# Meeting/Events How-to Guide

#### Introduction

Events in Motion keep your schedule organized and connected across tasks, projects, and calendars. From adjusting status and travel time to adding conferencing details, AI Notetaker, and event colors, Motion makes it easy to manage every detail of your day. This guide walks you through the key actions so you can create, customize, and control events with confidence.

#### At a Glance

In this guide, you’ll learn how to:

* Manage your **Event Status** (Busy, Free, Visibility)
* Include **Travel Time** before or after events
* Add an event to a **Project** for better organization
* Change your **Event Color** for easier calendar scanning
* Add **Conferencing details** or a physical location
* Invite **Attendees** to your event
* Enable and use **AI Notetaker** and recap emails

***

### How to manage your event status

<details>

<summary>How to Manage Your Event Status</summary>

Event status determines how Motion and your connected calendars treat your time during an event. You can mark an event as **Busy** (time is blocked on your calendar) or **Free** (time remains open for other scheduling).

1. Open the event modal by clicking on an event in your calendar.
2. In the **Event Details** section, find the **Status** dropdown.
3. Select:
4. **Busy** → Motion will block this time on your calendar and prevent overlapping tasks from being scheduled.
5. **Free** → Motion will keep the time open, allowing tasks or other events to be scheduled during this time.
6. (Optional) Adjust **Visibility** if you’re sharing your calendar with others. Choose between **Default visibility** or custom settings provided by your calendar provider.

{% hint style="info" %}
💡**Pro tip:** Use **Free** for optional events like lunch or focus time, and **Busy** for meetings or time slots you don’t want interrupted.
{% endhint %}

</details>

{% @supademo/embed demoId="cmfld2b5nf7t139ozvwbxioi9" url="<https://app.supademo.com/demo/cmfld2b5nf7t139ozvwbxioi9>" %}

### How to include travel time

<details>

<summary>How to Include Travel Time</summary>

Travel time ensures Motion doesn’t schedule tasks too close to your events.

1. Open the event modal.
2. Under the event time, check **Travel time**.
3. Choose a duration (e.g., 15, 30, 45 minutes, or 1 hour).
4. Select whether the travel time should be added **Before**, **After**, or both.

Motion will block that buffer on your calendar automatically.

{% hint style="warning" %}
Adding travel time option is not available in Google Maps.
{% endhint %}

</details>

{% @supademo/embed demoId="cmfld9rgqf7wm39ozg0qajkyj" url="<https://app.supademo.com/demo/cmfld9rgqf7wm39ozg0qajkyj>" %}

### How to add an event to a project

<details>

<summary>How to Add an Event to a Project</summary>

1. Open the event modal.
2. In the top-right corner, click **Add to project**.
3. Select the workspace and project where you want the event to live.

The event will now appear under that project for easy tracking alongside related tasks.

</details>

{% @supademo/embed demoId="cmflfpxkvfaek39ozvmr2zps6" url="<https://app.supademo.com/demo/cmflfpxkvfaek39ozvmr2zps6>" %}

### How to change event color

<details>

<summary>How to Change Event Color</summary>

1. Right-click on the event in your calendar.
2. Under **Color**, pick from the available options.

The selected color will help visually organize your events at a glance.

{% hint style="info" %}
💡**Pro tip:** Use consistent colors for project types or categories (e.g., blue for team meetings, green for client calls). This makes it easier to scan your calendar and understand your day at a glance.
{% endhint %}

</details>

{% @supademo/embed demoId="cmflfuc9yfalo39ozpd99qtyd" url="<https://app.supademo.com/demo/cmflfuc9yfalo39ozpd99qtyd>" %}

### How to add conferencing details

<details>

<summary>How to Add Conferencing Details</summary>

1. Open the event editor.
2. In **Event Details**, click the **Location** dropdown.
3. Select your conferencing option (e.g., Google Meet, Zoom, or custom link).
4. If needed, paste your own meeting link directly into the field

{% hint style="info" %}
💡**Pro tip:** Set a default conferencing tool from 'Settings > Conference settings' so it auto-populates for every new event.
{% endhint %}

</details>

{% @supademo/embed demoId="cmflfwvzpfaoo39ozjkf99r66" url="<https://app.supademo.com/demo/cmflfwvzpfaoo39ozjkf99r66>" %}

### How to invite attendees

<details>

<summary>How to Invite Attendees</summary>

1. Open the event editor.
2. In **Guests**, type the email addresses of the people you want to invite.
3. Select each contact from the dropdown or press **Enter**.
4. Save the event — Motion will send calendar invites automatically.

{% hint style="info" %}
💡**Pro tip:** Add yourself to the guest list if you’re using a secondary account, so all your calendars stay in sync.
{% endhint %}

</details>

{% @supademo/embed demoId="cmflg2dv6fatv39oz8xd0qnuo" url="<https://app.supademo.com/demo/cmflg2dv6fatv39oz8xd0qnuo>" %}

### How to use AI Notetaker

<details>

<summary>How to Use AI Notetaker</summary>

1. In the event editor, you can **choose whether to include or exclude the AI Notetaker** when setting up the meeting.
2. If included, toggle on **Add Notetaker to meeting when it starts**.
3. (Optional) Toggle on **Send meeting recap email to all attendees** if you want the notes automatically shared after the meeting.
4. During the meeting, the Notetaker will join and capture key points in real time.
5. After the meeting, you can view the full **Meeting Note** directly from the event.

{% hint style="info" %}
**💡 Pro tip:** If you accidentally removed the Notetaker, don’t worry. Reopen the event and click **Add Notetaker to meeting** to bring it back. However if you don't accept it within the first 15 minutes after the event starts, Notetaker will now be allowed to rejoin later.
{% endhint %}

</details>

{% @supademo/embed demoId="cmflg6v1rfaw739oz0lhftxv7" url="<https://app.supademo.com/demo/cmflg6v1rfaw739oz0lhftxv7>" %}