# Meeting/Events

### Introduction

Events in Motion are your fixed-time commitments — the things that can’t be moved around. Unlike tasks, which Motion can flexibly schedule, events stay locked to a specific time and date. Think meetings, appointments, flights, or anything else where the clock is non-negotiable.

By adding your events into Motion, you’ll see them right alongside your tasks, projects, and deadlines. This gives you a single, unified view of your day — no more juggling between different calendars or missing important overlaps.

For more information on free vs busy events in Motion click \[[here](/help/project-management/meeting-events/reference-meeting-events/free-vs-busy-in-motion.md)].

#### At a Glance

* 🕒 Understand what counts as an event.
* 📅 Create one-time events directly in Motion.
* ✏️ Edit or cancel events when plans change.
* 🔁 Set up recurring events for regular commitments.

***

### Events

<details>

<summary>What is an Event?</summary>

In Motion, an **event** is anything that happens at a fixed time and date. Unlike tasks, events can’t be shifted around — they stay locked to the schedule you set.

**Examples of events**

* Team meeting at 10:00 AM
* Flight departure on Friday at 6:45 PM
* Dentist appointment on Tuesday at 2:30 PM
* Weekly family dinner at 7:00 PM

**Why it matters**

* Events create the *anchors* of your schedule — Motion will plan your flexible tasks around them.
* They help avoid conflicts: you’ll always see events in the same calendar as your tasks and projects.
* By keeping everything in Motion, you don’t have to toggle between multiple calendars to know where your time is going.

{% hint style="info" %}
💡 **Pro tip:** If it must happen at one specific time, it’s an **event**. If it can be moved around before a deadline, it’s a **task**.
{% endhint %}

</details>

<details>

<summary><strong>Create an event in Motion</strong></summary>

Adding events in Motion ensures your fixed commitments live right next to your tasks and projects. That way, Motion can schedule your work around them without conflicts.

1. Select the **+ New** button located at the top of the calendar.
2. Click on **New Meeting or Event**
3. This will open the event creation modal.
4. Input your preferred settings and parameters for the event including:
   1. Event Name
   2. Date and Duration
   3. Conferencing or Location Details
   4. Invited Guests
   5. Free or Busy Status
   6. Specific Calendar
   7. Privacy Visibility Preference (*On Google and Outlook Calendars*)
   8. Event Color (*On Google Calendar)*
   9. Travel Time (*On Google and Outlook Calendars*)
5. Select **Create Event** to save your event.

{% hint style="success" %}
Additionally, Events can be created by dragging and dropping a specific timeframe directly from the calendar and selecting “Create Event”.
{% endhint %}

</details>

{% @supademo/embed demoId="cmflcakdff5il39ozas1msd0c" url="<https://app.supademo.com/demo/cmflcakdff5il39ozas1msd0c>" %}

### Edit or cancel events

<details>

<summary>Edit or Cancel Events. Keep Your Schedule Accurate</summary>

Plans change, and Motion makes it easy to adjust or remove events so your calendar always reflects reality.

**How to edit an event**

1. Open your calendar and click the event you want to change.
2. In the event details modal, update fields like:
   1. **Title** (e.g., “Weekly Sync” → “Project Kickoff”)
   2. **Date & Time** (reschedule start/end)
   3. **Location or video link**
   4. **Attendees** (add or remove)
3. Click **Save** — your calendar updates instantly.

**How to cancel (delete) an event**

1. Click the event in your calendar.
2. Select the **three dots** (…) menu, then click **Delete**.
3. If the event is recurring, choose from the pop-up:
   1. **This event** → deletes only this occurrence.
   2. **All events** → deletes the entire recurring series, past and future.
4. Confirm with **Delete event**.

{% hint style="info" %}
💡 **Pro tip:** For recurring events, use “This event only” if one week changes — it keeps the rest of the series intact.
{% endhint %}

</details>

{% @supademo/embed demoId="cmflcj8g9f6cj39ozgjoarsn0" url="<https://app.supademo.com/demo/cmflcj8g9f6cj39ozgjoarsn0>" %}

### Recurring events

<details>

<summary>Create a recurring event — Automate Repeating Commitments</summary>

If you have meetings, classes, or activities that happen on a regular basis, you don’t need to re-create them every time. Motion lets you set up recurring events that automatically appear in your calendar.

**How to create a recurring event**

1. In your calendar view, click the **+ New** button. This opens the event creation modal.
2. Fill in the event details (title, date, time, and location).
3. Find the field labeled **Does not repeat** and click it.
4. From the dropdown, select how often you want the event to repeat — daily, weekly, monthly, or set up a custom cadence.
5. Save your event. Motion will now automatically generate future instances.

**Examples**

* Weekly team sync → every Monday at 10 AM.
* Yoga class → every Tuesday and Thursday at 7 PM.
* Monthly financial review → first Friday of every month at 4 PM.

{% hint style="info" %}
💡 **Pro tip:** If a recurring event ever changes (like moving the weekly sync to Tuesdays), edit the series once and Motion will update all future events for you.
{% endhint %}

</details>

{% @supademo/embed demoId="cmflco53nf6p139ozoxe4ljg0" url="<https://app.supademo.com/demo/cmflco53nf6p139ozoxe4ljg0>" %}

### Annual recurring event

<details>

<summary>Creating a yearly recurring event</summary>

1. If you’d like to create a ‘yearly’ recurring event, click ‘Custom’ from the subsequent options.
2. In the custom settings, set the recurrence to once every 12 months.

***Ex:** An annual company off-site get-together that occurs the same time each year.*

</details>

{% @supademo/embed demoId="cmflctiqof79z39ozn86fd5fm" url="<https://app.supademo.com/demo/cmflctiqof79z39ozn86fd5fm>" %}

**Conclusion — Mastering Events in Motion**\
Events in Motion keep your fixed commitments clear and protected. Unlike tasks, they won’t shift — they anchor your calendar so meetings, appointments, and personal commitments are always in place. Whether it’s a one-off call, a recurring weekly sync, or an annual off-site, Motion ensures your events stay front and center.

**What’s Next**\
Now that you know how to create, repeat, and manage events, try combining them with tasks for a complete schedule. Use events to block immovable time, and let Motion auto-schedule your tasks around them. Together, they give you a calendar that adapts intelligently while respecting your most important commitments.


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