automatically scheduled by Motion. This means ideas and plans don’t just live in documents. They become scheduled work on your calendar.
FeatureDetails
Inline task creationTasks can be created directly within a Doc using inline fields. Supported fields include title, assignee, due date, and priority. Once created, these tasks follow the same workspace rules as tasks created elsewhere and are automatically scheduled by Motion based on their details and available time.
Inline project creationProjects can be created inline from a Doc using supported fields like title and dates. Once created, the project follows the same workspace rules as other projects, and any tasks within it are automatically scheduled by Motion based on their details and available time. Additional project fields can be configured in the full project view after creation.
Editing inline vs. full viewInline tasks and projects can be edited in place for basic fields. Opening the full view allows access to all fields, attachments, and advanced settings.
Auto-scheduling & ETA visibilityInline-created tasks are included in Motion’s auto-scheduling. Estimated completion times (ETAs) are visible alongside the task once scheduled.
Deletion & restoreDeleting an inline-created task or project only removes it from the Doc (treated as text) and NOT the workspace.
# Collaboration & Access **3. Collaboration & Access** * **Collaboration and Access** → Permissions and visibility rules for individuals and teams. * **Publishing and Versioning** → Updates, history, and restoring versions. *** ## Collaboration and Access Collaboration and access define who can view, edit, or share a Motion Doc, and how permissions are applied across people and workspaces.
FeatureDetails
Roles matrix
  • Full Access: Can edit, comment, and share with others.
  • Editor: Can edit and comment, but cannot manage sharing.
  • Viewer: Can only view.
  • Remove: Access is revoked.
Invite flows & permission precedencePeople can be invited directly, or access can be granted at the workspace level. Direct invites override inherited workspace permissions (e.g., someone invited as Viewer directly remains Viewer, even if their workspace is Full Access).
Share to people vs workspaces
  • Share to people: Adds specific users with assigned roles.
  • Share to workspaces: Grants access to all members of a workspace.
Copy link to blockCopy link generates a URL pointing to the exact block. Visibility of the link follows the Doc’s access permissions — only users with access can open it.
Avatars

Avatars in the Doc header show presence.

  • Active viewers display when currently viewing.
  • Recent viewers display if they’ve accessed the Doc recently.
## Publishing & Versioning Publishing in Motion Docs controls how documents are shared externally, while versioning ensures that changes are tracked and recoverable.
FeatureDetails
Publish flow & public URL rulesPublishing generates a unique public URL for the Doc.
Sync delay & read-only guaranteesUpdates made in Motion sync automatically to the published version. A short delay may occur before changes appear. Published Docs are always read-only to external viewers.
Unpublish behavior & link invalidationUnpublishing a Doc immediately disables its public URL. External viewers lose access, and the link cannot be reused.
Search engine indexingPublished Docs are not indexed by search engines by default. Indexing rules follow Motion’s privacy and visibility settings.
Version history capture, preview, restoreEvery edit creates a version in history. Users can preview older versions or restore them, creating a new version without overwriting the current state. Version history is available whether or not a Doc has been published.
# Discovery & Boundaries #### 4. Discovery & Boundaries * **Navigation and Discovery** → Search, filters, and surfacing Docs in context. * **Limits, Reliability, and Edge Cases** → Boundaries and constraints of the Docs system. *** #### Navigation and Discovery Navigation and discovery define how users move through Motion Docs, search for content, and locate recently accessed material.
FeatureDetails
Browse by workspace and projectThe sidebar organizes content by workspace, with nested folders, projects, and docs. Each workspace is listed separately, and counts indicate the number of items inside.
Sidebar search scope & permissionsThe search bar surfaces docs, projects, and tasks. Results are permission-based: only items the user has access to appear.
Table of contents generationThe table of contents is automatically generated from headings, ordered by H1 → H2 → H3. Headings appear in the right side scrollbar denoted with grey lines for quick navigation.
Jump-to-heading & scroll behaviorClicking a heading in the table of contents jumps the view to that section. The sidebar highlights the current heading as the user scrolls.
Recently viewed & recentsThe Recents list (shown top right corner by profile icons) shows users who recently accessed docs. Profiles update dynamically as users navigate. Recents may include docs opened in view-only mode.
Writing commentsUsers can highlight text or blocks and add comments. Comments are threaded and tied to the specific location in the doc.
#### Limits, Reliability, and Edge Cases This section defines the boundaries of Motion Docs, including system limits and known behaviors in less common scenarios.
FeatureDetails
Concurrent editing & conflict rulesMultiple users can edit a Doc at the same time. Edits sync in real time. If conflicting changes occur (e.g., two people editing the same block simultaneously), the most recent save takes precedence.
Delete, restore & retention
  • Deleted Docs are permanently deleted and can't be recovered.
  • Permanent deletions cannot be undone. Retention policies follow workspace settings.
Block syncingThere is no feature to sync a block across multiple Docs. Copy-paste creates independent blocks that do not update each other.
# Concept: Docs ### Introduction Docs in Motion are built for the full lifecycle of written work — from brainstorming messy ideas to drafting polished content. Instead of juggling different tools for whiteboarding, drafting, and revising, Docs give you **one integrated space** that adapts to how you think and write. * **White space for ideas** → Use the flexible canvas inside Docs to explore, collect, and structure your thoughts before writing. * **AI co-writer for drafting** → When you’re ready, shift into drafting and refining text with Motion’s AI, directly inside your doc. * **Seamless flow** → Start broad with brainstorming, then tighten into clear writing — all without leaving Docs. This guide explains the **purpose and mental model** behind Docs in Motion, and walks through the **core use cases** where Docs help you go from ideas → draft → published work. The goal: help you **think, write, and share in one place** — without switching tools or losing momentum. ### At a Glance * **What it is** → Motion Docs are a single space for thinking, drafting, and refining — combining flexible idea exploration with AI-assisted writing. * **How it works** → Start broad by capturing and organizing ideas in the canvas, then move seamlessly into drafting and revising with AI inside your doc. * **Why it matters** → No switching between tools — brainstorming, outlining, and publishing all happen in one continuous flow. * **Modes of work** * **White space for ideas** → collect, cluster, and structure your thoughts. * **AI co-writer** → draft, edit, and polish text quickly. * **How they work together** → Brainstorm freely, then turn those ideas into clear writing without breaking momentum. * **Core use cases** → Outlining, brainstorming, drafting, revising, publishing — all unified in Docs. # Purpose of Docs ## Purpose and Mental Model The purpose of Motion Docs is simple: to help you move from **raw ideas** to **polished writing** without switching tools or breaking focus. Docs give you a single environment where exploration, drafting, and refinement happen in one flow. **Mental Model:** * **Docs as a workspace** → Think of Docs as both a whiteboard and a writing desk. You can brainstorm freely, then refine into clear prose — all in the same space. * **Two modes of work:** * **White space** for brainstorming and structuring ideas. * **AI co-writer** for drafting, editing, and revising text. * **Flow, not silos** → Ideas captured in the white space flow naturally into writing, and AI helps you polish without ever leaving your doc. **Key idea:** Motion Docs aren’t just a text editor — they’re a dynamic environment designed for the full lifecycle of content, from messy first thoughts to finished output. ## How to Think About the Workflow (Your Process) From a user’s perspective, the value is in *how you move between the two tools*. Treat them as stages in your writing process: 1. **Explore in the white space** → Capture messy ideas, collect references, and map structure. 2. **Decide** → Clarify your direction and the message you want to communicate. 3. **Draft in AI Docs** → Turn your structured ideas into full text with AI co-writing and quick edits. 4. **Refine** → Review, revise, and finalize with version history and references. This is the *mental model* — a loop you control. Canvas gives you freedom to think broadly; AI Docs gives you focus to publish confidently. ## What Motion Docs Is (and Isn’t) {% tabs %} {% tab title="What it is" %} * A single space to **brainstorm, draft, and refine** your work. * A combination of **flexible white space** and an **AI co-writer** that adapts to your workflow. * A living document where ideas, structure, and polished writing all coexist. * **A connected workflow** where you brainstorm, refine in AI Docs, and keep everything in one document. * **A thinking companion** designed to accelerate your process, not replace it. {% endtab %} {% tab title="What it isn’t" %} * ❌ Not just a static text editor — Docs are designed for flow, not rigid formatting. * ❌ Not a generic chatbot — AI works in the context of your document, not outside of it. * ❌ Not a publishing CMS — Docs help you create and refine content, but publishing/distribution lives elsewhere. * ❌ Not a replacement for judgment — AI assists with writing, but your voice, expertise, and decisions guide the outcome. {% endtab %} {% endtabs %} {% hint style="info" %} **Key idea:** Motion Docs are purpose-built for creating, not just storing text — giving you a space where exploration and execution happen together. {% endhint %} # Use case ## Core Use Cases for Motion Docs Docs are designed to support the full spectrum of written work, from early exploration to polished output. * **Brainstorming ideas** → Capture thoughts, references, or snippets in the white space without worrying about order or polish. * **Outlining projects or content** → Map structure visually, then shift into writing mode as sections take shape. * **Drafting quickly with AI** → Turn outlines or prompts into first drafts in seconds, saving time on blank-page starts. * **Revising and refining** → Use AI to edit for tone, clarity, or length while keeping control of the final message. * **Collaborating with teammates** → Share one doc for ideas, drafts, and reviews — so discussion and edits stay in context. * **Capturing knowledge** → Store meeting notes, briefs, or project overviews in Docs so work and context live side by side. **Key idea:** No matter where you are in the writing process — brainstorming, structuring, drafting, or polishing — Motion Docs give you one continuous space to do it. ## When to Use White Space vs. AI in Docs Motion Docs give you two ways to work, depending on where you are in the process: * **Use the white space when…** * You’re still brainstorming and collecting raw ideas. * You want to cluster inputs, references, or notes without worrying about flow. * You’re mapping the structure of a doc before writing sentences. * **Use AI when…** * You’re ready to turn outlines or ideas into a draft. * You need help rewriting for tone, clarity, or length. * You want to refine specific sections without reworking the whole doc. **How they work together:** Start broad in the white space → organize into an outline → draft and polish with AI inside the doc. {% hint style="success" %} **Key idea:** White space is for exploration, AI is for execution — and both live inside Docs so you can move fluidly between them. {% endhint %} ## How White Space and AI Work Together Docs are most powerful when you use the white space and AI in tandem. Each mode complements the other — one helps you explore, the other helps you refine. **The flow looks like this:** 1. **Capture freely** → Start in the white space by jotting down notes, references, and ideas without worrying about polish. 2. **Structure your thoughts** → Organize snippets into clusters, sections, or a rough outline. 3. **Draft with AI** → Turn that outline into a full draft using Motion’s AI co-writer directly inside the doc. 4. **Refine iteratively** → Use AI to adjust tone, tighten clarity, or expand sections as needed. 5. **Finalize** → With both exploration and AI-driven drafting in one space, you can polish and share seamlessly. {% hint style="info" %} **Key idea:** White space helps you think broadly, AI helps you write sharply — together, they create a smooth path from messy ideas to a finished doc. {% endhint %} #### **Inherited Context** When you create a doc in Motion, it automatically inherits the context of where it was created — whether that’s inside a project, task, or workspace. This means the doc isn’t starting from scratch: Motion understands its relationship to surrounding work. Inherited context allows AI to: * Align drafts with the goals of the project or workspace it belongs to. * Surface the most relevant references and details. * Keep writing on-topic and connected to ongoing work. Instead of asking AI to generate in a vacuum, inherited context ensures every draft is grounded in the work already happening around it. # Docs FAQ **Can I mix the white space and AI Docs?**\ Yes. Use the **white space** to brainstorm, cluster ideas, and collect references, then move into **AI Docs** to draft, revise, and polish. They’re designed to work together as part of the same workflow. **Can I undo AI edits?**\ Yes. Motion keeps a full version history. If you don’t like a change, you can restore any prior snapshot. **Will teammates see references?**\ Yes, if they have **editor access** to the doc. References are part of the shared context so your whole team works from the same foundation. **Can I run AI on just part of a doc?**\ Yes. Highlight a section or paragraph and run AI there — perfect for rewriting, shortening, or adjusting tone without touching the rest of your draft. **Does Motion overwrite my writing?**\ No. AI makes edits on a copy of your content, and you’re always in control. You decide which changes to keep, discard, or roll back. **Can I collaborate with teammates in real time?**\ Yes. Motion supports real-time collaboration with visibility into who’s editing. If another teammate is making changes, the doc will lock to prevent overwrites.
# Data Hierarchy Data hierarchy defines how all the pieces of work in Motion fit together — from the top-level workspace down to individual tasks. It determines how items are organized, how they inherit attributes, and how they interact through dependencies, permissions, and reporting. Understanding hierarchy is essential for both **day-to-day use** (creating, assigning, and tracking tasks) and **long-term planning** (structuring projects, folders, and workspaces so they scale with your team). This section contains two types of articles: * **Reference** → Covers the technical “what” of hierarchy, including **definitions, attributes, relationships, and limitations**. * **Concept** → Explains the “why” behind the model, introducing the **mental framework, metadata layers, lifecycle rules, folder vs. project choices, and cross-cutting patterns** that guide best practices. Together, these guides provide both the **precise details** and the **big-picture understanding** you’ll need to work confidently with Motion’s hierarchy. # Reference: Data Hierarchy ## Introduction Data hierarchy in Motion defines how work is structured across different levels — from entire workspaces down to individual tasks. Each layer has its own role, permissions, and scope, ensuring teams can organize, assign, and report on work consistently. This reference outlines the system rules for hierarchy, attributes, relationships, and lifecycle states. **At a glance** * **Visual Model** → A top-down map of how work is structured in Motion, from workspaces to tasks, with metadata and cross-cutting links layered on top. * **Definitions** → Canonical explanations of each layer (workspace, folder, project, and task) and their roles. * **Attributes** → The core properties that define each item, including duration, dates, assignee, and ownership context. * **Relationships** → How items connect through dependencies, references, cross-links, and parent–child nesting. * **Limitations** → Known constraints on hierarchy, such as supported nesting levels, cross-workspace boundaries, and reporting implications. ## **Visual model** ``` Workspace ├─ Folders │ ├─ Projects │ │ ├─ Tasks │ │ └─ Docs │ └─ Docs └─ Docs ``` #### Conclusion Data hierarchy in Motion provides a structured way to organize work across workspaces, folders, projects, tasks, and docs. Each layer has defined rules for ownership, permissions, and relationships, while attributes and metadata overlay the hierarchy to support reporting and scheduling. Together, these rules create a consistent framework for organizing and connecting work inside Motion. # Definitions **Definitions**
LevelDefinition
WorkspaceThe top-level boundary for an organization. Defines team membership, default permissions, and overall data visibility. All folders, projects, tasks, and docs exist inside a workspace.
FolderA structural container used to organize work by theme, department, or taxonomy. Can contain projects, tasks, and docs.
ProjectA goal-focused container that defines scope, schedule, and outcomes. Projects may include folders, tasks, subtasks, and docs.
TaskThe atomic unit of work. A task has an assignee, due date, and status, and represents an actionable deliverable.
DocA flexible content space for notes, documentation, or AI-driven drafts. Docs can live at the workspace, folder, or project level.
**Cross-cutting layers** * **Attributes** → Status, priority, labels, and custom fields apply across all levels. * **Relationships** → Dependencies, references, and cross-project links connect items across the hierarchy. * **Clarifications** → Docs can live anywhere in the hierarchy; Projects can also contain folders. # Attributes Attributes are metadata applied across items in Motion to track progress, priority, and reporting.
AttributeDetails
StatusIndicates state of work (e.g., Active, Completed, Archived). Applies to tasks, and projects; used in reporting and scheduling.
PriorityMarks the relative importance of tasks. Often used to inform scheduling and focus views.
LabelsFlexible tags that can be applied to projects, tasks, or docs for grouping and filtering. Labels are not hierarchical and can overlap.
Custom fieldsUser-defined fields that add structured metadata (e.g., cost, region, team). Custom fields can be used in reporting and filters.
AssigneeTasks require a single owner; projects may have an owner but support multiple collaborators.
DatesTasks and projects support scheduling with start date and deadline fields. These drive auto-scheduling and reporting.
DurationEstimated time required to complete a task. Used by the scheduler to allocate blocks of work.
WorkspaceDefines where the item lives. All items belong to a workspace, which sets default permissions and visibility.
ProjectsTasks can optionally be tagged to a project. If linked, the task inherits visibility, reporting, and scheduling from the project.
# Relationships Relationships define how items connect to each other across the hierarchy. They provide context, sequencing, and traceability.
RelationshipDetails
DependenciesTasks can be marked as dependent on other tasks. A dependent task cannot be scheduled until its prerequisite is complete.
Cross-project linksTasks can reference or depend on tasks in other projects within the same workspace. Cross-workspace dependencies are not supported.
ReferencesAny item (task, doc, project) can be mentioned in another item’s description or comment using @mention. Creates a persistent link to the referenced item.
Navigation linksCopy link generates a direct URL to the specific item or block. Access depends on workspace permissions.
# Limitations Data hierarchy in Motion has defined boundaries for how items can be organized and linked.
CategoryLimitations
Cross-workspace linksItems cannot depend on or reference tasks/projects across different workspaces. All relationships are workspace-bound.
Folders & projectsFolders and projects cannot be nested infinitely; depth is limited to maintain performance.
DependenciesCircular dependencies (Task A depends on Task B, and Task B depends on Task A) are not supported.
PermissionsVisibility always follows workspace rules; items cannot be made visible outside of their workspace without explicit sharing.
Reporting scopeArchived items are excluded from most active reports and scheduling views unless restored.
# Concept: Data Hierarchy ## Understanding Data Hierarchy in Motion Every workspace needs structure. Without a clear hierarchy, projects get buried, tasks become hard to track, and permissions turn into a guessing game. Motion’s hierarchy solves this by giving your work a predictable shape — from the top-level workspace down to individual tasks. A clear hierarchy matters because it: * **Keeps work organized** → everyone knows where projects live and how they relate. * **Controls visibility** → permissions flow by layer, so the right people see the right things. * **Improves context** → metadata, relationships, and dependencies all make more sense when work lives in the right place. Hierarchy isn’t about rules for their own sake. It’s about giving your team a consistent map so AI, employees, and teammates can navigate and act with confidence. **At a Glance** * **Mental model** → Motion’s hierarchy flows from Workspace → Folders → Projects → Tasks. * **Core objects** → Each layer has a specific role: Folders group, Projects execute, Tasks track, break things down. * **Relationships** → Containment (Folders → Projects → Tasks), Links (cross-references), and Dependencies (task-to-task). * **Visibility & permissions** → Access is scoped by layer; workspace admins, folder/project owners, and task collaborators all see differently. * **Metadata** → Some attributes apply globally (tags, owners), others at a local level (due dates, priority, status). * **Lifecycle** → Work moves from creation → active execution → archive for reference. * **Folder vs Project** → Folders are containers for themes or functions; Projects are for execution with timelines and deliverables. * **Cross-cutting rules** → Naming, tagging, and search ability practices keep hierarchy usable at scale. #### Conclusion A well-defined hierarchy is what keeps Motion predictable and scalable. From top-level folders to the smallest tasks, structure ensures that work is easy to organize, permissions are clear, and AI has the context it needs to deliver accurate outputs. When hierarchy is applied consistently, teams spend less time searching or clarifying and more time executing. #### Key Takeaway **Data hierarchy is the backbone of Motion — it provides order, clarity, and context so people and AI can navigate, understand, and act on work with confidence.** # Purpose ## Mental Model: How to Think About the Hierarchy Motion’s hierarchy works like an organization chart for your work — moving from broad containers down to specific actions. Each layer has a distinct purpose, and together they create a predictable structure that scales with your team. * **Workspace** → The top-level container for all your team’s work. A workspace is like the company office — everyone belongs here, but not everyone sees everything inside. * **Folders** → Broad categories of work, such as *Marketing*, *Product Development*, or *Customer Success*. Folders group projects by theme or function. * **Projects** → Execution units with goals, deliverables, and timelines. A folder may hold multiple projects (e.g., *Website Redesign* inside *Marketing*). * **Tasks** → Individual pieces of work within a project. Tasks capture specific actions (e.g., *Write homepage copy*). The mental model is simple:\ **Workspace → Folders → Projects → Tasks** Each layer narrows focus: from company-wide visibility at the top, to day-to-day execution at the bottom. ## Relationships: Containment, Links, and Dependencies Objects in Motion don’t exist in isolation. Their value comes from how they relate to one another. There are three primary relationship types to understand: * **Containment** → A structural “belongs to” relationship. * *Example*: A folder contains projects, a project contains tasks. * Think of this as the hierarchy’s backbone — it organizes work into predictable layers. * **Links** → Cross-references between objects that aren’t in the same container. * *Example*: A task in *Marketing* may link to a doc in *Product* for shared context. * Links create flexibility without breaking the hierarchy — connecting work across teams, functions, or folders. * **Dependencies** → A sequencing relationship that defines order. * *Example*: Task B can’t start until Task A is complete (*“Design mockups → Build website”*). * Dependencies allow Motion to model real workflows where timing and handoffs matter. **Summary:** Containment gives work structure, links connect work across boundaries, and dependencies define flow. Together, these relationships make the hierarchy both stable and flexible. ## Metadata: What Applies Where Metadata gives structure to work by adding attributes like owners, due dates, or tags. In Motion, different layers of the hierarchy support different types of metadata. * **Workspace-level metadata** → Global settings such as workspace name, members, and default configurations. Applies everywhere but is rarely adjusted day-to-day. * **Folder-level metadata** → High-level attributes like owners, descriptions, and labels that describe the category of work (e.g., *Q4 Initiatives*). Folders don’t usually carry deadlines but do define scope. * **Project-level metadata** → The richest layer of metadata. Projects support owners, due dates, statuses, tags, and descriptions — the core information needed to manage initiatives. * **Task-level metadata** → Attributes like assignee, due date, effort, priority, and status keep execution on track. This is where work becomes concrete and schedulable. **Guiding principle:** The higher the layer, the more descriptive and structural the metadata. The lower the layer, the more execution-focused it becomes. ## Lifecycle: From Creation to Archive Work in Motion follows a cycle. Each layer of the hierarchy — from project to task — moves through stages that repeat across initiatives. 1. **Creation** → New work is scoped at the right level. A folder is opened for a program, a project is started for an initiative, or a task is created for a deliverable. 2. **Activation** → Metadata like owners, due dates, and priorities bring the object to life. The work is now actionable and visible to collaborators. 3. **Execution** → Tasks are worked on, dependencies are resolved, and progress is tracked. Projects shift status as milestones are met. 4. **Review** → Outputs are checked, approvals are added, and the team ensures goals were met. 5. **Archive** → Completed work is closed and stored, keeping history intact without cluttering current views. 6. **Reference & Restart** → Archived work remains searchable, serving as context for new cycles. Learnings from one project inform the next, and the lifecycle begins again. **Key idea:** Hierarchy isn’t static. Folders, projects, and tasks continuously cycle through creation, execution, and closure — with archives acting as memory that feeds the next round of work. # Use case ## Folder vs Project: When to Use Each Folders and projects serve different purposes in Motion’s hierarchy. Folders organize at a higher level; projects are where execution happens. | Use a folder when | Use a project when | | ------------------------------------------------------------------------------------------------------- | --------------------------------------------------------------------------------------------------- | | You need a **container for related projects**. | You’re driving **execution toward a specific goal**. | | Work is grouped by **function, department, or theme** (e.g., *Marketing*, *Finance*, *Q4 Initiatives*). | Work has a **timeline, deliverables, and milestones** (e.g., *Website Redesign*, *Product Launch*). | | Access needs to be **granted broadly** — everyone in the folder can see the projects inside. | Access should be **scoped more narrowly** to a single initiative. | | Metadata is descriptive: labels, owner, high-level scope. | Metadata is operational: due dates, status, tasks, dependencies. | | The work inside will **continue over time** (a folder may hold multiple ongoing projects). | The work is **time-bound** — it ends when deliverables are complete. | **Decision rule:**\ 👉 *If you’re organizing work thematically or structurally, use a **Folder**.* 👉 *If you’re planning and executing toward an outcome, use a **Project.*** ## Cross-Cutting Rules No matter where you are in the hierarchy — from folders down to subtasks — a few practices apply everywhere. These rules make Motion scalable, searchable, and easier for both humans and AI to navigate. * **Naming conventions** → Keep names short, consistent, and descriptive. Use patterns your team agrees on (e.g., *Q4-Marketing-Website* vs. *Website Project*). Consistent names improve searchability and AI relevance. * **Tagging and labels** → Apply tags at the project and task level to group work across folders. Tags add a second dimension of organization beyond hierarchy. * **Searchability** → Everything in Motion is searchable by title, tags, and metadata. The cleaner your naming and tagging, the faster teammates (and AI) find what they need. * **Metadata hygiene** → Keep owners, due dates, and statuses up to date. Inaccurate metadata creates friction at every layer. * **AI alignment** → Remember: hierarchy and metadata are what Motion’s AI uses to ground its outputs. Clean structure = better context = more accurate results. **Key principle:** Hierarchy organizes the work, but **cross-cutting rules keep it usable at scale.** # Data Hierarchy FAQ ## **Can tasks live outside projects?** Yes. Tasks can exist directly inside a workspace or folder without being assigned to a project. However, tasks outside projects do not roll up into project-level reporting or timelines. ## **When should I use a folder vs a project?** * **Folder** → Organizes work by theme, department, or taxonomy; contains projects, tasks, or docs. * **Project** → Goal-focused container with a defined scope, schedule, and outcomes. **How do permissions differ across levels?**\ Permissions are inherited downward: ----------------------------------- * Workspace → applies to all content inside. * Folder → applies to all projects, tasks, and docs inside. * Project → applies to all tasks, and docs inside. Direct sharing can override inherited rules. ## **Can I move items without breaking links?** Yes. Tasks, projects, and docs can be moved between folders or projects. Links and references remain intact, since they are tied to the item ID rather than its location. ## **Do completed items affect reporting and scheduling?** Yes. Completed tasks remain visible in reporting views. They are excluded from active scheduling but roll up into project completion metrics. ## **Can I nest folders inside other folders?** No. Folders are a top-level container for projects only. Nesting folders would create complexity that makes search and permissions harder to manage. ## **Can tasks exist outside of a project?** No. Tasks always belong to a project. This ensures every task has context, metadata, and a clear place in the lifecycle. ## **What happens if I rename a folder or project?** Renaming updates everywhere automatically. Links remain intact, and permissions carry over — no need to re-share. ## **What’s the maximum depth of the hierarchy?** The deepest structure is: *Workspace → Folder → Project → Task*. ## **If I archive a folder, what happens to projects inside?** Archiving a folder archives all projects, tasks within it. You can still search and reference archived items. ## **Can I link across folders or projects?** Yes. Tasks and docs can be linked across containers. This creates context without breaking the hierarchy. ## **Who can see metadata like due dates or owners?** Anyone with visibility into the object (folder, project, task) can see its metadata. Permissions scope what’s visible. # Auto-scheduling For more details about behind-the-scenes, check out this article. ### Introduction Auto-scheduling is Motion’s superpower. Instead of you manually dragging tasks around your calendar, Motion’s AI does the heavy lifting, placing tasks in the best possible time slots based on your priorities, deadlines, and availability. The result? A calendar that adapts as fast as your day changes. ### At a Glance * **What auto-scheduling is** and why it matters. * **How it works under the hood:** deadlines, priorities, and availability all factor in. * **Understand the scheduling hierarchy guideline** to see where tasks gets scheduled. * **How to auto-schedule your tasks** so they show up in your calendar. * **Ways to customize your schedule** (durations, deadlines, priorities) for even smarter results. *** ### What is auto-scheduling :star: Want to understand *why* Motion schedules work the way it does? The [**Edge Cases & Limits** and **Troubleshooting** sections](https://www.usemotion.com/help/~/revisions/MRgVJ8iYmnAOZza4T9gj/time-management/auto-scheduling/reference-auto-scheduling/how-auto-scheduling-works-behind-the-scenes) walk through the most common scenarios and how Motion handles them.
What is auto-scheduling Auto-scheduling is Motion’s way of turning your to-do list into a living schedule. Instead of manually slotting tasks into your calendar, Motion automatically finds the best time for each one — balancing deadlines, priorities, and your existing events. When you create a task, Motion looks at: * **Your availability** — what open time you have in your calendar. * **Task duration** — how long the task will take. * **Deadlines & priorities** — what needs to get done first. * **New events & changes** — meetings, reschedules, and conflicts. **The result:** your tasks appear directly on your calendar, always in the right place. And when your day shifts, Motion reshuffles automatically so nothing falls through the cracks. 💡 **Think of it like this:** instead of playing calendar Tetris, you focus on doing the work — while Motion handles the scheduling puzzle.
### How auto-scheduling works
How auto-scheduling works Motion doesn’t just drop tasks randomly onto your calendar — it uses an adaptive system that constantly balances your work against your availability. Here’s what Motion looks at when scheduling tasks: * **Availability** → Motion scans your calendar for open slots, while respecting existing meetings and events. * **Duration** → Motion schedules tasks according to their total defined length. * **Chunking** → If you set chunking rules, Motion will break the task into smaller blocks (e.g., a 2-hour task can be worked on in 30-minute chunks). If no chunks are defined, Motion will find a full slot that fits the entire duration. * **Deadlines** → Tasks with earlier deadlines in general are prioritized so you finish your tasks on time. * **Priorities** → Higher-priority tasks get scheduled before less critical ones. * **Exception** → Recurring tasks (like daily routines) may be scheduled first if they are the only ones that fit into available time slots, even if a one-off task has a higher priority. * **Note**: You will notice that when you set the priority to ASAP, the deadline field greys out. This is because you are telling Motion you want this task to be completed immediately, so the system prioritizes it above all others without requiring a specific deadline. * **Changes** → Add a meeting? Move a task? Motion reshuffles automatically so your schedule stays up to date. **The key:** Auto-scheduling is dynamic. Your calendar adapts as your day changes, helping you focus on the most important work without worrying about rearranging everything manually. {% hint style="info" %} 💡**Pro tip:** The more details you give Motion (like deadlines and task lengths), the smarter the scheduling becomes. {% endhint %}
### Scheduling hierarchy guideline
Scheduling hierarchy to see how tasks gets scheduled Motion’s auto-scheduling doesn’t follow a single linear rule — it balances priority, deadlines, and availability together. But here’s the general hierarchy that guides scheduling: 1. **ASAP** is a special task state that overrides all other scheduling parameters. When a task is marked ASAP, Motion ignores other ordering signals like priority level or due date and schedules the task before everything else, based on your availability. 2. **Hard deadlines** → Motion ensures tasks with strict deadlines are completed on time.🔒 If no time is available within your normal schedule (e.g., 9–5), Motion will schedule the task outside those hours to meet the deadline. 1. **Example:** 1. Normal schedule: 9 AM – 5 PM 2. Task: "Submit report" (High priority, Hard deadline today) 3. Calendar is already full 9–5 → Motion schedules it at 6 PM the same day to make sure the deadline is hit. 3. **Deadlines (soft/flexible)** → Orders remaining tasks by due date, with sooner deadlines scheduled earlier. 4. **Priority** → High > Medium > Low. Tasks marked ASAP always come first. 5. **Duration** → Breaks long tasks into chunks that can fit into available time blocks. 6. **Start dates** → Prevents tasks from being scheduled before they are actionable. 7. **Recurrence** → Recurring tasks are placed ahead of one-off tasks to maintain cadence. **Example task ranking** 1. An 'ASAP' task. 2. A high-priority task with a hard deadline, due tomorrow. 3. A high-priority task with a soft deadline, due in 2 days. 4. A medium-priority task with a soft deadline, due tomorrow. (I put this above the High priority due in 10 days, bc due in 10 days) 5. A high-priority task with a hard deadline, due in 10 days. 6. A low-priority task, due in 6 months. {% hint style="info" %} Tasks in Motion are ranked using a combination of priority, deadlines, due dates, and duration. Priority always comes first, meaning nothing outranks an ASAP task unless there is no available time to schedule it. After that, hard deadlines take precedence to ensure tasks are completed on time. Next, Motion looks at due dates, generally prioritizing tasks that are due sooner rather than later. Finally, duration is considered, so shorter tasks can be slotted in efficiently; sometimes even ahead of longer tasks with slightly earlier due dates. {% endhint %}
### Auto-scheduling task live example
How to auto-schedule your tasks (live example) Let’s see Motion in action with a real scenario: you already have a task on your calendar, then a new meeting pops up. Motion will reshuffle for you—no drag-and-drop required. #### Example setup * **Task:** “Draft Q4 launch email” * **Duration:** 90 min * **Deadline:** Today, 5:00 PM * **Priority:** High #### Steps 1. **Create the task** 1. Add title, duration, deadline, and priority. 2. Save it. 3. *What you’ll see:* Motion places the task in the first best open block on your calendar. 2. **Add a new meeting that conflicts** 1. Schedule a meeting that overlaps the task (e.g., 10:30–11:15 AM). Make sure the event is Busy (default). 3. **Watch Motion adapt**\ Motion detects the conflict and automatically moves the task to the next best slot before the deadline. 1. If there’s a perfect 90-minute block later, the task moves there. 2. If you’ve enabled chunking, Motion may split the task into two blocks that still finish before the deadline. 4. **Tweak if needed (optional)**\ If the new plan doesn’t match your preference, adjust the duration, deadline, or priority—Motion will re-optimize instantly. #### Heads-up Your schedule is adaptive, not fixed. When meetings shift or new events appear, Motion recalculates to keep your most important work on track. {% hint style="info" %} 💡 **Pro tip:** Give Motion clear **guardrails**—realistic durations, true deadlines, and the right event status (**Busy** blocks time; **Free** does not). The clearer your inputs, the smarter the schedule reshuffle. {% endhint %}
{% @supademo/embed demoId="cmkpo2l861n2tcydyi5asj9g1" url="" %} ### Customize your schedule
Understanding & customizing your task schedule Auto-scheduling isn’t one-size-fits-all. You can fine-tune how tasks land on your calendar by customizing the details you give Motion. #### Key fields that guide scheduling * **Duration** → Defines how long the task should take. * **Basic use:** Enter 30 minutes, 1 hour, or 3 hours. * **Advanced use:** For long projects (like 6 hours), use chunking to split into smaller, more manageable blocks (e.g., 3 × 2 hours). * **Deadline** → Tells Motion when the task must be completed. * **Basic use:** Deadlines are automatically added so tasks don’t get left behind. * **Advanced use:** Use relative deadlines in your project template (e.g., finish 2 days before delivery) to give yourself buffer time. * **Start date** → Sets the earliest date a task can be scheduled. * **Basic use:** Prevent tasks from showing up before they’re actionable. * **Advanced use:** Use start dates to stagger multi-stage projects (e.g., “Start design review next week”). * **Priority** → Determines how Motion weighs a task against others. * **Basic use:** Mark tasks as ASAP, High, Medium, or Low. * **Advanced use:** Combine priority with deadlines for nuance. For example, a Medium task due tomorrow may rank above a High task due next month. * **Recurrence →** Defines whether a task repeats on a set schedule. * **Basic use:** Set a task to repeat daily, weekly, or monthly (e.g., “Team standup every weekday”). * **Advanced use:** Choose specific days or custom recurrence rules. Motion auto-schedules recurring tasks ahead of one-off tasks with lower priority to ensure they always fit. #### Custom schedules You can also set custom working hours so Motion knows your preferred focus times. For instance: * Morning → deep work sessions. * Afternoons → meetings and lighter tasks. Motion adapts tasks into these windows (auto-schedules in your tasks in the set custom schedules), while still respecting deadlines and priorities. {% hint style="info" %} 💡 **Pro tip:** Think of these settings tasks' parameters as giving Motion “guardrails.” The clearer you are about duration, deadlines, and priorities, the better Motion can optimize your schedule — and adapt when your day changes. {% endhint %}
{% @supademo/embed demoId="cmfgx9fkzcgeq39oz9zl8wzgz" url="" %} ### Flexible Hours: Adjust Your Availability for a Single Day
Flexible hours Flexible Hours let you temporarily change your availability without modifying your default schedule. Use it when your day changes and you need Motion to know you’re unavailable for tasks during specific times. #### What Flexible Hours Do * Override your working hours for one day only * Reduce or shift the time Motion can use for auto-scheduling * Block specific time ranges or the entire day * Automatically trigger a recalculation of your task schedule This feature is meant for one-off changes, not recurring schedule adjustments. #### How to Use Flexible Hours 1. On your **Calendar view**, look at the top of today. 2. Click the **clock icon ⏰** on the right side of today's date. 3. Choose one of the available options for that day: 1. **Start tasks later:** Set the earliest time Motion can schedule tasks. 2. **Stop tasks early:** Set the latest time tasks can be scheduled. 3. **Block out hours:** Select specific time ranges where task scheduling should be prevented. 4. **Block out whole day:** Mark the entire day as unavailable for task scheduling. **Example**: If your normal schedule is 9 AM–5 PM and you have an appointment from 2–3 PM, block that hour. Motion will reschedule tasks into the remaining available time. #### What Happens After You Adjust Hours Once you adjust your flexible hours for a day: * **Motion recalculates automatically:** Your task list is reorganized to fit the updated availability. * **Task timing may shift:** Lower-priority tasks may move later in the week if there's not enough time. * **Calendar visuals update:** Blocked periods display diagonal grey shading to indicate unavailable time {% hint style="info" %} 💡 **Pro tip:** Use flexible hours for one-off changes. If you regularly work different hours on certain days, consider setting up a **custom schedule** instead. {% endhint %} #### How to Remove Applied Flexible Hours If you've applied flexible hours to a day and want to restore your normal schedule: 1. Open the **Calendar**. 2. Click the **clock icon** ⏰ on the day with adjustments. 3. Select **Reset hours** at the bottom of the popup. 4. Motion restores your default schedule and recalculates task placement.
#### When to use flexible hours vs custom schedules vs new events | Situation | Use flexible hours | Use custom schedule | Use free/busy events | | ------------------------------------------------------------------------- | --------------------------------------------------------------- | ------------------------------ | ------------------------------ | | **One unexpected change today** | ✅ | ❌ | ❌ | | **Regular pattern (e.g., Fridays off early)** | ❌ | ✅ | ❌ | | **Specific meeting or appointment** | ⚠️ Optional (use only if the event isn’t enough to block tasks) | ❌ | ✅ *Yes (mark as Free or Busy)* | | S**hort-term project sprint (temporary increased or decreased capacity)** | ✅ *Yes (adjust daily)* | ⚠️ Maybe (only if predictable) | ❌ | | **Prevent event conflicts from a Booking Link** | ❌ | ✅ | ✅ | # Auto-scheduling How-to Guide ## **Introduction** Auto-Scheduling is Motion’s core feature that automatically plans your day. Instead of manually dragging tasks around, Motion finds the best time for each task based on your working hours, deadlines, and priorities. With the right setup, you can focus on doing the work while Motion handles when it happens. **At a glance** * **Create your schedule**: Define your working hours and availability. * **Update or delete your schedule**: Adjust your settings as your routine changes. * **Assign a schedule to your task**: Assign tasks to one of your saved schedules for better context. * **Set a custom schedule for a recurring task**: Lock repeating tasks to a specific schedule and time. * **Set priorities for tasks**: Tell Motion which tasks matter most so it can schedule them first (see scheduling hierarchy guidelines for more info). * **Customize scheduling options**: Control where tasks appear and add breaks between them. * **Pause auto-scheduling**: Temporarily prevent Motion from placing this task on your calendar. When paused, the task won’t appear in your schedule until you turn auto-scheduling back on. *** ### Create your schedule
How to create your schedule **Goal:** Set up your working hours so Motion knows when to place tasks. 1. Go to **Settings** (⚙️gear icon) from the left sidebar. 2. Select **Schedules**. 3. Click **+ New schedule**. 4. Enter a name for your schedule (e.g., \[*Company*] *hours*, *Personal time*). 5. Define your working hours by dragging and selecting the days and times you’re available. * **Alternative option**: You can also create a schedule directly while creating a task. In the task modal, open the **Schedule** dropdown and click **+ Add schedule**. * **Faster execution:** Copy one day's schedule to the next. 6. Save your schedule. Motion will now use these hours when auto-scheduling tasks. {% hint style="info" %} 💡 **Pro Tip:** Create multiple schedules (e.g., Work, Personal, Weekend) so motion can auto-schedule tasks in the timeframes you want to work on those types of tasks. {% endhint %}
{% @supademo/embed demoId="cmkpoj6jv1ohmcydyyvl501od" url="" %} ### Update or delete your schedule
How to update or delete your schedule **Goal**: Adjust your working hours or routines as your availability changes. 1. Go to **Settings** (⚙️gear icon) from the left sidebar. 2. Select **Schedules**. 3. Find the schedule you want to change and click the **pencil icon ✏️** to edit or **trash bin** 🗑️ to delete. 1. There is no schedule restore function, if you want it again you will need to recreate that schedule. 4. Update the schedule name, days, or time blocks as needed. 5. Save your changes. Motion will immediately apply the new schedule to future auto-scheduled tasks. 1. To use it, you’ll need to either set it as your default schedule (so it applies to any new tasks you create afterward) or manually assign it to existing tasks. {% hint style="info" %} 💡 **Pro Tip:** Review your schedules regularly. Small tweaks (like adding several schedules or adjusting for new working hours) can make auto-scheduling much more effective. {% endhint %}
{% @supademo/embed demoId="cmfgy20p7ch3839ozhm38n7ao" url="" %} ### Assign a schedule to your task
How to assign a schedule to your task **Goal**: Assign a specific task to one of your custom schedules so Motion knows when to place it. 1. Open the task you want to edit. 2. In the **right-hand sidebar**, scroll down to the **Schedule** field. 3. Open the dropdown menu and select one of your saved schedules (e.g., Working *hours*, *Personal hours*, *Weekend hours*). 4. The task will now only be scheduled within the time blocks you defined for that schedule. 1. When Hard Deadline is enabled, Motion could auto schedule the tasks outside of the assigned schedule so that you avoid missing the tasks' deadline. {% hint style="info" %} 💡 **Pro Tip:** Use different schedules for different types of work (e.g., *Crunch Time* for focus-heavy tasks, *Weekend hours* for personal projects). This ensures Motion respects your context and boundaries. {% endhint %}
{% @supademo/embed demoId="cmfgyb6jsch8l39oz7771jghp" url="" %} ### Set a custom schedule for a recurring task
How to set a custom schedule for a recurring task **Goal**: Make sure a recurring task always follows a specific schedule you define. 1. Create a **new recurring task**. 1. Click **+New** on the top left part of the Motion interface 2. Click **New task** and a task modal will appear 2. In the right-hand sidebar, click **Recurring** button at the top right corner of the task modal to make the task repeat. 3. Scroll down to the **Schedule** field. 4. From the dropdown, select **Custom**. 5. Define the **Custom schedule** by choosing the days and time range (e.g., 8:00 am – 5:00 pm). 6. (Optional) Add an **ideal start time** if you prefer the task to begin at a specific time within that range. 7. Save the task — Motion will auto-schedule the recurring task within your custom window. {% hint style="info" %} 💡 **Pro Tip:** Custom schedules are especially useful for routines like daily check-ins or weekly reviews, so they always land in the right part of your day. {% endhint %}
{% @supademo/embed demoId="cmfgyfizbchfd39ozacms3hws" url="" %} ### Set priorities for tasks
How to set priorities for tasks **Goal**: Tell Motion which tasks matter most so auto-scheduling can place them first (*see* [*scheduling hierarchy guideline*](/help/time-management/auto-scheduling) *for more info*). 1. Open a task from your list or calendar or create a new task. 2. Find the **Priority** parameter in the task details. 3. Choose a priority level (e.g., ASAP, High, Medium, Low). 4. Save the task. Motion automatically schedules higher-priority tasks with earlier deadlines earlier in your day, ensuring they’re completed first. {% hint style="info" %} 💡 **Pro Tip:** Combine high priorities with early deadlines. Motion balances both to make sure urgent tasks are never missed. {% endhint %}
{% @supademo/embed demoId="cmfgyqvurchtx39oz0ighcxvy" url="" %} ### Customize scheduling options
How to customize scheduling options **Goal**: Adjust how Motion places tasks on your calendar with simple scheduling preferences. 1. Go to **Settings** from the left sidebar. 2. Select **Auto-scheduling**. 3. Next choose where your tasks appear: 1. **Show tasks on Motion Calendar** to view all tasks in Motion. When toggled off, no tasks will appear on your Motion calendar. 2. **Show tasks on Google & Outlook calendars** if you want tasks synced to your external calendar. (see more about [Google](/help/time-management/all-things-calendars/reference-all-things-calendars/all-things-google) & [Outlook](/help/time-management/all-things-calendars/reference-all-things-calendars/all-things-microsoft) calendar here) 3. Set breaks between tasks: 4. Enable **Schedule a break** and define how long and how often (e.g., a 15-minute break every 2 hours). 5. (Advanced tip) Use **Travel Time** in your calendar settings to block time before or after meetings so tasks aren’t scheduled during transitions. Not supported for iCloud calendars or recurring events. 1. When you create an event, under the date and time section there is a **Travel time** button. 2. Click and select the duration 3. Select if you want it for before and/or after the event. {% hint style="info" %} 💡 **Pro Tip:** Adding breaks helps prevent back-to-back scheduling and keeps your day realistic. {% endhint %}
{% @supademo/embed demoId="cmkpp5efs1pzqcydyi5eepp8h" url="" %} ### Pause auto-scheduling
How to pause auto-scheduling **Goal**: Stop Motion from automatically scheduling a specific task so you can manage it manually. 1. Open the task you want to adjust. 2. In the **right-hand sidebar**, near the top, find the **Auto-scheduling toggle**. It will show if the task is currently auto-scheduled (the purple toggle will be on) 3. Turn **Auto-schedule off.** The task will no longer move automatically and it won't get scheduled nor appear on your calendar. 4. To re-enable, toggle **Auto-schedule on** again. {% hint style="info" %} 💡 **Pro Tip:** Auto-scheduling is how Motion works its magic. Without it, tasks may not appear on your calendar and you won’t see when a task is at risk of missing its deadline. Look for the **“No ETA”** label as an indicator that a task isn’t being auto-scheduled. Find your tasks by going to: **Projects & Tasks** > **Task List.** {% endhint %}
{% @supademo/embed demoId="cmkppddu81qfrcydyfjnvsmig" url="" %} # Reference: Auto-scheduling ## Introduction Auto-Scheduling is Motion’s system for placing tasks onto your calendar automatically based on defined parameters and constraints. Instead of manually arranging work, Motion optimizes task placement by considering deadlines, priorities, durations, and existing calendar events. This reference defines the scheduling models, parameters, behaviors, and edge cases that govern how Auto-Scheduling operates. #### At a Glance Tasks are placed on your calendar automatically based on duration, start date, deadline, priority, effort, chunking, schedules, and existing events — adapting dynamically as your day changes. **What Auto-Scheduling considers** * **Duration** → How long the task will take. * **Start date** → The earliest date a task can begin. * **Deadline** → The latest time a task must be completed. * **Priority** → The relative importance compared to other tasks. * **Duration** → Total hours required if the task spans multiple blocks. * **Chunking** → Long tasks are split into min chunks to fit available time. * **Schedule** → Motion respects user-defined working schedules, breaks, and availability. * **Calendar events** → Meetings and personal events on 'My Calendars' are treated as unavailable time. **Scheduling models** * **Unidirectional** → Tasks sync one-way: tasks scheduled in Motion appear in external calendars (e.g., Google and Outlook), but tasks created externally do not appear in Motion. * **Bidirectional** → Events sync both ways: events created in an external calendar show in Motion, and events created in Motion show in the external calendar. **Manual vs Auto-Scheduling** * **Manual** → Users drag and place tasks directly on the calendar. * **Auto** → Motion dynamically optimizes placement based on constraints and parameters. **System behavior** * Tasks are placed dynamically across available time when auto-scheduling is turned on. * Past-due tasks are automatically rescheduled or surfaced as overdue. * ETA indicators act as “beacons,” showing when deadlines may be at risk. * If a task can’t fit, Motion flags it with a warning. * Motion’s predictive engine adjusts scheduling across projects and tasks as constraints change. #### Conclusion Auto-Scheduling is Motion’s core system for dynamically managing tasks. By considering parameters like duration, deadlines, priority, schedules, and calendar events, Motion places work where it fits best and continuously adapts as your day changes. Clear rules around models, limits, and troubleshooting ensure that users always know why a task is (or isn’t) scheduled. #### Key Takeaway Manual scheduling offers control, but Auto-Scheduling delivers adaptability and efficiency. Motion’s engine keeps tasks aligned with your real schedule so you can focus on doing the work not rearranging it. # What Auto-Scheduling considers #### What Parameters Motion Considers when Auto-Scheduling Auto-Scheduling evaluates task metadata and calendar context to determine where work fits. The following parameters are used in scheduling:
ParameterDetails Type of Task
ParameterDetailsType of Task
Start dateThe earliest date a task is allowed to begin. Tasks will not be scheduled before this point, even if time is available.Flexible tasks (to control when they can enter the schedule); recurring tasks (defines first occurrence).
DurationThe total estimated time required to complete the task. You can set duration into chunks, Auto-Scheduling will schedule each chunk into multiple scheduled sessionsAll tasks; especially long tasks that need to be split or carefully placed.
DeadlineThe latest time a task must be completed. Auto-Scheduling prioritizes tasks with sooner deadlines.Hard-deadline tasks (e.g., compliance, submissions). Flexible tasks without deadlines may be delayed.
PriorityDefines the relative importance of a task. Higher-priority tasks are placed earlier or in better time slots.ASAP tasks (highest), High/Medium/Low tasks.
ChunkingLong tasks may be split into smaller time blocks to fit into available calendar gaps, while still respecting total duration and effort.Min chunks for each time the task is scheduled.
Schedules & breaksMotion respects the user’s defined working hours and built-in breaks, only placing tasks during available time.

Work vs. personal tasks (depends on custom schedules like Workday 9–5 vs. Weekend schedule).

Breaks in between tasks so you aren't working back to back.

Calendar eventsFixed meetings, personal events, and custom time blocks are treated as unavailable time if set as a 'Busy' event and bypassed by Auto-Scheduling.Fixed-time tasks (meetings, calls) and all other tasks must work around these.
RecurringDefines whether a task is one-time or recurring. Recurring tasks can be pushed within their recurrence window but must follow repeat rules.Recurring tasks (e.g., daily standup notes, weekly reporting).
# Scheduling models (Uni & Bi-directional sync) ## Calendar Sync in Motion Motion keeps your schedule consistent by syncing with external calendars like Google, Outlook, and iCloud. All of your events and tasks appear in one place, so you can plan confidently without juggling multiple tools. There are two types of syncing in Motion: * **Events use bi-directional sync** → changes flow both ways between Motion and your external calendar. * **Tasks use uni-directional sync** → tasks created in Motion appear in your external main Google or Outlook calendar (iCloud calendar is not supported), but external calendar tasks or changes do not flow back into Motion. This article explains how each type of sync works, why Motion handles them differently, and the benefits of this approach. *** ## Bi-Directional Event Sync **Definition**\ Bi-directional syncing applies to **calendar events** (meetings, appointments, reminders). When enabled: * Events created in Motion appear in your connected external Main calendar (Google, Outlook, iCloud). * Events created in your external calendar appear in Motion. * Updates to either are mirrored in both systems automatically (please allow 1-2 minutes for the system to update). This ensures your schedule always matches across Motion and your external calendar. **Step-by-Step Example** 1. You create a meeting in Motion for **Tuesday at 10:00 AM**. 2. The meeting appears instantly in your Google Calendar. 3. Later, your colleague updates the same meeting in Google Calendar to **11:00 AM**. 4. Motion automatically adjusts the meeting time to 11:00 AM. 5. If you cancel the event in Motion, it also disappears from your Google Calendar (and vice versa). **Benefits** * **One Source of Truth** → Whether you’re in Motion or your external calendar, you always see the same schedule. * **Time Saved** → No need to manually recreate or adjust events in multiple tools. * **Streamlined Focus** → Lets you focus on task management and scheduling in Motion, while still relying on your external calendar for visibility with colleagues. * **Real-Time Confidence** → Changes propagate instantly, reducing the risk of double-booking or missed meetings. **Why Motion uses Bi-Directional Sync for Events**\ Events contain all the key details Motion needs (start time, end time, participants, location). This makes them reliable to sync both ways without introducing data conflicts. By contrast, tasks often lack this standardized data — which is why Motion treats them differently (uni-directional sync). {% @mermaid/diagram content="sequenceDiagram participant Motion participant Sync participant External Calendar participant User ``` Note over Motion,External Calendar: Bi-Directional Event Flow User->>Motion: Create Meeting Event Motion->>Sync: Initiate Sync Sync->>External Calendar: Update Calendar External Calendar-->>Motion: Confirm Sync Note over Motion,External Calendar: Reverse Flow Example User->>External Calendar: Create Meeting Event External Calendar->>Sync: Initiate Sync Sync->>Motion: Update Motion Motion-->>External Calendar: Confirm Sync Note over Motion,External Calendar: Real-Time Updates Complete" %} ``` *** ## Uni-Directional Task Syncing? **Definition**\ Uni-directional syncing applies to **tasks**. Tasks created and scheduled in Motion appear in your external main calendar (Google, Outlook) as time blocks. However: * Tasks created in external calendars do **not** flow back into Motion. * Changes you make to a Motion-synced task directly in your external calendar do **not** update the task inside Motion. This ensures Motion remains the single source of truth for tasks. **Step-by-Step Example** 1. You create a task in Motion: *“Write proposal,” 2 hours, due Friday*. 2. **Motion schedules** the task into a block on Tuesday afternoon. 3. The task block appears in your Outlook Calendar. 4. You drag the task block **in Outlook** to Wednesday morning. 5. Motion does **not** change — the task stays scheduled for Tuesday afternoon.\ *(Motion only updates based on actions inside Motion, not your external calendar).* **Benefits** * **Task Integrity** → Motion preserves deadlines, priorities, and effort settings that external calendars don’t support. * **Avoids Conflicts** → Prevents incomplete or conflicting task data from breaking the scheduling algorithm. * **Simplified Workflow** → Motion pushes tasks outward for visibility, but keeps all task logic centralized in one system. **Why Motion uses Uni-Directional Sync for Tasks**\ External calendar platforms treat tasks differently and often don’t capture the metadata Motion requires (e.g., deadline, duration, priority, effort). If Motion accepted incoming task data, it could disrupt scheduling integrity. Limiting task sync to one-way ensures Motion’s AI always works from complete and accurate inputs. {% @mermaid/diagram content="sequenceDiagram participant Motion participant Algorithm participant Sync participant External Calendar ``` Note over Motion,External Calendar: Uni-Directional Task Flow Motion->>Algorithm: Create Task with Parameters Algorithm->>Motion: Process Task Data Motion->>Sync: Initiate One-Way Sync Sync->>External Calendar: Add Task Note over External Calendar,Motion: External Tasks Blocked External Calendar->>Sync: Create External Task Sync--xMotion: Sync Blocked Note over Motion,External Calendar: Maintains Task Integrity" %} ``` *** ## **Events vs Tasks: How Syncing Works**
FeatureEvents (Bi-directional)Tasks (Uni-directional)
Creation in MotionAppears in external calendar instantlyAppears in the external main calendar as an event. It could be either free, or busy in case it's at risk of missing its deadline and the user has enabled this setting from the Auto-scheduling options
Creation in External CalendarFlows back into MotionDoes not appear in Motion
Updates in MotionReflected in external calendarReflected in external main calendar
Updates in External CalendarReflected back in MotionDoes not appear in Motion
DeletionsDeleting in one removes it from bothDeleting in external calendar removes only the block there Motion task stays scheduled
Data ReliabilitySafe to sync both ways (standard fields: time, date, attendees)One-way only (Motion requires priority, duration, effort, deadlines to function)
**Key Takeaway** * **Events = Bi-directional (two-way sync).** * **Tasks = Uni-directional (outward only, from Motion).** # Manual vs Auto Scheduling ## Manual Scheduling **What it is**\ Manual scheduling means placing tasks directly onto your calendar by dragging and dropping them into time slots. Motion treats these placements as fixed tasks; the system won’t automatically move them unless you manually reschedule. **Why it’s not the best option** * **Static** → Manually scheduled tasks don’t adapt if your day changes. A new meeting or shift in priorities may leave tasks overlapping or unscheduled. * **Time-consuming** → Users must repeatedly adjust tasks themselves, which can become overwhelming with large workloads. * **Less predictive** → Motion’s optimization engine is bypassed, so deadlines, priorities, and ETAs are not recalculated dynamically. * **Error-prone** → Overlapping tasks and missed deadlines are common. **When manual scheduling makes sense** * **Fixed commitments** → When a task truly must happen at a specific time (e.g., client call prep at 8:30 AM). * **High-control scenarios:** Critical tasks (e.g., finalizing notes before a board meeting). #### **Example Scenario:** You have your meeting prep at the same time every day before the company meeting, so you manually schedule a fixed-time task at 9:15 AM to complete before the meeting starts.
Auto-scheduled TaskManually scheduled task
Efficient✅❌
Dynamic✅❌
Reduced Errors✅❌
Streamlined✅❌
Fixed-time scheduling❌✅
## Auto-Scheduling **What it is**\ Auto-Scheduling is Motion’s core system for dynamically placing tasks into your calendar. Instead of manually blocking time, you provide parameters (duration, start date, deadline, priority, effort), and Motion automatically finds the best available slots. As your calendar changes, Motion continuously updates tasks to keep you on track. **Why it’s the better option** * **Adaptive** → Tasks shift automatically when meetings are added, rescheduled, or canceled. * **Optimized** → Motion considers deadlines, priorities, and estimated effort to reduce the chance of missing important work. * **Time-saving** → Removes the need to constantly drag and drop tasks into your calendar. * **Predictive** → Provides ETAs and deadline alerts so you know when you’re at risk of falling behind. **When Auto-Scheduling makes sense** * **Daily planning** → For ongoing task management where work shifts frequently. * **Project execution** → When balancing multiple deadlines and priorities across tasks. * **Team workflows** → Ensures everyone’s tasks align with availability and deadlines without constant manual updates. **Example Scenario:** You add 10 tasks with varying durations and deadlines. Motion intelligently schedules them into the optimal time slots without overlap; creating the most efficient and effective schedule in an instant. ## **Manual vs Auto-Scheduling**
FeatureManual SchedulingAuto-Scheduling
How it worksUser drags and drops tasks directly onto the calendar.Motion automatically places tasks into available time blocks based on parameters.
AdaptabilityTasks stay fixed unless the user manually reschedules.Tasks shift dynamically as meetings or priorities change.
Effort requiredHigh — users must adjust schedules themselves.Low — Motion continuously recalculates and updates placement.
OptimizationDeadlines and priorities are not recalculated automatically.Motion uses deadlines, priorities, duration, effort, and schedules to optimize.
Best forFixed commitments or tasks tied to external coordination.Daily planning, project execution, and balancing shifting priorities.
LimitationsTime-consuming, static, risk of overlaps or missed tasks.Requires accurate task data (duration, deadlines, priority) to be effective.
# How Auto-Scheduling Works: Behind the Scenes Auto-Scheduling uses task metadata and calendar availability to decide where work should go. The system evaluates: 1. **Inputs** → Task parameters (duration, start date, deadline, priority, effort) plus user schedules and existing calendar events. 2. **Logic** → Motion’s optimization engine scans for open time blocks and places tasks in the most efficient order. 1. Prioritizes deadlines and high-priority tasks first. 2. Splits long tasks into chunks if needed. 3. Respects breaks, working schedules, and external events. 3. **Output** → Tasks appear on the calendar as scheduled blocks with ETAs for completion. ## System Behavior **Dynamic adjustment** * Tasks reschedule automatically if new meetings or conflicts arise. * If a deadline is at risk, Motion pushes the task earlier or flags it with an alert. **When a task can’t fit** * Motion flags the task with a warning. * The task remains unscheduled until you adjust its parameters (duration, deadline, or priority). **When a task is past due** * Motion reschedules the task into the next available slot. * Past-due tasks are surfaced visually (e.g., overdue indicator) so they aren’t overlooked. **Deadlines and ETAs** * Every task has an ETA (Estimated Time of Arrival) showing when it will be completed. * ETAs act as “beacons,” warning you if tasks are likely to miss their deadlines. **Cross-project scheduling** * Auto-Scheduling weighs tasks across all projects in the workspace. * Higher-priority or sooner-deadline tasks across projects are given scheduling precedence. ## Edge Cases & Limits Auto-Scheduling follows strict rules for task placement. Certain scenarios may cause tasks to behave differently or not appear on the calendar at all.
ScenarioBehavior
Tasks with no durationCannot be scheduled. A duration must be provided before Motion can place the task.
Tasks with no deadline or priorityWon't be scheduled. Motion will not place it on your calendar
Tasks with start dates in the futureMotion will not schedule them until the start date arrives, even if earlier time is free.
Chunking limitsLong tasks are split into smaller blocks, but splits respect a minimum block size (e.g., Motion won’t split into blocks too small to be useful).
Conflicting constraintsIf deadlines, durations, or priorities cannot be met with available time, the task is flagged as unschedulable (State = Could not fit).
Tasks keep movingMotion automatically reschedules tasks if higher-priority work or new events appear, which can make some tasks shift multiple times.
External calendar conflictsEvents from connected calendars always override task blocks. Motion reschedules around these events.
Cross-workspace tasksTasks cannot be scheduled across different workspaces. All scheduling logic applies applies across all workspaces where the task was created.
## **Troubleshooting** | Issue | Likely Cause | How to Fix | | ---------------------------------------- | ----------------------------------------------------------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------ | | **Task doesn’t appear on the calendar** | Missing duration, start date set in the future, conflicting constraints, no deadline or auto-scheduling is turned off. | Add a duration, check start date, add a deadline, turn auto-scheduling on. | | **Task keeps moving** | New meetings or higher-priority tasks are rescheduled ahead of it. | Adjust task priority or deadline, or lock the task manually if the time is critical. | | **Task split into unexpected chunks** | Duration is larger than available calendar blocks. | Adjust chunk size by editing duration or splitting the task manually. | | **Deadline missed** | Too many higher-priority tasks ahead, or insufficient working hours. | Extend working schedules, adjust task priority, or redistribute workload. | | **Task doesn’t respect personal events** | The event is not on your My Calendar (e.g., belongs to a “Frequently Met With” calendar), or it’s not marked as “busy.” | Ensure the event is on your calendar, marked as **busy**, and that external calendars are syncing correctly. | | **Recurring tasks not scheduling** | Recurrence set without valid parameters (e.g., no duration). | Add valid duration and deadlines to each recurrence instance. | # Status Indicators ## **Task Indicator**
IconMeaning
❗Overdue task — the task is scheduled past its deadline.
{% @supademo/embed demoId="cmf7bj9kt4vdy39ozvo6pfy3i" url="" %} ## **Project Progress Indicators**
IconMeaning
✅ Green CheckOn Track — the project is progressing on schedule.
❗❗❗ Three Red Exclamation MarksMissed Deadline — the project has passed its planned completion date.
❗❗ Two Red Exclamation MarksScheduled Past Deadline — the project is projected to be scheduled past the deadline
❗ Yellow Exclamation MarkStage Missed Deadline — a project stage has passed its due date, but the full project is still active.
🚀 Blue RocketAhead of Schedule — the project is completing earlier than its estimated completion date.
{% @supademo/embed demoId="cmf7bqgcy4vgo39ozcqamhxnc" url="" %} # Concept: Auto-scheduling ## Introduction Most people spend too much time planning their day and not enough time doing the work. Calendars fill up with meetings, tasks get shuffled manually, and deadlines slip through the cracks. Motion’s Auto-Scheduling solves this by using AI to intelligently arrange your tasks in the optimal order and time slots instantly, and continuously. Auto-Scheduling matters because it: * **Eliminates manual scheduling overhead** → no dragging tasks around your calendar. * **Adapts dynamically** → schedules adjust automatically as meetings, priorities, and deadlines change. * **Respects constraints** → due dates, dependencies, and task effort are always factored in. * **Balances workloads** → creates a plan that scales across days, weeks, and even months. With Auto-Scheduling, your calendar becomes a living plan — always accurate, always optimized. ### At a Glance * **What it is** → AI that arranges tasks on your calendar based on priority, deadlines, duration, and dependencies. * **Why it matters** → Saves time, reduces errors, and adapts instantly when schedules change. * **Mental model** → Tasks + constraints + calendar availability → AI builds the optimal schedule. * **Use cases** → Balancing heavy workloads, managing shifting priorities, and aligning work with real deadlines. * **Manual vs Auto-Scheduling** → Manual control works for fixed events; Auto-Scheduling shines for dynamic, evolving task lists. * **Best practices** → Keep task details accurate, review your plan daily, and let Motion adapt. * **Pitfalls & solutions** → Overloaded calendars, deadline crunches, or shifting priorities — all handled by Motion’s recalibration. * **Connections** → Auto-Scheduling works with Tasks, Projects, Docs, and Chat to keep plans aligned. **Conclusion** Planning your day shouldn’t take more time than doing the work. Auto-Scheduling removes the manual overhead of dragging tasks into place and constantly reshuffling when priorities change. By dynamically arranging tasks around your real deadlines, dependencies, and calendar events, Motion keeps your plan accurate, efficient, and adaptable — whether you’re managing a single project or balancing multiple roles. #### Key Takeaway **Auto-Scheduling turns your task list into a living calendar — intelligent, dynamic, and effortless — so you can focus on execution while Motion handles the planning.**
# Purpose of Auto-scheduling ## What It Is and Why It Matters **What it is**\ Auto-Scheduling is Motion’s AI-driven system that places tasks directly onto your calendar. It looks at **priority, due dates, duration, and dependencies**, then fits work into the best available time slots. Unlike manual scheduling, it isn’t static — your plan updates automatically as meetings shift, tasks are added, or deadlines approach. **Why it matters** * **Eliminates manual planning** → No more dragging tasks around your calendar. * **Dynamic by design** → Adjusts in real time when priorities or schedules change. * **Error-proof** → Deadlines and dependencies are respected, so nothing slips through the cracks. * **Holistic view** → Optimizes not just for today, but across days, weeks, and months. * **Work-life balance** → Helps you fit personal, professional, and side projects into one cohesive schedule. With Auto-Scheduling, you spend less time planning and more time executing — while trusting that your calendar always reflects your real priorities. ## Mental Model: How Auto-Scheduling Works Think of Auto-Scheduling as an AI planner that takes all the moving parts of your work and fits them together into the most efficient schedule. * **Inputs** → Your tasks, each with details like priority, effort, due date, and dependencies. * **Constraints** → Your existing calendar events, work hours, and personal preferences. * **Optimization** → Motion’s AI evaluates all possible arrangements to minimize conflicts and maximize productivity. * **Output** → A calendar that shows exactly when each task should happen — sequenced, balanced, and ready to follow. And unlike a static plan, Auto-Scheduling is **dynamic**: if a meeting gets added or a deadline shifts, the AI recalibrates instantly to keep everything aligned. **Formula to keep in mind:**\ 👉 **Tasks + Constraints + Availability → Optimized Schedule** This is the mental model: you provide the details, Motion does the heavy lifting, and your calendar becomes a living plan that adapts as your day evolves. ## Why Auto-Scheduling Is Powerful Auto-Scheduling changes how work gets planned by making scheduling: * **Intelligent** → It factors in priorities, deadlines, effort, and dependencies — not just empty calendar slots. This ensures tasks land in the right order, at the right time. * **Dynamic** → Your schedule isn’t fixed. When meetings are added, deadlines shift, or new tasks arrive, Motion recalibrates instantly to reflect the new reality. * **Effortless** → No manual dragging or reshuffling. You enter your work, and Motion builds the best schedule for you in seconds. The result is a calendar that’s always accurate, always optimized, and always aligned with your real priorities — without the constant overhead of planning by hand.
# Best Practices Auto-Scheduling works best when you give Motion clear, accurate information. These practices help ensure your schedule is both realistic and reliable:
Best PracticeWhy It MattersExample
Set task duration realisticallyAI needs an accurate estimate to block the right amount of time.Instead of leaving a task at the default 30 min, set “Draft blog post” to 2 hrs.
Add deadlines and prioritiesEnsures critical work is scheduled first and delivered on time.Mark “Submit tax filing” as High Priority with a deadline, so it’s placed before optional tasks.
Break down large tasks into smaller onesSmaller tasks fit more flexibly into your schedule, avoiding last-minute crunch.Split “Prepare QBR deck” into “Collect metrics,” “Draft slides,” “Review with team.”
Group related tasksKeeps context switching low and makes your day more efficient.Tag tasks as “Client A” so you can review how much work is allocated to that account across projects.
Review dailyA quick review ensures the schedule reflects any new priorities or events.At the start of the day, scan Motion’s plan and confirm it matches your focus.
Use manual scheduling sparinglyLocking too many tasks manually reduces AI’s flexibility.

Pin your daily stand-up prep but let Motion auto-schedule everything else.


### Use Cases: Balancing Roles and Priorities Auto-Scheduling adapts to different roles and workflows. Here are concrete examples:
RoleChallengeBenefitExamples
Individual ContributorLong list of tasks with competing deadlines.Motion sequences tasks in the right order, factoring deadlines and dependencies.You add 12 tasks for a product launch. Motion places the draft spec first, then review with team, ensuring everything leads up to the launch date (when blockers are enabled).
ManagerMeetings fragment the day, leaving little focus time.Motion protects deep work by intelligently slotting tasks around fixed meetings.Your calendar has 6 hours of calls. Motion schedules a 2-hour budget review block in the only open window, instead of scattering it.
Freelancer / Side-HustlerBalancing client work with personal commitments.Motion builds one cohesive calendar across work and life.You block evenings for a fitness class. Motion fits 4 client tasks into the daytime, leaving your personal block untouched (use custom/different schedules).
Cross-Functional Team MemberMultiple projects across stakeholders.Motion respects dependencies and balances across initiatives.You have tasks from Marketing Campaign and Product Launch. Motion schedules write campaign copy after finalize product details, keeping both projects aligned.
**Key idea:** Instead of you juggling priorities, Motion continuously rebalances your calendar so the most important work happens at the right time. *** ### Manual vs Auto-Scheduling Auto-Scheduling is the default for most tasks — but there are times when manual scheduling makes sense. The key is knowing when to let AI optimize versus when to set a fixed time yourself. | **When to use Auto-Scheduling** | **When to use Manual Scheduling** | | ---------------------------------------------------------------- | ---------------------------------------------------------------------------------- | | You have **many tasks** and want Motion to place them optimally. | A task must happen at an **exact time** (e.g., “submit proposal by 3pm”). | | Deadlines and priorities are shifting. | You need to align with someone else’s availability outside of Motion. | | You want Motion to balance workload over days/weeks. | The task is part of a **ritual or routine** (e.g., daily stand-up prep at 8:30am). | | You prefer to spend less time planning and more time doing. | You want to **protect a time block** as non-negotiable. | **Examples** * **Auto-Scheduling:** You add 15 research tasks with different deadlines. Motion sequences them intelligently across the week. * **Manual Scheduling:** You need to finalize a contract *exactly before a client call at 2pm*. You pin it to that time slot manually. **Guiding principle:**\ 👉 *Use Auto-Scheduling for flexibility and efficiency. Use manual scheduling when precision or control matters.* *** ## Common Pitfalls & How Motion Helps Even with Auto-Scheduling, there are common situations where users may run into friction. Here’s how Motion is designed to help: | Pitfall | How Motion Helps | | -------------------------------------------------------------------------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Overloaded calendar** → Too many tasks get added without realistic effort estimates. | Motion flags when deadlines or durations make the plan impossible, prompting you to adjust. | | **Shifting deadlines** → A task deadline changes and throws off the week. | Motion automatically reshuffles tasks around the new deadline, while still respecting other priorities. | | **Back-to-back scheduling fatigue** → Packed days without breaks. | Motion respects working hours and adds breathing room, ensuring tasks are spread realistically. Do so by adding "Break between tasks" in Auto-scheduling settings | | **Conflicting priorities** → It’s unclear which task should be scheduled first. | Priorities set in Motion guide Auto-Scheduling, so high-priority work always lands before optional items. | | **Too much manual override** → Pinning or fixing tasks reduces flexibility. | Motion still schedules around locked tasks, but prompts you to free up flexibility if the plan becomes too rigid. | **Key idea:** Auto-Scheduling is designed to absorb the unexpected — shifting events, new tasks, changing deadlines — so you don’t have to rebuild your calendar every time plans change. *** ## Connections to Other Features Auto-Scheduling doesn’t work in isolation — it draws strength from the rest of Motion’s platform. * **Tasks** → Auto-Scheduling places tasks on your calendar using their deadlines, priorities, and duration estimates. The better the task metadata, the smarter the schedule. * **Projects** → Task dependencies and project timelines flow directly into Auto-Scheduling, ensuring project milestones are met on time. * **Docs** → Tasks created from Motion Docs (like meeting notes or briefs) are immediately scheduled, so insights and decisions turn into action. * **AI Employees** → Employees generate or update tasks, which Auto-Scheduling then arranges, keeping human and AI work aligned. * **Calendar sync** → Auto-Scheduling respects external calendar Busy events, avoiding overlaps and preserving focus time. **Key idea:** Auto-Scheduling is the glue that translates tasks, projects, and AI outputs into a living calendar — turning inputs from anywhere in Motion into an executable plan. # Calendar Syncing FAQ #### 1**. Can I sync multiple calendars with the same email?** No, Motion only supports linking one unique email address at a time. #### **2. Why aren’t my tasks syncing to iCloud?** Tasks from Motion only sync to **Google** or **Microsoft Outlook** external calendars. iCloud currently does not support task synchronization, so tasks will not appear in your iCloud calendar. This isn Apple limitation and not a Motion limitation. #### **3. Do I need to add my calendar to 'My Calendars' for syncing?** No, Motion automatically syncs all connected calendars, even if they aren’t listed under 'My Calendars.' #### **4. What happens if I delete an event from Motion?** Deleting an event in Motion also deletes it from your external calendar (Google, Apple, Outlook) as part of bi-directional sync. #### **5. Why is there a delay in my iCloud events appearing in Motion?** You may experience a delay of up to 10 minutes when syncing with iCloud calendars. Don’t worry if you don’t see an event you added in iCloud right away — it will show up within that time frame. #### **6. I was invited to a meeting. Can I change the event details?** If you're a guest in the meeting, you would not be able to change the event, unless permission is set by the host of the meeting. Changes to the event (e.g., time, title, or attendees) can only be made by the host or the event organizer. #### 7. "How can I remove my main calendar from an old account and use it with my new account? It's saying it's being used on another account." This happens because our system only allows *one* email to be designated as a main calendar on *one* Motion account at a time. If you no longer have access to your old account, our Support team can handle this for you! Please send us a message via chat or email at for assistance. #### 8. Can I add travel time to recurring events? Currently, travel time is only supported for one-off events. Additionally, travel time is only available for Google and Outlook calendars. #### 9. **Why do I see a banner at the top of my Motion account that says, "We can't access your calendar \"?** This banner appears when Motion loses connection to one of your calendars. This can happen for several reasons, such as: * The password for your calendar account was changed. * The calendar account is no longer active or valid (for example, if the email domain has changed). * The calendar itself is no longer active. To fix this issue, you can: 1. Click **Reconnect Calendar** to restore the connection. 2. Click **Remove Calendar** if you no longer want to use that calendar with Motion. 3. Click **Manage Calendar** to view and manage all your connected calendars.
# All Things Calendars ### Introduction Calendars in Motion are the backbone of how your work and time come together. By connecting your external accounts — Google, Microsoft, or iCloud — Motion pulls in your events, layers them alongside tasks, and helps you plan without juggling multiple apps. Motion organizes calendars into layers: * **Accounts** (e.g., your work Google account, your personal iCloud account) * **My Calendars** (specific calendars within an account, such as “Work,” “Personal,” or “Team”) * **Frequently Met With** (people you collaborate with most often, to streamline scheduling) Understanding how these layers fit together makes it easier to manage visibility, set defaults, and avoid conflicts. #### At a Glance * Understand calendar layers: Accounts, My Calendars, and Frequently Met With * Adjust calendar settings like visibility, default save location, and time zones *** ### Calendar structure :star: **A v*****ery important concept to understand*** Motion uses three calendar layers: **Accounts**, **My Calendars**, and **Frequently Met With** to optimize scheduling. Understanding how each works helps you configure Motion for the most accurate and productive setup. Calendars in Motion mirror the way external providers (Google, Microsoft, iCloud) are organized — but Motion adds a layer of intelligence to make scheduling smoother. * **Accounts** → The top layer. Each connected account (work Google, personal iCloud, etc.) serves as the source of calendars. * **Calendars within accounts** → Each account can have multiple calendars (e.g., “Work,” “Personal,” “Holidays”). These are what Motion calls **My Calendars** once added. * **Frequently Met With** → Motion detects teammates and collaborators you meet with often, showing their calendars so you can plan around their availability. Think of it like this: * Your **Accounts** are the foundation. * Your **My Calendars** are the calendars you actively manage that affect your availability. * Your **Frequently Met With** layer helps you coordinate with others. {% hint style="success" %} 💡 **Pro tip:** If a calendar affects *your* availability, make sure it’s enabled in **My Calendars**. If it’s just for visibility, add it under **Frequently Met With**. {% endhint %}
Accounts: Your Primary Calendars Accounts are the external calendar providers you connect to Motion — Google, Microsoft Outlook, or iCloud. You can set one account as your **Main Calendar**, which becomes the default host for any events or meetings you schedule in Motion. The main calendar also determines which account Motion uses for uni-directional and bi-directional syncing. *Key difference from My Calendars:* 1. Accounts are tied directly to your email identity, so they unify all calendars under that provider. 2. Sub-calendars don’t exist in “Accounts” — they appear under “My Calendars” instead. #### **Why 'Accounts' Matter:** The Accounts section can hold a variety of calendars, allowing for the option switch main calendars in Motion, if need be. This allows you flexibility when balancing a variety of schedules, ensuring you are always up to date with your scheduling obligations internally in Motion and externally in your main calendar. #### **Example Scenario:** Emily has two calendars linked to Motion: "" (personal) and "" (work). She has set "" as her main calendar. As a result, all new events will automatically be added to her work calendar by default.
My Calendars: Extending Your Ownership My Calendars includes everything pulled from your connected accounts, plus any sub-calendars those accounts provide (e.g., “Birthdays” or “Holidays” in Google Calendar). These calendars can’t be set as your main calendar but are still visible and manageable in Motion. #### **Why 'My Calendars' Matter:** The calendars saved in your My Calendars section are integral as they are the calendars in which an event's free/busy status will directly impact Motion's auto-scheduling. #### **Example Scenario:** Let’s revisit Emily's calendar configuration. She has her professional calendar, ****, set as the main calendar, and her personal calendar, ****, in **My Calendars**. Emily wants to schedule her family reunion on her personal calendar, even though her work calendar is set as her main calendar. By selecting **** as the host for the family reunion, Emily can keep her work schedule unaffected while managing personal events.
Frequently Met With: Coordinating with Others Frequently Met With shows calendars that Motion identifies from teammates, colleagues, or clients you collaborate with most. These don’t affect auto-scheduling of your tasks, but they give you quick visibility into availability, making it easier to coordinate meetings without back-and-forth. #### **Why It Matters:** The Frequently Met With section provides a streamlined way to manage collaboration. By integrating shared calendars into Motion, you can easily display your colleagues schedule against your own to find time to meet or collaborate with them, without any impact on your own calendar’s scheduling. This feature improves scheduling efficiency with collaborators and colleagues and helps you avoid potential scheduling conflicts when trying to coordinate with multiple participants. #### **Example Scenario:** Emily works with a colleague named Jill, who has shared her calendar, **** with Emily. Emily saved Jill’s calendar under her Frequently Met With calendars allowing Emily to seamlessly view Jill's availability. When Emily plans a meeting, she can toggle on Jill's calendar to displays Jill’s schedule and check for times of availability; ensuring she chooses a time when Jill is free to meet. Additionally, saving Jill’s calendar in the Frequently Met With section will not impact Emily's existing auto-scheduled tasks and events.
{% @supademo/embed demoId="cmflgb85ufayr39ozpwwonnu7" url="" %} ### How do I connect Google Calendar to Motion
How do I connect Google Calendar to Motion? 1. First, make sure you’re logged into your Motion account at **app.usemotion.com** or using the Desktop app. (Need the desktop app? See instructions here.) 2. At the top left of the screen, click the **Settings** icon. 3. Then, click on **Calendars**. 4. Under the **Accounts** section, click **Add Account**. 5. Select **Add Google Calendar**. 6. Motion will ask for permissions so it can access your calendar events. 7. You’ll be redirected to a Google sign-in screen—log in with your Google account. 8. Google will confirm that you’d like to give Motion permissions. 9. Click **Allow**. 10. Your Google Calendar is now linked!
{% @supademo/embed demoId="cmf6ynm4y4ii639oz5yw9imk6" url="" %} ### How do I connect Microsoft Outlook to Motion
How do I connect Microsoft Outlook to Motion? 1. First, make sure you’re logged into your Motion account at **app.usemotion.com** or using the Desktop app. (Need the desktop app? See instructions here.) 2. At the top left of the screen, click the **Settings** icon. 3. Then, click on **Calendars**. 4. Under the **Accounts** section, click **Add Account**. 5. Select **Add Outlook Calendar** 6. Motion will ask for permissions so it can access your calendar events. 7. You’ll be redirected to a Microsoft sign-in screen—log in with your Microsoft account. 8. Microsoft will confirm that you’d like to give Motion permissions. 9. Click **Accept**. 10. Your Microsoft Calendar is now linked!
{% @supademo/embed demoId="cmf6z9rui4jqp39ozh5rzn66x" url="" %} ### How do I connect iCloud calendar to Motion
How do I connect iCloud Calendar to Motion? To add an iCloud calendar, first create an app-specific password in iCloud: 1. Sign into your Apple ID [here](https://appleid.apple.com/sign-in). 2. Click "App-Specific" passwords. 3. Generate an app-specific password. 4. Add your password name, then click **Create** 5. Copy the app-specific password. Once your app-specific password has been created, click Next. 1. Go to your settings, and select **Add account** 2. Click on **Add iCloud calendar** 3. Enter your iCloud email address 4. Enter your app-specific password 5. Click **Connect**
#### Add iCloud calendar walkthrough {% @supademo/embed demoId="cmf6zk35a4k4t39ozywcxsc5g" url="" %} #### App-specific password creation walkthrough {% @supademo/embed demoId="cmf700sf14kva39ozyf9hscon" url="" %} ### Adjust calendar settings - Visibility, Defaults, and time zones
Adjust Calendar Settings — Visibility, Defaults, and Time Zones Once your calendars are connected, you can fine-tune how Motion uses them. These settings ensure your schedule reflects the right commitments without unnecessary clutter. **Visibility** * In **My Calendars**, toggle calendars **on or off** to control which ones affect your availability. * Example: Keep “Work” and “Personal” on, but hide “Holidays” if you don’t want those blocking time. **Default Save Location** * Set your **Main Calendar** as the default place where new events are saved. * Example: If you host most meetings from your work Google account, make that your default. * Tasks are still managed in Motion, but events follow your chosen calendar. **Time Zones** * Motion uses the time zone you set in your calendar settings. * Important: Motion **does not auto-switch** your time zone when you travel. If you change time zones, you’ll need to update it manually. * Motion will detect when you’ve entered another time zone and remind you to switch. {% hint style="info" %} 💡 **Pro tip:** Keep only the calendars that impact your availability visible. This keeps your calendar uncluttered and makes Motion’s scheduling smarter. {% endhint %}
{% @supademo/embed demoId="cmflgg7o9fb0t39ozdgrgmd38" url="" %} # All Things Calendars How-to Guide ### Introduction Connecting your calendar to Motion helps you keep tasks and events in sync across all your tools. Whether you’re using Google Calendar or Outlook, Motion makes it easy to control what appears where, so you always have a clear and accurate view of your schedule. You can choose to show or hide Motion tasks on external calendars and organize multiple calendars into groups for easier management. #### At a Glance In this guide, you’ll learn how to: * Show and hide Motion tasks on your external main calendar * Manage calendar groups for better organization *** ### How to show Motion tasks on your external calendar
How to Show Motion Tasks on Your External Main Calendar 1. **Open Settings**\ Click the gear icon in the bottom-left corner of Motion to open your settings. 2. **Go to Auto-Scheduling**\ In the left-hand menu, select **Auto-scheduling**. 3. **Choose Calendar Visibility**\ Under *Show tasks on Google & Outlook calendars?*, select one of the following: 1. **Show tasks but keep as free** — Motion tasks appear in your external calendar, but won’t block off time. 2. **Show tasks and mark busy if deadline at risk** — Motion tasks appear in your external calendar and block time if deadlines are at risk. 4. **Auto Save & Sync**\ Your tasks will now appear on the external calendar you’ve connected to Motion. {% hint style="info" %} 💡 **Pro Tip:** Motion only syncs tasks to your **main calendar** (the primary calendar in your connected account). Tasks will not appear on secondary or shared calendars. {% endhint %}
{% @supademo/embed demoId="cmffk3a7lb0xz39ozukcddgue" url="" %} ### How to manage calendar groups
How to Manage Calendar Groups Calendar groups let Motion know which calendars to check for conflicts when auto-scheduling tasks. 1. **Open Settings**\ Click the gear icon in the top-left corner of Motion. 2. **Go to the Calendars Tab**\ In the left-hand menu, select **Calendars**. 3. **Find Calendar Grouping**\ Scroll down to the **Calendar Grouping** section. You’ll see groups like **My Calendars** or **Frequently met with**. 4. **Edit a Group**\ Click **Edit** next to the group name. From here, you can add or remove connected calendars. 5. **Save Your Changes**\ Motion will use the updated group to detect conflicts when scheduling tasks. {% hint style="info" %} 💡 **Pro Tip:** Keep your *work* and *personal* calendars in separate groups so Motion only checks the ones that matter when planning your day. {% endhint %}
{% @supademo/embed demoId="cmffkaa8bb1d439ozsnhriaf0" url="" %} # Reference: All Things Calendars ## Introduction Motion integrates directly with external calendars — Google, Microsoft Outlook, and iCloud — to unify your schedule. External events sync into Motion so you can see all commitments in one place, while Motion tasks and events display back into your external calendars for visibility. By combining your personal and work calendars with Motion’s AI scheduling, you get a single, accurate view of your time. #### At a Glance * **Supported providers** → Google Calendar, Microsoft Outlook, iCloud Calendar. * **Provider differences** → Google, Microsoft, and iCloud have unique sync behaviors, especially with recurring events and reminders. * **Integration** → Events flow into Motion from external calendars; Motion tasks and events display back externally for visibility. * **Permissions** → Calendar connections require read/write access so Motion can create and update events. * **Benefits of displaying tasks externally** → Keep teammates and personal tools aligned by seeing Motion tasks directly on your standard calendar. * **Limitations** → Sync delays, all-day event defaults, and recurrence patterns may depend on your external provider. # Connecting your calendars ### The Basics of Calendar Structure Before we dive into the specifics of each calendar system, it's important to understand some fundamental concepts: 1. **Primary Calendar**: This is the main calendar associated with your account. 2. **Sub-calendars**: These are additional calendars that can be created under your primary calendar. 3. **Calendar Groups**: A feature specific to Microsoft, allowing you to organize multiple calendars. Now, let's examine how these concepts apply to each calendar system. ### Google and Microsoft Calendars Google and Microsoft calendars share many similarities in their structure. Both use a hierarchical system of primary and sub-calendars. #### Primary Calendar When you create a Google or Microsoft account, a primary calendar is automatically generated. For example, if your email is [**johndoe@gmail.com**](mailto:johndoe@gmail.com), you'll have a "*John Doe's Calendar*" as your primary calendar. #### Sub-calendars Under your primary calendar, you can create multiple sub-calendars. These are useful for organizing different aspects of your life. For instance, you might have: * A "**Work**" sub-calendar for professional appointments. * A "**Personal**" sub-calendar for social events. * A "**Family**" sub-calendar for household-related items. This structure allows for flexible organization. You can view all calendars simultaneously for a comprehensive overview or hide certain sub-calendars to focus on specific areas of your life. #### Microsoft's Unique Feature: Calendar Groups Microsoft adds an extra layer of organization with Calendar Groups. These act like folders that can contain multiple calendars, allowing for even more granular organization. ### iCloud Calendars iCloud calendars operate on a different paradigm: 1. No Primary Calendar: Unlike Google and Microsoft, iCloud doesn't have the concept of a primary calendar. 2. Equal Calendars: All calendars in iCloud are on equal footing. You might have separate calendars for "**Work**", "**Personal**", and "**Family**", but none are inherently primary or secondary. ### How Motion Integrates with These Calendars Now that we understand the structure of each calendar system, let's explore how Motion interacts with them. #### Main Calendar in Motion In Motion, you designate one calendar as your "*main*" calendar. This is crucial for understanding how Motion will handle your tasks and events. * **For Google and Microsoft users**: This is typically your primary calendar. (see the [calendar tutorial](/help/time-management/all-things-calendars) for a reference) * **For iCloud users**: You need to specify which of your equal-status calendars you want to use as the main one in Motion. #### Task Visibility Options (*Only supported by Google and Outlook*) Motion offers three options for how tasks appear on your calendars. *To learn more about how tasks are scheduled, click* [*here*](/help/time-management/auto-scheduling/reference-auto-scheduling/manual-vs-auto-scheduling)*.* 1. Tasks visible only in Motion. 2. Tasks shown on your main calendar, all marked as "free" time. 3. Tasks shown on your main calendar, with some as "free" and others as "busy". ### Event Scheduling When scheduling events in Motion, it defaults to your main calendar. However, you have the flexibility to choose any of your connected calendars as the host for an event. For example: If your main calendar in Motion is your personal Gmail, but you're scheduling a work meeting, you can select your work calendar as the host when creating the event. **Key Differences to Remember:** 1. Task Display on External Calendars: 2. Google and Microsoft: Can display tasks on external calendars. 3. iCloud: Currently cannot display tasks on external calendars (feature in development). 4. Calendar Structure: 5. Google and Microsoft: Hierarchical (primary and sub-calendars). 6. iCloud: Flat structure (all calendars equal). 7. Flexibility in Event Scheduling: 8. All systems allow scheduling on any connected calendar through Motion. ### Conclusion Understanding these differences is crucial for effectively using Motion with your preferred calendar system. By leveraging the strengths of each calendar type and Motion's flexible integration, you can create a workflow that keeps you organized, productive, and in control of your time. Remember, the key to success is finding a system that works for you. Experiment with different setups, and don't hesitate to adjust your configuration as your needs change. Motion's design allows for this kind of customization, enabling you to create a personalized productivity system that evolves with you.
# Supported Providers ## Support Providers Motion integrates with the three major external calendar systems:
ProviderSupported FeaturesNotes
Google CalendarFull event sync, recurring event support, task display, booking link event creation.Fastest sync performance; most robust for reminders and recurrence handling.
Microsoft Outlook (Office 365 / Exchange Online)Full event sync, recurring event support, task display, booking link event creation.Sync intervals may vary; some advanced Outlook recurrence rules must be managed externally.
iCloud CalendarEvent sync, recurring events, task display.Feature set is more limited compared to Google and Outlook; relies on Apple ID integration.
**Behavior** * Motion respects the rules of each provider (e.g., recurring event patterns, reminder defaults). * All providers support read/write integration, allowing Motion to create and update events. * Tasks appear externally for visibility only; they cannot be updated outside of Motion. **Why it matters**\ Supported providers determine how reliably your events and tasks sync. Google and Outlook provide the most consistent integration, while iCloud support is more basic. ## Key Features and Differences Between Google, Microsoft, and iCloud Calendars Motion integrates with all three major calendar providers, but each has unique behaviors and limitations. | Provider | Key Features | Differences & Limitations | | ---------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Google Calendar** |

- Fastest sync performance.
- Full support for recurring events.
- Robust reminders and notifications.
- Strong sharing and collaboration features.

|

- Most consistent experience across platforms.
- Supports complex recurrence rules (e.g., every 3rd Wednesday).

| | **Microsoft Outlook (Office 365 / Exchange Online)** |

- Full event sync and recurring event support.
- Booking link events write directly to Outlook.
- Enterprise-grade sharing and permissions.

|

- Sync intervals can be slower than Google.
- Some advanced recurrence rules must be managed directly in Outlook.
- On-prem Exchange servers are not supported.

| | **iCloud Calendar** |

- Syncs personal events into Motion.
- Supports recurring events.
- Shows Motion tasks externally for visibility.

|

- More limited feature set.
- Sync reliability depends on Apple ID setup.
- Fewer options for reminders and advanced recurrence patterns.

| **Why it matters**\ The provider you use affects how quickly updates appear, how recurrence rules are handled, and what features are available. For the most seamless experience, Google and Microsoft provide the broadest integration, while iCloud offers more basic support. # Integration & Permissions Motion connects with Google Calendar, Microsoft Outlook, and iCloud Calendar to keep your schedule consistent across platforms. **Permissions required** * **Read access** → Motion needs to read your external calendars to display existing events inside Motion. * **Write access** → Motion requires permission to create and update events, such as booking link meetings or event edits made in Motion. * **Sync scope** → Only the calendars you explicitly connect are synced; you can choose which accounts to link. **Behavior** * Events added in external calendars appear in Motion automatically. * Events created in Motion appear in your connected external calendar. * Tasks scheduled in Motion can be shown in external calendars for visibility, but changes made externally do not affect the task in Motion. * You can adjust which calendars Motion uses for availability vs. display only. **Why it matters**\ Granting Motion full read/write permissions ensures a seamless experience: Motion becomes your single source of truth for scheduling, while still respecting external calendar rules and ownership. ## Benefits of Displaying Motion Tasks Externally In addition to syncing events, Motion can display your scheduled tasks in external calendars (Google, Outlook, iCloud). While these tasks remain editable only inside Motion, showing them externally provides important visibility benefits. **Key Benefits** * **Single view of time** → See both fixed events and Motion-scheduled tasks in your external calendar, so you don’t need to switch tools to understand your day. * **Visibility for teammates** → If you share your external calendar with colleagues, they can see when you’re occupied with tasks, reducing conflicts and interruptions. * **Context across platforms** → Keep personal or non-Motion users aligned by reflecting your Motion workload in shared calendars. * **Mobile access** → Tasks become visible on your phone’s built-in calendar apps (through Google, Outlook, or iCloud), even if you aren’t actively using Motion’s mobile app. * **Transparency** → Colleagues booking meetings through external tools see your true availability, since tasks appear as time blocks. **Behavior rules** * Display is **uni-directional** → tasks are pushed outward for visibility but cannot be updated in the external calendar. * If you change or reschedule a task in Motion, the external calendar display updates automatically. * Free vs Busy settings apply — tasks marked *Busy* will appear as blocking time; *Free* tasks will not. **Why it matters**\ External display of tasks ensures Motion’s scheduling decisions are visible everywhere you work, aligning your availability across teams and tools. # Limitations While Motion integrates deeply with external calendars, there are some constraints to be aware of: * **Sync delays** → Updates usually appear within seconds, but provider-side delays can occur, especially with Outlook. * **All-day events** → By default, all-day events from external calendars sync as *Busy* and block the entire day unless changed to *Free*. * **Recurring events** → Complex recurrence patterns (e.g., “every 3rd Thursday until next June”) must be created and edited in the external calendar. Motion mirrors them but cannot generate advanced rules. * **Organizer permissions** → Motion cannot edit meetings where you are not the organizer; those changes must be made externally. * **Reminder customization** → Reminder times are inherited from the external calendar. Motion does not override or add custom reminder rules. * **iCloud limitations** → Sync reliability and advanced features (like custom recurrence or advanced reminders) are more limited compared to Google or Microsoft. **Key Takeaway**\ Motion brings your calendars into one unified view, but the integration still respects each provider’s rules. For advanced recurrence, reminders, and organizer-only permissions, manage those directly in your external calendar. # All things Google ### **Summary:** Motion's integration with Google Calendar is a cornerstone of our productivity ecosystem. This guide explores the core functionalities of Google Calendar, not because we’re pivoting to calendar support, but because a solid understanding of Google Calendar is key to maximizing Motion's capabilities. Many questions we receive from users about Motion actually stem from Google Calendar behaviors or settings. This guide bridges that gap, empowering you to better leverage both tools together. ### **1. Google Calendar: The Foundation** #### **1.1 Account Creation and Interface Navigation** To start using Google Calendar (and Motion), you’ll need a Google account. * Go to [calendar.google.com](https://calendar.google.com/) * The default view shows your weekly calendar, but you can toggle between daily, monthly, and yearly views. * The left sidebar includes a mini monthly calendar and a list of all your calendars. * Use the **"+" button** to create events quickly. #### **1.2 Event Creation: The Building Blocks of Time Management** Events are the foundation of Google Calendar. Creating them is simple: 1. Click the **"+" button** or select a time slot. 2. Add a title, date, and time. 3. Click **"Save"** to finalize. For more advanced customization, click **"More options"** to: * Add participants * Customize notifications * Attach files * Specify visibility (public/private) Motion uses this event data to intelligently schedule tasks around your commitments. ### **2. Calendar Organization: Structuring Your Digital Time** #### **2.1 Sub-Calendars: Organize Your Life** Sub-calendars let you separate different parts of your life (e.g., Work, Personal, Side Projects). * Click **"+" next to "Other calendars"** * Select **"Create new calendar"** * Add a name and description, then save In Motion, sub-calendars are synced, ensuring tasks align with specific calendars seamlessly. #### **2.2 Color-Coding: Visual Clarity** Color-coding helps you quickly interpret your schedule. * Hover over a calendar name in the sidebar. * Click the three-dot menu and select a color. These colors sync with Motion, providing visual consistency across platforms. ### **3. Sharing and Permissions: Collaborative Time Management** #### **3.1 Sharing Calendars** Sharing calendars enhances collaboration: * Click the **three-dot menu** next to your calendar name. * Select **"Settings and sharing."** * Add collaborators and set their permission levels: * *See only free/busy (hide details)* * *See all event details* * *Make changes to events* * *Make changes and manage sharing* In Motion, shared calendars respect these permission levels, ensuring privacy and alignment. #### **3.2 Understanding Permissions** Permission levels determine what others can see and do: * *See only free/busy:* Limited visibility * *See all event details:* Full visibility * *Make changes:* Ability to edit events * *Manage sharing:* Admin access These permissions directly affect how Motion interprets and integrates shared calendars. ### **4. Recurring Events and Smart Scheduling** #### **4.1 Recurring Events** For repeating commitments: * When creating an event, select **"Does not repeat"** and customize the recurrence pattern (daily, weekly, monthly). Motion respects recurring events and ensures tasks are scheduled around them intelligently. #### **4.2 Appointment Slots (Google Workspace Users)** Create bookable time slots: * Select **"Appointment slots"** when creating an event. * Define available times and share the booking link. Motion recognizes these slots as busy time blocks, preventing conflicts. ### **5. Subscriptions and Imports** #### **5.1 Subscribing to External Calendars** * Go to **Settings > Add Calendar > Subscribe to Calendar** * Add public calendars (e.g., holidays, team schedules) #### **5.2 Importing Events (.ics Files)** * Go to **Settings > Import & Export** * Upload an `.ics` file * Assign it to the correct calendar Motion syncs these imported events seamlessly. ### **6. Time Zones and Working Hours** #### **6.1 Working Hours** Set your preferred hours: * Go to **Settings > Working Hours** * Define your working days and hours Motion schedules tasks within these defined hours to optimize your workflow. #### **6.2 Secondary Time Zones** * Go to **Settings > Time Zone > Display Secondary Time Zone** * Add additional zones for better global coordination Motion adjusts scheduling based on your configured time zones. ### **7. Motion and Google Calendar Integration** #### **7.1 How Integration Works** * Events from Google Calendar are imported into Motion. * Tasks created in Motion are reflected in Google Calendar (if enabled). * Motion dynamically schedules around Google Calendar events. #### **7.2 Best Practices for Integration** * Keep your Google Calendar organized and clean. * Avoid overlapping recurring events. * Use color-coding consistently. ### **8. Best Practices for Using Google Calendar with Motion** #### **8.1 Keep Calendars Organized** * Use sub-calendars for clarity. * Archive outdated calendars. #### **8.2 Limit Noise** * Use focused notification settings. * Avoid excessive calendar-sharing permissions. #### **8.3 Maintain Clear Visibility** * Regularly review calendar visibility settings. * Ensure recurring events are accurate. ### **Building Synergy Between Google Calendar and Motion** Mastering Google Calendar isn’t just about better calendar management—it’s about unlocking Motion’s full potential. When these tools are used together effectively, they create a powerful productivity system that adapts to your workflow seamlessly. If you're encountering calendar-specific issues, consult Google’s official documentation. For Motion-related integration concerns, our support team is here to help. By understanding both tools deeply, you’ll find that Motion’s AI-driven scheduling aligns perfectly with your goals, enabling smarter, stress-free productivity. # All things Microsoft ### **Summary:** Motion's integration with Microsoft Outlook Calendar is a cornerstone of our productivity ecosystem. This guide dives deep into Microsoft Calendar's functionality, not because we're pivoting to calendar support, but because understanding Outlook Calendar is crucial for unlocking Motion's full potential. Many users approach our support team with questions that, upon closer inspection, are more about Outlook Calendar settings than Motion itself. This guide aims to bridge that gap, helping you leverage both tools seamlessly. ### 1. Microsoft Calendar: The Foundation **1. Account Creation and Interface Navigation** To use Microsoft Outlook Calendar (and Motion), you'll need a Microsoft account. * Go to [outlook.office.com/calendar](http://outlook.office.com/calendar) * The default view shows your weekly calendar, but you can toggle between daily, monthly, and agenda views. * The left sidebar includes a mini calendar and a list of your calendars. * Use the "New Event" button to create events quickly. **2. Event Creation: The Building Blocks of Time Management** Events are the foundation of Microsoft Calendar. Creating them is simple: 1. Click the **New Event** button or select a time slot. 2. Add a title, date, and time. 3. Click **Save** to finalize. For more advanced customization, click **More options** to: * Add participants * Customize notifications * Attach files * Specify visibility (public/private) These details are crucial for Motion, as they determine how tasks and events are scheduled. ### 2. Calendar Organization: Structuring Your Digital Time **1. Sub-Calendars: Organize Your Life** Sub-calendars let you separate different aspects of your life (e.g., Work, Personal, Side Projects). * In the left sidebar, click **Add calendar**. * Select **Create new calendar.** * Add a name and description, then save In Motion, sub-calendars sync seamlessly, allowing tasks to align with specific categories. **2. Color-Coding for Clarity** Color-coding is a powerful tool for identifying event types. However, Motion cannot color-code individual Microsoft Calendar events due to how Microsoft handles event colors. **Why?** In Microsoft Calendar, colors are tied to categories, not individual events. Categories are managed centrally in Outlook, and they don't sync seamlessly with Motion's task visibility layer. **How Colors Work in Microsoft Calendar:** * You can assign a category to an event (e.g., "High Priority," "Personal"). * Categories determine the event's color. * Colors cannot be individually overridden for single events outside of these categories. *Example:* If you assign the "Work" category to an event in Microsoft Calendar, all "Work" events will have the same color. Motion will respect this default display but cannot customize the color further. ### 3. Sharing and Permissions: Collaborative Time Management Many users ask, "Why can't I see XYZ calendar in Motion?" or "Why isn't my teammate's calendar syncing?" The answer almost always comes down to calendar sharing and permissions in Microsoft Calendar. **1. Sharing Calendars: How It Works in Motion** When you share a calendar with someone in Microsoft Calendar, it will automatically pull into Motion as long as: * The calendar is shared with your Microsoft account. * The calendar isn't restricted (e.g., "View only free/busy"). **To Share a Calendar:** 1. Right-click on the calendar name. 2. Select **Sharing and permissions.** 3. Add the email address of the person you're sharing with. 4. Set their permission level (more on this below). **2. Permission Levels: What They Mean for Motion** Microsoft Calendar offers four permission levels: * *View only free/busy:* They'll see your availability but no event details. * *View all details:* Full visibility of your events. * *Edit:* They can edit your events. * *Delegate:* Full admin access, including managing invites and permissions. In Motion: * Calendars with "View all details" or higher will display event details. * Calendars with "View only free/busy" will only show blocked time. **3. Common Scenarios & Troubleshooting** * "I shared my calendar, but my teammate can't see it in Motion." * Ensure sharing permissions are set to "View all details." * "Can I see my iCloud or Google calendar in Motion?" * Yes! But first, you'll need to sync it with Microsoft Calendar **Steps to Sync iCloud/Google Calendars to Microsoft Calendar:** 1. Export your iCloud/Google calendar to .ics format. 2. Import it into Microsoft Calendar (Click ‘Add Calendar’). 3. Select ‘Upload from File’ > Select a destination calendar > Select ‘import’ 4. Once it appears in Microsoft Calendar, it will pull into Motion automatically. ### 4. Recurring Events and Smart Scheduling **1. Recurring Events** For repeating commitments: * When creating an event, select "Repeat" and choose a recurrence pattern (daily, weekly, monthly). Motion respects these repeating blocks and schedules tasks around them. **2. Meeting Polls (Microsoft FindTime)** Microsoft allows meeting polls for group scheduling: * Create an event. * Add participants. * Enable FindTime Polls to allow participants to vote on times. Motion recognizes these blocks and ensures tasks don't overlap with these tentative holds. ### 5. Subscriptions and Imports **1. Subscribing to External Calendars** You can add holidays, shared calendars, or public event calendars: * Go to Settings > Add Calendar > Subscribe from web * Add a public calendar URL.
**2. Importing Events (.ics Files)** If you have events in .ics format: * Go to Settings > Import Calendar * Upload the .ics file. Motion will detect these imports and incorporate them into your task scheduling. ### 6. Motion and Microsoft Calendar Integration **1. Syncing Calendars with Motion** * Go to Settings > Calendar Integration in Motion. * Connect your Microsoft Calendar. * Ensure calendar visibility settings match your intended view.
**2. How Motion Uses Microsoft Calendar Data** * Motion pulls existing events from Microsoft Calendar. * Motion schedules tasks intelligently around those events. * Any Motion task set to "Show on external calendar" will appear in Microsoft Calendar. ### 7. Best Practices for Using Microsoft Calendar with Motion * Keep sub-calendars organized. * Use consistent category-based color coding. * Regularly review sharing permissions. * Sync external calendars to Microsoft Calendar first before adding them to Motion. ### Conclusion: Mastering Time Management with Microsoft Calendar and Motion Microsoft Calendar and Motion are two sides of the same productivity coin. Understanding how they interact unlocks smarter, more effective scheduling. If something isn't syncing correctly, it's usually a permissions or sharing issue on the Microsoft Calendar side. For persistent issues, reach out to our support team. Master these tools, and you'll see just how seamless and powerful your scheduling can become. # Addressing "Need Admin Approval" Error: Microsoft 365 Calendar Sync #### **Overview** If you're seeing a **"Need admin approval"** pop-up when trying to sync your Outlook calendar with Motion, don't worry; this is a common step needed with Microsoft 365 organizations. This guide explains why this happens and how to fix it. The good news: this is a one-time setup that your IT administrator can complete in just a few minutes. *** #### **Why You're Seeing "Need Admin Approval"** When Motion connects to your Outlook calendar, it needs to access Microsoft Graph APIs that require **organizational-level consent** from your IT administrator. **Here's what's happening:** * Motion requires permissions to read and write to your Outlook calendar * These permissions fall under **Microsoft Graph delegated permissions** * Microsoft 365 requires a **Global Admin** or **Cloud Application Administrator** to approve these permissions for the entire organization * Even if you grant permission as an individual user, the organization-level approval is still needed **Bottom line:** This isn't a bug; it's Microsoft's security model. Your IT admin needs to grant Motion access once, and then all users in your organization can use calendar sync without seeing this message again. *** #### **What Your IT Admin Needs to Do** If you're seeing the "Need admin approval" message, share these steps with your IT administrator. The process takes about 5 minutes. **Step 1: Log In to Motion (Admin Account)** Your IT admin should: 1. Visit [https://app.usemotion.com](https://app.usemotion.com/) on their desktop browser 2. Log in to their Motion account (or create one if they don't have one—no subscription needed) **Note:** If they don't have a Motion account yet, they can create one just for this approval process. No subscription is required. **Step 2: Go to the Add Account Page** 1. Navigate to 2. This is where they'll authorize Motion to access Outlook **Step 3: Click "Continue with Microsoft"** 1. Click the **"Continue with Microsoft"** button 2. A Microsoft login pop-up will appear **Step 4: Important: Check for Admin Account Option** **This step is critical:** 1. In the Microsoft pop-up, sign in with their **admin credentials** 2. This ensures they're granting consent with the proper administrative permissions **Step 5: Grant Organizational Consent** 1. After signing in with admin credentials, a permissions screen will appear 2. Look for a checkbox that says: **"Consent on behalf of your organization"** 3. **Check this box** — this is what grants Motion access for everyone in your organization 4. Click **"Accept"** **Step 6: Verify Approval** Once your IT admin completes these steps: * Motion should now be accessible for your entire organization * All users should see a green checkmark next to the calendar sync permission * The "Need admin approval" message should no longer appear *** #### **What Permissions is Motion Requesting?** When your IT admin grants consent, Motion will request access to: * **Calendars.ReadWrite** — Read and write to your Outlook calendar * **MailboxSettings.Read** — Read your mailbox settings * **User.Read** — Read your user profile information * **offline\_access** — Maintain access even when you're not actively using Motion * **email** — Access your email address These are standard permissions needed for calendar sync to work properly. Your IT admin can review these permissions before approving them. Motion will need all of these approved to work correctly. *** #### **For IT Administrators: Advanced Setup (Optional)** If your organization uses **Microsoft Entra Admin Center** and wants more control over the approval process, here are additional steps: **Enable Admin Consent Workflow (Optional)** This allows non-admin users to request approval instead of hitting a dead end: 1. Go to **Microsoft Entra Admin Center** ([https://entra.microsoft.com](https://entra.microsoft.com/)) 2. Navigate to: **Identity → Applications → Enterprise applications → User settings** 3. Scroll to **Admin consent requests** 4. Turn ON: * **Users can request admin consent** * **Select reviewers** (Global Admins, App Admins, or Cloud App Admins) 5. Save This enables a smoother workflow for your organization. **Check User Consent Settings** 1. In Entra Admin Center, go to: **Identity → Applications → Enterprise applications → User settings** 2. Look at **User consent for applications** 3. Recommended setting: **"Allow user consent for apps from verified publishers for selected permissions"** This prevents users from seeing a blank approval screen. *** #### **Troubleshooting** **Q: My IT admin completed the steps but I'm still seeing "Need admin approval"** A: Try these steps: * Log out of Motion and log back in * Try a different browser * Wait 15-30 minutes for the changes to propagate through Microsoft's systems * Contact Motion support if the issue persists **Q: My IT admin doesn't have a Motion account** A: That's fine! They can create one just for this approval process. No subscription is needed—it's only to grant organizational consent. **Q: Can a regular user grant this approval?** A: No, only a **Global Admin** or **Cloud Application Administrator** can grant organizational-level consent for Microsoft Graph permissions. **Q: What if our organization has disabled user consent?** A: Your IT admin will need to enable the admin consent workflow (see "Advanced Setup" section above) or manually grant consent through the Entra Admin Center. *** #### **After Approval: Using Calendar Sync** Once your IT admin grants approval, you can: 1. Log in to Motion 2. Go to **Settings → Calendars** 3. Click **+ Add Account** 4. Click **Add Outlook Calendar** 5. Sign in with your Microsoft account 6. Your Outlook calendar will now sync with Motion You should **not** see the "Need admin approval" message anymore. # All things iCloud ### **Summary:** Motion integrates seamlessly with iCloud Calendar, enabling users in the Apple ecosystem to optimize their time management and productivity workflows. This guide dives deep into iCloud Calendar's functionality—not because Motion replaces iCloud, but because understanding its structure and limitations helps you get the most out of Motion's AI-driven scheduling. Many of the common issues we see in Support come down to the way iCloud handles calendars and how that impacts Motion's ability to sync and display events. This guide will bridge those gaps, clarify limitations, and help you set up your iCloud Calendar correctly with Motion. *** ### 1. iCloud Calendar: The Basics **1. Setting Up iCloud Calendar** To connect iCloud Calendar with Motion: 1. Open [iCloud.com](http://icloud.com/) and log in. 2. Ensure Calendar Sync is enabled on your devices (Settings > iCloud > Enable Calendar Sync). 3. In Motion, go to Settings > Calendar Integration and connect your iCloud account.
**2. Interface Navigation** * iCloud Calendar offers Day, Week, and Month views. * The left sidebar displays your calendars, event lists, and shared calendars. * Events can be created via the "+" button or by clicking directly on a time slot. While the interface is simpler than Google or Microsoft Calendar, it integrates effectively with Motion for event visibility and scheduling. ### 2. Event Creation in iCloud Calendar **1. Creating and Editing Events** 1. Click the **+** button or select a time slot. 2. Add Event Title, Date, and Time. 3. Use the **Add Invitees** option to share events. 4. Click **Done** to save the event.
**2. Event Details and Limitations in Motion** * Events created in iCloud will sync into Motion automatically. * Motion tasks cannot display on iCloud Calendar due to Apple's closed-loop system. Key Limitation: Tasks scheduled in Motion will not appear in your iCloud Calendar, even if synced. Motion can read from iCloud but cannot write back to it.
### 3. Calendar Organization: No Sub-Calendar Concept One key difference between iCloud Calendar and other platforms (like Google or Microsoft) is the lack of a primary vs. secondary calendar structure. **1. Organizing Calendars in iCloud** * iCloud allows you to create multiple calendars, but they are all treated as separate, standalone calendars. * There is no **Primary** calendar or **Sub-calendar** distinction. **2. Syncing Multiple iCloud Calendars with Motion** When syncing iCloud Calendars with Motion: * Each calendar will appear as an independent calendar in Motion. * You can toggle their visibility in Motion settings.
### 4. Sharing and Permissions in iCloud Calendar **1. Sharing iCloud Calendars** Sharing calendars in iCloud is straightforward: 1. Open iCloud Calendar on your browser. 2. Click the share icon (next to the calendar name). 3. Choose **Public Calendar** or **Private Share**. 4. Add email addresses for specific people.
**2. Permission Levels in iCloud** * View Only: Participants can see your calendar but cannot make edits. * Edit: Participants can add and modify events. **In Motion**: * Shared calendars will appear if they are shared with your connected iCloud account. * Permissions affect how they display in Motion. Common Issue: If you can't see a shared calendar in Motion, double-check that it was shared with your iCloud email address linked to Motion.
### 5. Recurring Events and Time Zones **1. Creating Recurring Events** For repeating commitments: 1. Create an event in iCloud. 2. Click **Repeat**. 3. Select daily, weekly, monthly, or custom recurrence patterns. Motion respects these repeating events and schedules tasks around them automatically.
**2. Time Zone Settings** iCloud Calendar automatically adjusts for time zones based on your device settings. * Ensure your device and iCloud account are set to the correct time zone. * In Motion, verify that your time zone matches iCloud for accurate task scheduling.
### 6. Importing and Subscribing to External Calendars Before we dive in, let's clarify an important point about how events from other calendars appear in iCloud and Motion: * **Events that you import or subscribe to in iCloud (e.g., via .ics files) will *****not***** reflect in Motion, even if your iCloud calendar is connected to Motion.** * However, if you subscribe to or import events into **Google Calendar** or **Microsoft Calendar**, those events *will* pull into Motion—as long as the respective Google or Microsoft calendar is connected to Motion. **1. Importing Calendars (.ics Files)** To import external calendars into iCloud: 1. Go to **Settings > Import Calendar**. 2. Upload a `.ics` file. 3. Select the target calendar. While these events will appear in your iCloud Calendar, **Motion will not be able to detect or display them**, even if your iCloud account is synced with Motion.
**2. Subscribing to Public Calendars** You can subscribe to shared/public calendars: 1. In iCloud Calendar, click **"Add Calendar."** 2. Choose **"Add Subscription Calendar."** 3. Paste the `.ics` URL. Again, while these subscribed calendars will display in iCloud, **they will not sync into Motion**. **Workaround:** If these external calendars are critical for your workflow in Motion, consider subscribing to them in **Google Calendar** or **Microsoft Calendar** instead. Both platforms support calendar subscription syncing with Motion.
### 7. Motion & iCloud Integration: What You Need to Know **1. What Syncs Between Motion and iCloud** ✅ Events from iCloud Calendar → Motion ❌ Tasks from Motion → iCloud Calendar
**2. Why Can't Tasks Sync Back to iCloud?** Apple's iCloud Calendar does not support third-party write-back permissions for tasks. Motion can only read from iCloud and cannot push data back into it. Workaround: For tasks you want visible on your calendar, you can manually create an event in iCloud after scheduling them in Motion.
### 8. Best Practices for Using iCloud with Motion * Keep calendars logically organized in iCloud (Work, Personal, Projects). * Enable sharing permissions to ensure visibility across team members. * Use repeating events to block consistent time slots. * Verify time zone settings to avoid scheduling conflicts. * Understand that tasks will not sync back to iCloud—use events for visibility if needed.
### 9. Troubleshooting Common iCloud Calendar Issues **1. Events Not Syncing** * Ensure iCloud Calendar sync is enabled on your device. * Double-check permissions in Motion.
**2. Shared Calendars Not Appearing** * Verify that the calendar is shared with the correct iCloud account connected to Motion.
**3. Duplicate Events** * Occasionally, iCloud might create duplicate entries if sync conflicts arise. * Refresh the calendar sync in Motion settings.
### 10. Conclusion: The iCloud + Motion Synergy While iCloud Calendar has some limitations compared to Google or Microsoft Calendar, it still integrates seamlessly with Motion for scheduling clarity. The key differences to remember: * No primary/sub-calendar concept. * No task visibility in iCloud Calendar from Motion. * Color coding is limited by Apple's category system. By understanding these nuances, you'll have a smoother experience using both platforms together. If you encounter persistent issues, our support team is here to help.
# Concept: All Things Calendars ## Understanding Calendars in Motion Your calendar is the foundation of how Motion plans your day. By connecting your external calendars, Motion always has the full picture of your availability. From there, Motion’s AI can place tasks, schedule meetings, and keep you in sync with your real-world commitments. To make this work, Motion organizes calendars into three layers: **Accounts**, **My Calendars**, and **Frequently Met With**. Each plays a different role — from syncing your main calendar, to defining what affects your availability, to helping you coordinate with colleagues. Together, they give Motion the context it needs to build a schedule that reflects both your priorities and your constraints. #### At a Glance * **Why calendars matter** → They’re the backbone of Motion — providing availability, commitments, and context for AI scheduling. * **Mental model** → Motion uses three layers: Accounts (foundation), My Calendars (active availability), Frequently Met With (collaboration). * **Why Accounts matter** → Define your main calendar and sync Motion with your external providers. * **Why My Calendars matter** → Control which calendars directly impact task scheduling. * **Why Frequently Met With matters** → Overlay teammates’ calendars to find time together, without affecting your own schedule. * **Integration & permissions** → You choose what Motion can read and write, keeping control of your data. * **Use cases** → Balance work + personal calendars, manage projects, and coordinate across teams. * **Key takeaway** → Calendars give Motion the structure to plan intelligently — linking your real-world commitments to your AI-driven schedule. # Purpose ## Why Calendars Matter Calendars are the backbone of Motion. They provide the **fixed structure** — meetings, commitments, and availability — that Motion’s AI needs to build a schedule that actually works. Without connected calendars, Motion wouldn’t know when you’re free, when you’re busy, or how to protect time for tasks. Why this matters for you: * **Accurate planning** → Motion respects your events, deadlines, and working hours. * **One source of truth** → Your Motion schedule stays in sync with your external calendars (Google, Outlook, iCloud). * **Smarter scheduling** → Tasks flow into the open spaces between events, ensuring nothing overlaps or gets missed. * **Work + life balance** → By linking multiple calendars, you can manage professional and personal commitments in one place. **Key idea:** Calendars make Motion trustworthy — they ground your AI-driven plan in the reality of your actual availability. ## Mental Model: Calendar Layers Motion organizes calendars into three layers, each serving a different purpose. Together, they give Motion the context to plan your time intelligently without overwhelming you with clutter. * **Accounts** → The foundation. These are the external calendars you connect (Google, Outlook, iCloud). Your “main” account decides where new tasks and events are saved by default. * **My Calendars** → The active layer. Only the calendars saved here affect your availability in Motion. Events marked **Busy** in these calendars block time so tasks aren’t scheduled over them. * **Frequently Met With** → The collaboration layer. Add colleagues’ shared calendars here to quickly check their availability without affecting your own schedule or task placement. **Key idea:** These three layers give you control — you decide which calendars shape your schedule and which are just for reference. ## **Why 'Accounts' Matter:** The Accounts section can hold a variety of calendars, allowing for the option switch main calendars in Motion, if need be. This allows you flexibility when balancing a variety of schedules, ensuring you are always up to date with your scheduling obligations internally in Motion and externally in your main calendar. #### **Example Scenario:** Emily has two calendars linked to Motion: "" (personal) and "" (work). She has set "" as her main calendar. As a result, all new events will automatically be added to her work calendar by default. ## **Why 'My Calendars' Matter:** The calendars saved in your My Calendars section are integral as they are the calendars in which an event's free/busy status will directly impact Motion's auto-scheduling. #### **Example Scenario:** Let’s revisit Emily's calendar configuration. She has her professional calendar, [**emily@usemotion.app**](mailto:emily@usemotion.app), set as the main calendar, and her personal calendar, [**emily@gmail.com**](mailto:emily@gmail.com), in **My Calendars**. Emily wants to schedule her family reunion on her personal calendar, even though her work calendar is set as her main calendar. By selecting [**emily@gmail.com**](mailto:emily@gmail.com) as the host for the family reunion, Emily can keep her work schedule unaffected while managing personal events. ## **Why Frequently Met With Matters:** The Frequently Met With section provides a streamlined way to manage collaboration. By integrating shared calendars into Motion, you can easily display your colleagues schedule against your own to find time to meet or collaborate with them, without any impact on your own calendar’s scheduling. This feature improves scheduling efficiency with collaborators and colleagues and helps you avoid potential scheduling conflicts when trying to coordinate with multiple participants. #### **Example Scenario:** Emily works with a colleague named Jill, who has shared her calendar, [**jill@usemotion.app**](mailto:jill@usemotion.app) with Emily. Emily saved Jill’s calendar under her Frequently Met With calendars allowing Emily to seamlessly view Jill's availability. When Emily plans a meeting, she can toggle on Jill's calendar to displays Jill’s schedule and check for times of availability; ensuring she chooses a time when Jill is free to meet. Additionally, saving Jill’s calendar in the Frequently Met With section will not impact Emily's existing auto-scheduled tasks and events. ## Why Integration & Permissions Matter Motion only works with the calendars you explicitly connect. By integrating with providers like Google, Outlook, or iCloud, Motion keeps your schedule in sync while giving you full control over what it can see and do. **Why this matters:** * **Trust** → Your events are private unless you grant Motion access. You choose which calendars are visible inside Motion. * **Control** → Decide whether Motion can only read your calendar (see availability) or also write to it (add or update events). * **Accuracy** → Real-time syncing ensures Motion respects the same commitments you see in your external calendar. * **Flexibility** → You can disconnect or switch main accounts at any time without losing data inside Motion. **Key idea:** Permissions ensure you stay in control. Motion uses only the calendars you connect and the access you grant — nothing more. # Use case ## Use Cases: Combining Calendars The real power of Motion’s calendar layers shows up when you combine them. Here are common ways people use Accounts, My Calendars, and Frequently Met With together:
ScenarioHow to set it upWhy it works
Balancing work + personal lifeConnect both accounts; set your work calendar as the main account, add your personal calendar to My Calendars.Motion protects family or personal commitments while keeping work as the default for new events.
Team coordinationSave teammates’ calendars in Frequently Met With.Lets you overlay their schedules to find mutual availability — without blocking your own task scheduling.
Project-specific focusKeep only relevant calendars in My Calendars (e.g., work + client calendar, but not old side projects).Reduces noise, so only active calendars affect availability.
Freelance / side hustleConnect multiple accounts; mark client calendars in My Calendars while keeping personal ones as Frequently Met With.Motion balances deadlines across gigs while still showing personal visibility when needed.
**Key idea:** Combining calendars helps Motion give you a schedule that reflects your real life — work, personal, and team — without creating conflicts. ## **Why Externally Display Your Tasks?:** * **Improved Meeting Planning:** When tasks show as busy, schedulers avoid interrupting essential work. * **Single Source of Truth:** Maintain a unified calendar that reflects your real workload. * **Transparency and Time Management:** As Motion’s AI algorithm reschedules tasks, these changes are reflected externally, ensuring ongoing coordination with teammates, colleagues, and friends. Displaying Motion tasks on your external calendar both harnesses the power of Motion’s AI-driven task management and improves scheduling coordination and team collaboration. It ensures that your availability reflects not just your meetings, but also critical work blocks formed from busy tasks; preventing conflicts and enhancing productivity. ### Motion App- Busy Task Display **Busy Task Display on an External Main Calendar** Motion’s external task display operates via a uni-directional sync, meaning only tasks created in Motion will show externally. Inversely, tasks created in your external main calendar won't display in Motion. For more information about uni-directional task syncing click \[[here](https://help.usemotion.com/all-things-calendars/calendar-settings-understanding-how-motion-works-with-calendars)] #### **Showing All Tasks as Free:** * Tasks from Motion sync to your external main calendar but are marked as **free,** meaning others can see your displayed tasks, but will still have the ability to book meetings with you during those time slots. * **Expectations:** Your external calendar will populate with Motion tasks, but they won’t prevent overlapping meetings. This option allows for flexibility without sacrificing visibility. * **Best for:** Users who want to reflect their workload externally without blocking availability. * **Example:** A part-time freelance writer may choose this option, allowing clients to see when they’re working on projects while keeping availability open for client meetings. #### **Showing At-Risk Tasks as Busy:** * Motion tasks that are nearing their deadlines are marked as **busy** and create blocked periods of time in your external calendar where the task is scheduled. This ensures your external calendar shows your busy status, and deters others from scheduling meetings during these times. * **Expectations:** Your external calendar will reflect critical deadlines as busy blocks. Motion automatically transitions tasks to a ‘busy’ status as their due date approaches. * **Best for:** Users managing tight project deadlines who need to preserve their focus time. * **Example:** A project manager is juggling multiple assignments with rapidly approaching deadlines. As the task deadline(s) near, the project managers’ calendar begins to show their tasks as busy, signaling to others that their focus is locked in during that time and they are unavailable for meetings. # Calendar Displays FAQ #### **1. How can I re-add the calendar I accidentally deleted from Motion?** * To restore your deleted calendar, click **+ Add calendar** in Motion and reconnect your **primary calendar**. In most cases, this will bring your calendar back without issue. If it doesn’t work, reach out to our support team, and we’ll manually reset your account for you. #### **2. I can see my completed tasks in Motion, but why can't I see them on my Google/Outlook calendar?** * Completed tasks don’t sync to external calendars — Motion only syncs active, auto-scheduled tasks. To review your completed work, head directly to Motion, where you can track both active and finished tasks in one place. #### **3. Why are tasks from the next stage of my project being scheduled even though I haven’t finished the current stage?** * We call these tasks in future stages *ghost tasks*. They appear on your calendar to give you visibility into how the project will progress across all stages (from Stage 1 through Stage X). This helps you plan ahead, anticipate workload, and see whether your overall project timeline is realistic. #### **4. How do I hide tasks in future stages?** * It’s simple! Just click the **‘Display options’** button at the top of your calendar and toggle off the **‘Hide tasks in future stages’** option. When the toggle is **blue**, it's enabled; when it’s **grey**, it’s disabled. * By hiding tasks in future stages you are effectively removing their visibility from the calendar. So while it may appear there is blank space on your calendar, keep in mind, these tasks still exist and occupy space on your calendar. These future tasks just won't be visible until the toggle is turned back off. #### **5. I unselected/unchecked my teammate's calendar in the Calendar List, but why is it showing up again?** * Please reach out to our support team for further assistance. Our team will be happy to help! # Inbox ## Introduction Inbox is your central hub for Motion updates. Instead of chasing down changes across tasks, projects, and docs, everything lands here in one place. From new assignments to project updates, Inbox helps you stay on top of what matters — and act on it with a single click. #### At a Glance * Access Inbox directly from the sidebar. * See unread updates at a glance with badge counts. * Open items to jump straight into the related task, project, docs or AI skill * Mark items read/unread individually, or clear everything at once. * Use the “e” shortcut to toggle read state without lifting your mouse. #### What You’ll Learn A high-level overview of the skills you’ll gain by the end of this tutorial. This tutorial walks you through how to: * How to open and navigate your Inbox. * The core actions you can take on notifications (open, mark read/unread, clear). * A shortcut to manage updates faster. *** ## What is Inbox Inbox is Motion’s **central hub for notifications**. Instead of juggling updates across tasks, projects, and docs, everything arrives here — organized by date, with unread items highlighted so you can act fast. Here’s what Inbox gives you: * **One place for updates** → see assignments, mentions, project progress runs and more without switching apps. * **Easy management** → mark items read, save them for later, or clear them in bulk. * **Automatic organization** → old notifications are located in the unread tab, so you only see what’s current. * **Growing capabilities** → rolling out first with core task updates, and expanding to projects, notes, and more. 💡 **Why it’s helpful:** Inbox is built for busy users who get flooded with alerts. By collecting and organizing them in one place, Motion keeps your workspace clean and your focus intact. ### Access inbox
How to Access Inbox Getting to Inbox is simple — and once you know where it is, you’ll use it often. 1. **In the sidebar**: Click **Inbox** (look for the envelope icon 📥). A badge shows how many unread notifications you have. 2. **Unread count at a glance**: The badge updates in real time, so you always know when something new needs your attention. 3. **On desktop or mobile**: 1. **Desktop** → Inbox is always visible in the left sidebar. 2. **Mobile** → Inbox will appear on your **navigation sidebar** for quick access. {% hint style="info" %} 💡 **Pro tip:** If you’re working in a busy workspace, treat the unread badge like your “to-do counter.” Clearing it regularly helps keep your focus sharp. {% endhint %}
{% @supademo/embed demoId="cmkppi7zc1qoycydyobrzkgy9" url="" %} ### Notification core actions
Notification Core Actions Inbox isn’t just a list — it’s your launchpad into Motion. Here’s what you can do: 1. **Open a notification for context** 1. Click anywhere on a notification to jump straight to what it’s about. 2. If it’s a **task update**, it opens the task. 3. If it’s a **comment mention**, it takes you to the comment inside the doc. 2. **Mark as read/unread** 1. The dot beside each notification shows whether it’s unread. 2. You can mark an item as unread from the opened view if you want to come back later. 3. Use the **Mark all as read** button at the top when you’ve caught up. 4. You can mark it from read to unread if you want to come back to it again later. 5. **Keyboard shortcut for speed** 3. Hover over the message and press **`E`** to quickly toggle a notification’s read state. Handy when you’re clearing your inbox fast. {% hint style="info" %} 💡 **Pro tip:** Treat your Inbox like a lightweight to-do list. Clearing unread items keeps you focused and ensures nothing slips through the cracks. {% endhint %}
#### Shortcuts to manage updates faster {% tabs %} {% tab title="Ex: Following a task update through Inbox" %} **Ex: Following a task update through Inbox** 1. **New task assigned** 1. A teammate assigns you a task: *“Review AI Knowledge How-To.”* 2. Inbox shows a grey badge with `1` new notification. 2. **Open Inbox** 1. Click **Inbox** in the sidebar. 2. You see the new notification at the top, with a **blue dot** marking it as unread. 3. **Click the notification** 1. The task opens directly — no hunting required. 2. You see all the details: status, due date, assignee, and comments. 4. **Take action** 1. If you’re ready, mark the task complete or leave a comment. 2. Once viewed, the notification is automatically marked as read and the blue dot disappears in Inbox. 5. **Optional: Mark unread** 1. If you’re not ready to act, click **Mark unread** so it stays in your Inbox as a reminder. {% endtab %} {% endtabs %} {% @supademo/embed demoId="cmfgzlxsjcist39ozsg535dq9" url="" %} # Inbox How-to Guide **Introduction**\ Inbox is your central hub for staying on top of everything happening in Motion. It collects alerts, notifications and updates outputs in one place, so you don’t have to jump between apps or views. From here, you can quickly search, filter, and mark items as read. **At a glance** * **Search for Inbox items** to quickly find what you need. * **View and organize** with date groupings, chronological order, and empty state guidance. * **Manage notifications** by toggling emails and adjusting defaults. *** ### Search for an inbox item
How to search for an Inbox item **Goal**: Quickly locate a specific notification or update in your Inbox. 1. Open **Inbox** from the left sidebar. 2. At the top of the Inbox panel, click into the **Search bar**. 3. Type a keyword related to the item (e.g., task name, project). 4. Press **Enter** or wait for results to appear. 5. Select the matching item from the results to open it. {% hint style="info" %} 💡 **Pro Tip:** Use short, specific keywords (like a task title or project name) for faster results. {% endhint %}
{% @supademo/embed demoId="cmkpppvsk1reicydypar7muly" url="" %} ### View and organize your inbox
How to view and organize your Inbox **Goal**: Stay focused and keep your Inbox manageable by using filters and built-in organization. 1. Open **Inbox** from the left sidebar. 2. To focus only on new items, click the **Unread filter** at the top. 3. Your Inbox is sorted in **chronological order by default**, with the newest items at the top. 4. When your Inbox is clear, you’ll see an **empty state message** letting you know you’re fully caught up. {% hint style="info" %} 💡 **Pro Tip:** Use the *Unread filter* as a quick way to turn your Inbox into a daily checklist. {% endhint %}
{% @supademo/embed demoId="cmkppsy6x1rn7cydylehbceh7" url="" %} ### Manage inbox notifications
How to manage Inbox notifications **Goal**: Choose which events create notifications in your Inbox so you only see what’s most relevant. 1. Open **Inbox** from the left sidebar. 2. In the top-right corner of the Inbox page, click the **cog icon ⚙️** to open notification settings. 1. Alternatively, go to **Settings > Notifications** from the sidebar. 3. In the **Inbox column**, check the boxes for events you want to appear in your Inbox (e.g., task assigned, mentioned in a comment). 4. Uncheck any events you don’t want to show up in Inbox. 5. Changes save automatically. Your Inbox will now only display the events you’ve selected, while unselected notifications aren’t deleted; they’re simply hidden and can be re-enabled anytime in notification settings. {% hint style="info" %} 💡 **Pro Tip:** Keep critical events like **task assignments notifications** enabled so you never miss important updates. {% endhint %}
{% @supademo/embed demoId="cmkppymiu1s7xcydyoay16o2n" url="" %} #### Conclusion Inbox is your single source of truth in Motion. By searching, filtering, and organizing items, you can stay on top of updates without distraction. With notification preferences tailored to your workflow, Inbox becomes a focused space where only the most relevant alerts reach you. Keep it clear, keep it customized — and Inbox will help you move faster every day. # Reference: Inbox ## Introduction Inbox is Motion’s centralized feed for product notifications. It aggregates task, project, notes, meeting insights, and team invite activity into one view with real-time updates, date filters, and quick actions that open the source item. #### At a Glance * **Supported types** → Inbox surfaces notifications from six categories: tasks, projects, notes, meeting insights, bookings and teams outputs. * **Behavior & rules** → Notifications appear in reverse chronological order, update in real time, and support filters for unread and date groupings. Read/unread states sync across devices, and click-through opens the related item. * **Limitations** → Inbox is optimized for immediate awareness, not long-term storage. Notifications auto-clean, cannot be pinned or searched, and only show activity from your current workspace. #### Conclusion Inbox centralizes all Motion notifications into a single, real-time feed. It supports six categories; tasks, projects, notes, meeting insights with consistent rules for read/unread states, filtering, and cleanup. While optimized for high volumes, Inbox is lightweight by design, focusing on immediate awareness and quick click-throughs rather than long-term storage. #### Key Takeaway Inbox is the **live activity stream** in Motion: fast, filtered, and actionable, but not intended as an archive. # Notification Types, Behaviors & Limitations ## **Supported Notification Types (6 categories)**
CategoryExamples shown in inbox
TasksAssigned to you; mentioned in a comment; status updated; bulk operation applied; comment reaction.
ProjectsProject status updated; mentioned in a project comment; project stage entered; stage status updated.
Notes (Docs)Mentioned in a document; mentioned in a document comment.
Meeting InsightsMeeting completed (insight available).
## Behavior & Rules Inbox follows consistent rules for how notifications appear, update, and clear:
RuleDetails
OrderingNotifications appear in reverse chronological order (newest at the top).
Read/Unread stateUnread items are highlighted. Clicking an item marks it as read. States sync across devices.
FiltersInbox supports filtering by Unread only or by date groups (Today, Yesterday, and earlier).
Bulk actionsUse Mark all as read to clear the feed in one step.
Real-time updatesNew notifications appear instantly; no refresh required.
Click-through behaviorSelecting an item opens the related task, project, doc, or booking in its source location.
PermissionsInbox only shows notifications for items you have access to within your workspace.
## Limitations Inbox has defined boundaries for what it does and does not support:
CategoryLimitations
RetentionNotifications are stored indefinitely until you delete them.
PinningNotifications cannot be pinned or saved for later. Once cleared, they are removed from the feed.
CustomizationNotification categories cannot be turned on/off individually; all supported types appear if relevant to you. Update your notification setting to hide the notifications you don't want to see.
Cross-workspace scopeNotifications are workspace-specific. You will not see updates from other workspaces in the same feed.
GranularityInbox surfaces discrete notifications only; it does not display bulk reporting or analytics.
# Concept: Inbox ## Understanding Motion’s Inbox Every day, work moves in dozens of directions: tasks are updated, projects shift stages, teammates leave comments, and AI Employees generate outputs. Without a central place to catch up, it’s easy for something to slip through the cracks. Motion’s **Inbox** solves this by acting as your **productivity safeguard**. It’s not just a badge counter — it’s a central hub for notifications that ensures you never miss an update. Inbox surfaces what matters, when it matters, and lets you act directly on notifications without breaking flow. By making Inbox part of your daily routine — whether it’s a morning scan or an end-of-day check-in — you’ll keep your signals clean, reduce reliance on scattered email alerts, and always know exactly where your attention is needed. ### At a Glance * **What it is** → A central hub for Motion notifications, showing updates across tasks, projects, docs, and AI outputs. * **Why it matters** → Prevents missed updates, cuts down email reliance, and drives smoother daily workflows. * **Mental model** → Inbox is the signal layer — not where work gets done, but where you see what needs attention and jump back into context. * **Best practices** → Daily triage with the Unread filter, mark as read to clear signals, click-through to act in context, and keep signals clean with email tuning. * **Common pitfalls & solutions** → Avoid badge fatigue, reduce clutter, and prevent lost updates through Inbox filters and subscriptions. * **Connections** → Inbox ties directly into tasks, projects, docs, and AI Employees — serving as your launchpad back into the work itself. \ **Conclusion** Notifications shouldn’t be noise — they should be signals that keep you on track. Inbox transforms scattered alerts into a single, reliable hub that safeguards your productivity. By making Inbox part of your daily routine, you prevent missed updates, keep your workflow clean, and stay focused on the work that matters. #### Key Takeaway **Inbox is your productivity safeguard — a central hub for signals that ensures nothing slips through the cracks, while helping you act quickly and return to the real work.**
# Purpose ## Why Inbox Matters In fast-moving teams, the biggest risk isn’t doing the work — it’s **missing the signals that guide the work**. Updates get buried in email, badges pile up, and critical changes slip by unnoticed. Inbox exists to solve this problem. It: * **Centralizes notifications** → One place for all updates across tasks, projects, docs, meetings, and AI outputs. No need to access your external email for Motion notifications. * **Prevents missed work** → No more relying on scattered emails or hoping someone pings you again. * **Drives engagement** → Higher visibility leads to faster responses, more completed tasks, and stronger adoption across teams. * **Safeguards productivity** → Inbox ensures your attention goes where it’s needed, so nothing falls through the cracks. Think of Inbox as your **productivity safeguard** — the place that guarantees you always know what’s happening, without having to chase updates in multiple places. ## Mental Model: What Inbox Is (and Isn’t) Inbox isn’t another place to *do* work — it’s the place to see **where your attention is needed** and then jump back into context. Think of it as the **signal layer** of Motion. **What Inbox *****is*** * A **central hub for notifications** from tasks, projects, docs, and AI outputs. * A **launchpad** back into the work itself — every notification links you directly to the source. * A **safety net** that ensures nothing slips by, even in a busy schedule. **What Inbox *****isn’t*** * Not a replacement for your task list or calendar — it doesn’t hold the work itself, only the signals. * Not just another badge counter — Inbox is designed for daily triage, not passive alerting. * Not a long-term storage space — it’s meant for **catching, acting, and clearing** notifications, not hoarding them. * Not an external email inbox. **Key idea:** Inbox is where you check *what changed*, not where you keep *what’s next.* ## Why Inbox Is Powerful Inbox turns scattered updates into a single, actionable stream. Instead of splitting your attention between email, chat, and Motion, you have one place to see everything that matters. * **Central hub** → All updates — from task assignments to project stage changes to AI outputs — flow into one feed. * **Real-time accuracy** → Notifications update instantly, so you’re never operating on stale information. * **Direct action** → Every notification links back to the source, letting you respond, comment, or complete the task without delay. * **Cleaner signals** → With filters, “mark all read,” and email tuning, Inbox prevents noise from overwhelming the signal. * **Engagement driver** → Teams that use Inbox consistently see faster follow-ups, higher task completion, and smoother collaboration. In short: **Inbox is your productivity safeguard** — it ensures you stay on top of work without having to chase updates.
# Use case ## Best Practices for Inbox Inbox is most effective when you treat it as a daily ritual — a way to triage signals and return focus to real work.
Best PracticeWhy It MattersExamples
Make Inbox part of your routineChecking at the start or end of the day ensures nothing lingers unseen.Each morning, scan Unread to clear yesterday’s updates; each evening, mark read to reset.
Triage using the Unread filterKeeps your view focused on what needs attention now.Filter by Unread to review only fresh signals, then mark them read once you’ve acted.
Act where the work livesNotifications are pointers, not destinations — clicking through reduces duplication.Click a “Task updated” notification to open the task, update status, or comment directly.
Use “Mark all read” strategicallyClears clutter so new updates stand out.After catching up at the end of the week, mark all read to start fresh Monday.
Tune email settingsPrevents duplicate signals across Motion and your inbox.Disable email alerts for mentions if you prefer handling them in Motion’s Inbox.
**Key principle:** Inbox is a signal layer — catch, act, clear. The goal isn’t to live in Inbox, but to use it as a safeguard that keeps you focused on the work that matters. ## Common Pitfalls & How Inbox Helps Even with a central hub, it’s easy to slip into old habits. Inbox is designed to prevent the most common issues teams face with notifications:
PitfallHow Inbox Helps
Badge fatigue → Notifications pile up, and users ignore them.Inbox groups all updates in one place with filters and “Mark all read,” making it easy to reset and start fresh.
Missed updates → Relying only on email or chat for alerts leads to gaps.Inbox centralizes all Motion notifications, ensuring every change is surfaced inside the app.
Clutter and noise → Too many non-critical notifications drown out important ones.Users can tune subscriptions and email settings to keep signals clean and focused.
Staying in Inbox too long → Treating it like another work surface.Inbox is designed as a launchpad — click through notifications to act where the work lives, then clear.
Over-reliance on memory → Forgetting to circle back to updates.The Unread filter works like a “to-do” list for notifications, ensuring nothing slips through.
**Key idea:** Inbox isn’t where you *do* the work — it’s where you make sure no work is missed. ## Connections to Motion Inbox isn’t an isolated feature — it’s the notification layer that ties the rest of Motion together. * **Tasks** → Get notified when you’re assigned, mentioned, or when task statuses change. Click through to open the task directly and act. * **Projects** → See stage changes, mentions, and status updates. Inbox keeps project shifts visible without having to manually check dashboards. * **Motion Docs** → Get alerted when you’re mentioned in a Motion doc or a comment. Notifications link back to the exact spot for fast context. * **Teams** → Invitations, mentions, and updates flow into Inbox, so team changes never go unnoticed. * **Meetings and Bookings** → Notifications confirm bookings and surface completed meeting insights. **Key idea:** Inbox isn’t where the work happens — it’s the **launchpad** that ensures you see what changed, then jump straight back into the work itself. # AI Agenda ## Introduction AI Agenda is your daily control center in Motion. It brings together your daily tasks into a single view so you always know what to focus on next. Instead of bouncing between projects or calendars, you can manage your day right here — checking off tasks, making quick edits, and keeping your plan up to date. #### At a Glance * **Access your agenda**: Open AI Agenda from the sidebar. * **Stay on track**: See today’s tasks and meetings in one place. * **Take action quickly**: Complete, edit, or reschedule tasks without leaving your agenda. * **Treat it like a doc:** Add tasks inline with `/task`, edit text, and reorder items just like in a document. *** ### Access your agenda
Access Your Agenda AI Agenda is just a click away in your sidebar. Here’s how to open it: 1. In the sidebar, click **AI Agenda** (look for the clipboard icon). 2. The badge count shows how many tasks are past deadline — a quick snapshot of what needs your attention. 3. Note: The count only applies to tasks where you have marked as "warn if past due." 4. Once opened, you’ll see your day’s tasks and deadlines all in one place.
{% @supademo/embed demoId="cmkpq413v1slncydyxmgsnawv" url="" %} ### Mark tasks complete
Mark Tasks as Complete As you move through your day, checking off tasks keeps your AI Agenda clean and up to date. 1. Open **AI Agenda** from the sidebar. 2. Click the **circle icon** left of the task to mark it complete. 3. The task greys out in your active list. {% hint style="info" %} 💡 **Pro tip:** Completing tasks in AI Agenda automatically syncs across all projects, so you never have to mark the same task twice. {% endhint %}
{% @supademo/embed demoId="cmkpq67ae003hxg0iffzcaidy" url="" %} ### Edit a task
Edit a Task Sometimes plans change — deadlines shift, priorities update, or details need tweaking. You can edit tasks directly from your AI Agenda. 1. Hover over the task you want to update and click on your task name. 1. For a quick edit, you can select the deadline and duration on the right of the task name. 2. A detailed task view opens. 3. From here, you can: 1. **Update the deadline** to reflect a new due date. 2. **Adjust the duration** if the task will take more or less time. 3. **Change the priority** to tell Motion how important it is. 4. **Edit the description or details** so everything stays accurate. 4. Close the panel — your changes save automatically. {% hint style="info" %} 💡 **Pro tip:** The moment you edit a task, Motion recalculates your schedule to keep everything on track. {% endhint %}
{% @supademo/embed demoId="cmkpqbskz1t1ucydyrbtdidnf" url="" %} ### Treat AI Agenda as a doc
Treat AI Agenda as a Doc Your AI Agenda isn’t just a static list — it behaves like a living document. You can edit and customize it directly in-line, just as you would in any regular doc. * **Add inline tasks:** Type `/task` anywhere in your agenda to instantly create a new task. * **Edit freely:** Adjust text, add notes, or expand details without leaving the agenda. * **Reorder items:** Click on the 6 dots to drag and drop agenda items to prioritize the way you prefer. {% hint style="info" %} 💡 **Pro Tip:** Use your agenda as a single source of truth. Jot down thoughts, create tasks on the fly, and rearrange items — all in one editable doc-like space. {% endhint %}
{% @supademo/embed demoId="cmfh1a8dkckqs39ozxbomjdh6" url="" %} *** ### What’s Next Now that you know how to access, complete, and edit tasks in your AI Agenda, you’re ready to make it part of your daily routine. The Agenda works best when you check it regularly — think of it as your personal command center for staying on top of deadlines. * **Start your day here:** Review upcoming tasks before jumping into meetings. * **Keep it updated:** Mark tasks complete as you finish them to keep Motion’s schedule accurate. * **Stay flexible:** Edit details when plans shift — Motion adapts instantly.
### Conclusion Your AI Agenda is more than a list — it’s a live view of what matters most today. With a few clicks, you can act on updates, track your progress, and keep your schedule aligned with your priorities.\ By building the habit of using your AI Agenda daily, you’ll stay focused and free up mental energy for the work that actually moves you forward. # AI Agenda How-to Guide ## Introduction Motion’s **AI Agenda** keeps your day organized by scheduling tasks, surfacing overdue work, and saving daily agendas for reference. This guide walks you through the essentials: editing tasks, resolving past due items, and reviewing past agendas. With these workflows, you’ll stay on top of deadlines and always know what’s next. ### At a glance * **Edit tasks quickly** by opening the task panel or using quick edit. * **See a task’s project at a glance** by hovering to reveal its workspace and project. * **Resolve past due tasks** to clear warnings and keep Motion’s scheduling accurate. * **See previous agendas** in your private workspace, with every day automatically saved. *** ### Edit tasks quickly
How to edit a task **Goal**: Update tasks quickly when plans change, either with the full task panel or the quick edit menu. **Method 1: Open the task panel** 1. Click on the task name. 2. The full task panel will open on the right side. 3. Edit details such as title, description, assignee, priority, deadline, or schedule. 4. Changes save automatically. **Method 2: Quick edit** 1. Click directly on fields like **deadline** or **duration** to adjust them. 2. For more options, click the **three dots (…)** next to the task. 3. Here you can update the assignee, status, priority, deadline, duration, or start the task immediately. {% hint style="info" %} 💡 **Pro Tip:** Use **quick edit** for small changes on the fly, and the **task panel** when you need to adjust full details. {% endhint %}
{% @supademo/embed demoId="cmfh4j2d4cnhy39oz8h8mna3z" url="" %} ### See a task's project
How to check which project a task belongs to **Goal**: Quickly identify the workspace and project linked to any task in your AI Agenda. 1. Open your **AI Agenda** view. 2. Hover your mouse over the task you want to check. 3. A tooltip will appear showing the **workspace** and **project** that the task is associated with. {% hint style="info" %} 💡 **Pro Tip:** Use this when you’re managing multiple projects — it helps you spot where each task belongs without needing to open the full task panel. {% endhint %}
{% @supademo/embed demoId="cmfh4s9a7cok239oz5ji93yv9" url="" %} ### Resolve past due tasks
How to resolve past due tasks **Goal**: Clear overdue tasks so Motion can re-prioritize your schedule. 1. Click the yellow **double exclamation mark (!!)** icon in your sidebar beside **AI Agenda.** 1. This opens a list of all tasks that are past due. 2. Review the list of overdue tasks. 3. For each task, choose how to resolve it: 1. **Do ASAP** → Motion will schedule the task as soon as possible. 2. **Extend deadline** → Pick a new due date. 3. **Ignore warning** → Keep the task as-is, but without deadline alerts. 4. Alternatively, you can: 1. **Mark complete** with the ✅ green checkmark. 2. **Delete** the task with the 🗑️ trash icon. {% hint style="info" %} 💡 **Pro Tip:** Resolving past due tasks keeps Motion’s AI Agenda accurate. Until cleared, overdue tasks will block your schedule and throw off prioritization. {% endhint %}
{% @supademo/embed demoId="cmkpqrd981tswcydy3r22l4kf" url="" %} ### See previous agendas
How to see your agenda from previous days **Goal**: Review past agendas to check what you worked on or track progress. 1. In the sidebar, go to **My Private Workspace**. 2. Click on the **Agenda** folder. 3. Open the folder for the month you want to review (e.g., *August 2025*). 4. Inside, you’ll find a saved agenda for each day. 1. Sometimes you may see "Task not found," these are tasks that were scheduled for that day but got deleted. 5. Click on any agenda to see the full record of tasks and meetings Motion scheduled for you that day. {% hint style="info" %} 💡 **Pro Tip:** Motion automatically saves daily agendas here — no need to export or archive. Use this history to reflect on your productivity or revisit completed work. {% endhint %}
{% @supademo/embed demoId="cmkpqy8xz1u3vcydy11ddgztp" url="" %} # Concept: AI Agenda ## Understanding Motion’s AI Agenda Planning your day shouldn’t feel like a second job. AI Agenda gives you a simple, flexible daily plan that shows what to focus on now, while keeping the rest of your work on track. It’s built to adapt as priorities shift — so you can spend less time planning and more time doing. ### At a Glance * **What it is** → An intelligent daily agenda doc that tells you what to work on today and shows what’s next. * **Why it matters** → Reduces overwhelm, adapts to changes, and gives confidence that nothing will slip. * **Mental model** → Precise for today, flexible for the future, always adapting as reality changes. * **Key benefit** → Clarity without clutter — a daily guide that works the way people actually plan.
# Purpose ## What It Is and Why It Matters **What it is**\ AI Agenda is your intelligent daily planner in Motion. It shows you exactly what to focus on today, while giving you a clear sense of what’s coming next — without cluttering your calendar or demanding unrealistic precision. **Why it matters** * **Clarity for today** → Wake up knowing exactly what’s on deck, instead of guessing or juggling lists. * **Less overwhelm** → No need to plan every hour or map out weeks in advance — Agenda gives you the right level of detail at the right time. * **Adaptable by design** → Your plan adjusts automatically when meetings shift, tasks change, or priorities move. * **Confidence in the future** → Even if the long-term is fuzzy, you always know Motion has accounted for it — so nothing slips through the cracks. AI Agenda matters because it gives you what you actually need: a simple, flexible guide for today, and confidence that the rest of your work is under control. *** ## Mental Model: How to Think About AI Agenda AI Agenda is built around a simple idea: * **Today is precise** → you see exactly what to focus on right now. * **The future is flexible** → tasks scheduled further out are approximate, not locked to rigid times. * **Everything adapts** → when priorities or meetings shift, your agenda updates automatically. Think of it as a **living daily guide**: clear enough to act on today, flexible enough to stay useful tomorrow. # Use case ## Use Cases: Where AI Agenda Helps Most AI Agenda is designed for the everyday situations where traditional planning falls short: * **Starting your day** → Open Motion and see exactly what to focus on, without guessing or sorting through lists. * **Balancing work and life** → Fit personal and professional tasks into one agenda that adapts as things shift. * **Managing changing priorities** → When deadlines move or new work comes in, Agenda updates your plan automatically. * **Keeping long-term projects on track** → Get a clear sense of progress without worrying about rigid, far-off schedules. **Key idea:** AI Agenda helps you answer the one question that matters most: *“What should I work on today?”* *** ## Best Practices for AI Agenda AI Agenda works best when you keep it simple and let it adapt. * **Check it daily** → Start your day by reviewing your agenda so you know exactly where to focus. * **Don’t overthink the future** → Treat far-off dates as guidance, not guarantees. * **Keep tasks updated** → Add deadlines and priorities so your agenda reflects what truly matters. **Tip:** Use AI Agenda as your daily guide, not a rigid schedule. Let Motion handle the planning so you can stay focused on execution. # Booking Links ## Introduction Booking links in Motion let others book time with you—seamlessly, smartly, and without the back-and-forth. Set your available hours, buffers, and preferences once; then share a clean, dynamic booking page that fits your schedule and keeps your day optimized. #### At a Glance * **What it is**: Shareable links that display only your open slots—no double-booking. * **Set up a one time link**: Define working hours and booking windows. *** ### Booking link
What Is a Booking Link Booking links in Motion are personal scheduling pages that make it easy for others to book time with you—without endless back-and-forth emails. When you share a link, Motion checks your real-time calendar availability and automatically applies any rules you’ve set, ensuring bookings fit your schedule. Here’s what booking links let you do: * **Define your availability window**\ Set the hours you want to make available for a meeting. By default, Motion uses your “Work Hours,” but you can select any saved schedule or create a custom one. This is the only place you can set “preferred” times just for a booking link. * Example: If your Work Hours are Monday–Friday, 9 AM–5 PM, your booking link will only show those days and times. * **Show only free slots**\ Motion only presents times when you’re actually available. If you add calendars to **Attendance requirements**, Motion will check all of them for conflicts (work, personal, family). You can even include a teammate’s calendar for 2:1 meetings—Motion will prompt you to invite them as a guest, too. * **Set advanced rules**\ Control how your bookings appear and prevent overload. * **Buffer times**: Add space before or after meetings to avoid back-to-back scheduling. * **Daily limits**: Restrict how many meetings can be booked through this link per day, without limiting your overall calendar. * **Custom start dates and ranges**: Choose whether bookings begin “today” or “tomorrow,” and how far into the future people can book (from 1 day to 1 year). * **Streamline logistics**\ Motion takes care of the meeting details so you don’t have to. * **Location**: Pick Zoom, Google Meet, a phone number, or a physical location. * **Host**: Decide which calendar hosts the event (important if you use both personal and work accounts). * **Guests**: Add teammates who should always be invited. * **Reminders**: Enable automated email reminders to reduce no-shows. * **Invitee questions**: Collect information (single-line, multi-line, or multiple choice) before the meeting is booked. * **Use one-time links**\ For quick scheduling, generate a one-off link with drag-and-drop time slots. These links expire after use and can be timezone-adjusted for the invitee.
{% @supademo/embed demoId="cmkrcfn1x0021ym0iugjxf9mc" url="" %} ### Create a one-time booking link
How to Create a one-time booking link **1. Open the Booking Links menu** * In your calendar view, click the **Booking links** button in the top middle of the screen. * Go through the tutorial if this is your first time, our Product team does a great job explaining how Booking links work. * Select **Create one-time link** from the dropdown. **2. Drag to select times** * Your calendar will open in booking mode. * Drag across the calendar to highlight the exact times you want to offer. * The selected times will appear in the panel on the left. **3. Add meeting details** * Confirm the **duration** (e.g., 30 minutes, 1 hour). * Choose the **conference method** (Zoom, phone, custom location, Google Meet for Google users and MS Teams for Outlook users). * Select the **host calendar** where the meeting will be saved. * Adjust the **time zone** if you’re booking with someone in a different region. **4. Share the link** * Copy the booking link or message with the times you selected. * Optionally, check **“Clickable time slots”** to make those times clickable in your message (making it easier for the invitee to pick directly). * Send it to your invitee — once they book, the link expires automatically. {% hint style="info" %} 💡 **Pro tip:** One-time links are best for ad hoc scheduling. If you need reusable booking links with advanced rules (like recurring availability windows, buffer times, or invitee questions), use a **Booking Link template** instead (see our How-To Guide). {% endhint %}
# Booking Links How-to Guide ## Introduction Motion’s **Booking Links** make scheduling effortless by letting others book time with you based on your availability. With custom URLs, meeting preferences, one-time links, and built-in buffer times, you stay in control of your calendar while eliminating back-and-forth emails. #### At a glance * **Create a booking link** for anytime you have an external meeting. * **Share or embed your booking link** in your message to external attendees. * **Change your base URL** to personalize your booking link. * **Update default availability messages** so invitees know when you’re free. * **Set meeting preferences** like Zoom, phone, or in-person. *** ### Create a booking link
How to create a booking link If you regularly schedule similar types of meetings, reusable booking link templates save time and ensure consistency. Unlike one-time links, these templates stay active until you turn them off or delete them. 1. **Open the Booking Links menu** 1. In your calendar view, click the **“Booking links”** button in the top right corner. 2. Select **“Create new booking link.”** 2. **Name your link** 1. Add a descriptive name that helps you identify the meeting type (e.g., “Client Discovery Call” or “Weekly 1:1”). 2. This name is only visible to you in Motion — your invitees will see the event title you configure later. 3. **Configure availability** 1. **Schedule:** Choose which hours this link should pull from (e.g., your default Work Hours or a Custom schedule). 2. **Date range:** Decide how far into the future people can book (from 1 day up to 1 year). 3. **Start Date**: Optionally delay availability until a specific day (e.g., “Tomorrow”). 4. **Set Attendance Requirements** 1. Choose which calendars Motion should check when deciding if you’re available for bookings (your own, or include a teammate’s for joint calls). 2. These are the **only calendars** Motion will consider when showing free times on your booking link. 3. Be sure to select **all calendars that affect your availability** — for example, your work, personal, and side-hustle calendars. Even if you don’t want them added as guests, Motion needs to see them to prevent double-booking. 4. You can also add a teammate’s calendar if you want a shared booking link (like a 2:1 meeting). When you do, Motion will prompt you to also add them as a guest so they’re included in the invite. 5. **Add Buffer Time** 1. Prevent back-to-back meetings by adding buffer minutes before or after each booking (e.g., 15 min). 2. Optionally, create a time-block event following the meeting as visual padding. 6. **Limit Daily Bookings** 1. Prevent overload by capping how many meetings can be booked per day for this link (e.g., max 3/day). 7. **Customize your Event Details** 1. **Event Name**: What attendees see (e.g., “Team Check-In”). 2. **Duration**: Set a fixed length (e.g., 30 min) or offer multiple options. 3. **Location**: Add Google Meet, Zoom, or physical address. 4. **Host Info**: Set the calendar and host name for event creation. 5. **Guests (optional):** Automatically include additional people in every booking. 8. **Customize Booking Link & Engagement** 1. **Link URL**: Tailor the tail end (e.g., yourname/meet). 2. **Reminder Emails**: Reduce no-shows by sending automated reminders before the meeting. 3. **Invitee Questions**: Collect info upfront (e.g., phone number, agenda) via customizable fields. 9. **Save your template** 1. Click **Create template** in the top right. 2. Your reusable booking link is now active — copy and share it with clients, teammates, or embed it in your email signature. {% hint style="info" %} 💡 **Pro tip:** Use templates for recurring workflows (like interviews, client calls, or coaching sessions). Keep one-time links for ad hoc scheduling. {% endhint %} {% hint style="info" %} 💡**Pro Tip #2:** Start simple—with working hours, duration, and buffer time—then adjust advanced settings like reminders or attendee checks as you see patterns emerge in real bookings. {% endhint %}
{% @supademo/embed demoId="cmkpv2jix1z82cydy8nijy8ec" url="" %} ### Share or embed your booking link
How to Share or Embed Your Booking Link Once your booking link is set up, you can share it in a few different ways. Motion gives you flexible options depending on whether you need a reusable link or something more controlled. 1. **Copy the main link** 1. From the **Booking Links menu** (top right corner of Motion), click **Copy link**. 2. Paste it into an email, Slack, or anywhere your invitees will see it. 3. This link is reusable and stays active until you edit or delete it. 2. **Use a One-time link** 1. Select **Create one-time link**. 2. This generates a unique link that expires immediately after one use. 3. Best for high-priority or private calls where you want total control. 3. **Use a One-off link** 1. Next to any reusable link, click **One-off link**. 2. This makes a temporary copy of that specific booking link — you can send it out without exposing your main reusable link. 3. Unlike a one-time link, a one-off link can be used multiple times, but it won’t stay tied to your permanent booking template. 4. **Embed in your email signature or website** 1. Add the booking link to your **email signature** (e.g., “Book time with me here”). 2. If you run a website or client portal, embed it as a scheduling button for self-serve bookings 5. **Manage and reuse** 1. All links (reusable, one-off, or one-time) appear in your **Booking Links menu**. 2. You can copy them again, or edit settings later to adjust availability and details. {% hint style="info" %} 💡 **Pro Tip:** Use your general-purpose booking link for recurring meetings, and reserve **One-time** or **One-off** links for sensitive or short-term use. This keeps your calendar protected while staying flexible. {% endhint %}
{% @supademo/embed demoId="cmkqxbxs135y6cydyx5ht7wza" url="" %} ### Change your base URL
How to change the base URL One way to personalize your booking link is by changing the base URL. **Here’s how:** 1. Navigate to the ‘Settings’ tab (⚙️). 2. Locate ‘*Booking*’ on the left sidebar and click on it. 3. Enter your preferred base URL. 4. Hit ‘*Save*.’ Note: Changing your base URL means that your previously copied template links will no longer work and have to be updated.
{% @supademo/embed demoId="cmfh7hwobct1l39oz8z3w97nc" url="" %} ### Change the default message availability
How to change the default message availability You can customize the default message that appears when you create **one-time links** or **one-off links** in Motion. This ensures your availability notes are consistent and tailored to how you want to present them. **Steps** 1. Go to **Settings** → **Booking**. 2. Under **Default availability message**, edit the message template to your liking. 3. On the right-hand side, you’ll see a **live preview** showing how the message will appear to invitees. 4. Click **Save** to apply your changes. **Where this updates** * The edited template applies whenever you create a **one-time booking link**. * It also applies to **one-off links** from your Booking Links menu. {% hint style="info" %} 💡 **Pro tip***:* Edit this message if you want to standardize your tone across all booking requests (e.g., formal vs. casual), or if you frequently want to include extra context such as “Please come prepared with…” {% endhint %}
{% @supademo/embed demoId="cmfh7lta7ct3r39ozuuzt2ern" url="" %} ### Set meeting preferences
How to set meeting preferences Meeting preferences let you decide *where* and *how* the meeting will happen. 1. Open your **Booking Links** from Motion’s top-right menu. 2. Click the **three dots (⋮)** next to the booking link you want to edit. 3. Select **Edit**. 4. Scroll to the **Location** section. 5. Choose your preferred meeting type: 1. **Zoom or Google Meet/Microsoft Teams** → Motion auto-generates a link. 2. **Phone call** → Enter a number or let invitees provide theirs. 3. **In-person** → Add a physical location or address. 👉 For a full breakdown of meeting preferences (duration, buffer times, guests, etc.), see the section **How to Create a Booking Link** above.
{% @supademo/embed demoId="cmfh7riiuct9d39ozntu8ma3i" url="" %} # Reference: Booking Links ## Introduction Booking Links in Motion let you share your availability so others can schedule time directly on your calendar. The system respects your defined schedules, connected calendars, and existing events to avoid conflicts. Each booking creates a confirmed calendar event with automatic notifications for both host and invitee. #### At a Glance * **Schedule-based availability** → Booking Links respect your Motion schedules and connected calendars to only display open time slots. * **Attendance requirements** → Define who must attend (host, co-hosts, or team members) before a slot can be booked. * **Buffer time** → Add padding before and after meetings to protect focus time. * **Meeting limits** → Cap the number of bookings per day to prevent overload. * **Event details** → Customize meeting name, location (link or address), and agenda. * **Guests** → Invite additional attendees beyond the main invitee. * **Reminders** → Automatic reminder emails are sent before meetings to reduce no-shows. * **Email signature** → Booking Links can be embedded in your signature for easy access. * **Invitee questions** → Collect custom information (e.g., topic, goals, notes) during booking to prepare in advance. # Availability & Scheduling Rules **At a glance** * **Schedule-based availability** → Booking Links respect your Motion schedules and connected calendars to only display open time slots. * **Attendance requirements** → Define who must attend (host, co-hosts, or team members) before a slot can be booked. * **Buffer time** → Add padding before and after meetings to protect focus time. * **Meeting limits** → Cap the number of bookings per day to prevent overload. *** ### Schedule Choose when guests can book meetings based on your availability. For example, you can specify that meetings are available from 8:00 AM to 6:00 PM, or any other time range that suits your working hours. Motion allows you the flexibility to define your preferred work hours. Determine how far ahead guests can book meetings with you. You have the freedom to select the booking window that aligns with your preferences. For instance, you have the flexibility to enable bookings up to a year in advance or opt for a shorter window based on your needs. Show availabilities for the desired time frame. Motion lets you display available meeting slots for the next 30 days, 60 days, or any other duration that suits your scheduling preferences. "Preferred times" are specific time slots you can define in a custom schedule to let guests know which times work best for you. Simply click on a time block to mark it as a preferred time. ### Attendance Requirements Motion's attendance requirements allow you to check for calendar conflicts from selected attendees. For example, let's say you and Bob are conducting interviews with candidates. When candidates use your booking link, you can add Bob as an attendance requirement. Motion will then cross-check the availability of both you and Bob against the candidates' selected time slots. This ensures that the meeting is scheduled at a time when both you and Bob are available, preventing scheduling conflicts and facilitating a smooth interview process. ### Buffer Time To prevent back-to-back meetings and allow time for transitions, you can set a buffer time between meetings. For example, you can set a buffer time of 15 minutes, providing some breathing room for preparation or wrapping up the previous meeting. Additionally, you can create a time block event following the meeting to allow for additional preparation or wrap-up time. ### Limit Number of Meetings per Day Define the maximum number of meetings per day for this specific booking link. For instance, you can allow unlimited meetings per day or set a specific limit based on your preferences. # Event Setup **Event Setup** * **Event details** → Customize meeting name, location (link or address), and agenda. * **Guests** → Invite additional attendees beyond the main invitee. * **Invitee questions** → Collect custom information (e.g., topic, goals, notes) during booking to prepare in advance. *** ### Event Details Provide an event name that your invitees will see, such as "User Interview" or "Sales Meeting." Specify the duration of the meeting, such as 30 minutes, and you can add additional duration options to cater to different meeting needs. You can also include a video conferencing link or specify a custom location for the meeting, such as a Zoom meeting link or a specific meeting room. Set the host of the calendar event by providing their email address and name. ### Guests After an invitee books a time, you have the option to add additional guests to the event. Simply search for their email addresses and include them as guests. ### Invitee Questions Include questions in your booking links that can either be required or optional. These fully customizable and personalized questions can be tailored to allow for single-line replies, multi-line replies, or multiple choice questions. Based on your requirements, you can as many questions as you'd like in your booking links. **Ex**: *Add a question requiring the recipient to include their phone number for an alternative communication method.* # Communication & Logistics **Communication & Logistics** * **Reminders** → Automatic reminder emails are sent before meetings to reduce no-shows. * **Email signature** → Booking Links can be embedded in your signature for easy access. *** ### Send Reminder Emails Before Meeting Improve attendance rates by enabling reminder emails to be sent before the scheduled meeting. This ensures participants don't miss important meetings and helps keep everyone on track. ### **Including in Your Email Signature** To make it even more convenient for clients to schedule meetings with you, add your Motion booking link to your email signature. This allows recipients of your emails to easily access your availability and book consultations with you directly from the email. Simply include a short message like "*Schedule a consultation with me*" followed by the hyperlink of your booking link. By combining the power of your consulting website and email signature with Motion's booking links, you create a frictionless experience for your clients. They can visit your website, click on the booking link to schedule a consultation, or directly book a meeting with you from your email signature. This seamless process saves time and eliminates the need for back-and-forth communication, allowing you to focus on delivering exceptional consulting services. # Concept: Booking Links ## Understanding Motion’s Booking Link Coordinating meetings often means endless back-and-forth emails, double-bookings, or lost time trying to align schedules. Motion’s **Booking Link** solves this by letting others book directly into your calendar — on your terms. It’s a simple, professional way to share availability while keeping full control over your schedule. #### At a Glance * **What it is** → A shareable link that lets others book meetings with you based on your real-time Motion availability. * **Why it matters** → Eliminates scheduling back-and-forth, prevents double-booking, and ensures meetings fit around your priorities. * **Mental model** → You set the rules (availability, duration, buffers, limits); Motion handles the logistics automatically. * **Best practices** → Define clear scheduling preferences, use buffers to protect focus, and include the link in email signatures or invites. * **Key takeaway** → Booking Links save time and keep you in control — a seamless way for others to schedule without disrupting your flow. #### Conclusion Booking Links turn scheduling from a headache into a streamlined process. By giving others a simple way to reserve time with you — while protecting your priorities — Motion helps you spend less time coordinating and more time connecting. #### Key Takeaway Booking Links save time, prevent conflicts, and put you in control of your schedule — a smarter, simpler way to book meetings # Purpose ## What It Is and Why It Matters **What it is**\ A Booking Link is a unique URL you can share with clients, teammates, or external partners. When they open it, they see only the times you’ve made available — and Motion automatically books the slot without conflicts. **Why it matters** * **Saves time** → No more email ping-pong to find a time. * **Prevents double-booking** → Motion cross-checks against your live calendar. * **Keeps control** → You decide availability, buffers, meeting limits, and rules. * **Professional experience** → Guests see a clean, simple interface and receive automated confirmations. ## Mental Model: How to Think About Booking Links Think of a Booking Link as a **guarded gateway into your calendar**: * You decide **when** you’re open for bookings. * You decide **how** long meetings can be and **how many** you’ll take in a day. * You decide what **buffers** to leave around meetings so you’re never stacked back-to-back. Others see only the available slots you’ve shared — never your private calendar details. ## Why It’s Powerful * **Frictionless scheduling** → A single link replaces endless coordination. * **Focus protection** → Buffers and meeting caps safeguard your deep work. * **Flexibility** → Create different booking links for different purposes (e.g., client calls, interviews, office hours). * **Integration** → Works seamlessly with Motion’s Auto-Scheduling, ensuring new meetings don’t derail your task plan.
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