Free vs Busy Tasks in Motion

The Fundamental Distinction: Events vs Tasks

Events: Complete User Control

When working with events in Motion, you have full control over their free/busy status. Every time you create an event (like a team meeting, 1:1, or doctor's appointment), you decide whether it's:

• Busy: Telling Motion "this time is blocked off completely".

• Free: Indicating "I'm doing something, but Motion can still schedule tasks here if needed".

Tasks: AI-Driven Intelligence

Tasks operate on an entirely different principle. Instead of manually controlling their free/busy status, Motion uses a sophisticated AI system combined with your chosen settings to manage how tasks appear and behave.

Displaying Your Auto-Scheduled Tasks: A Visual Guide

(This diagram will be referenced below to help visualize each setting)

Understanding Free & Busy States in Motion: A Complete Guide

Below are the selectable settings for how your auto-scheduled tasks in Motion will be displayed, or not displayed, on your external main calendar.

1. "Only Show Tasks in Motion Calendar"

As shown in the visual diagram below, this setting will:

• Motion calendar: Shows all your tasks.

• External calendar: Remains completely empty (Ex: only events displayed in the external calendar pictured below).

• Perfect for: Sales representatives, customer success managers.

• Real example: A sales rep's "Prepare Demo" task shows in Motion but keeps their Google Calendar open for client bookings.

2. "Show All Tasks as Free"

Looking at the diagram below:

• Tasks visible in both calendars.

• External calendar shows tasks as "free".

• Others can schedule over these slots.

• Motion automatically reschedules tasks when meetings are booked.

• Ideal for: Product managers, team leads who want transparency but need flexibility.

3. "Show At-Risk Tasks as Busy"

The visual diagram below demonstrates Motion's most sophisticated option:

• Created tasks in Motion start out as 'free'.

• There are two instances in which a task in Motion would be considered busy.

  • A task in close proximity to its deadline, where one more re-scheduling would make the task past due.

  • The task is already past due.

• When Motion's AI detects risk of missing deadlines:

  • A red exclamation mark is added to your task display.

  • The task shows as "busy" in external calendar.

  • Motion protects your crucial work time.

• Best for: Engineers, designers, and other focus-heavy roles.

Choosing Your Setting

The examples provided below are suggestions. Your specific role should guide your choice:

Client-Facing Roles

Choose "Only Show Tasks in Motion Calendar" when:

• External people frequently book meetings.

• You need your calendar to appear as open as possible.

• You're comfortable with tasks being rescheduled for meetings.

Mixed Roles

Choose "Show All Tasks as Free" when:

• You want team transparency.

• You need flexibility for impromptu meetings.

• You're okay with tasks being visible but movable.

Focus-Heavy Roles

Choose "Show At-Risk Tasks as Busy" when:

• Your work requires long uninterrupted periods.

• Meeting interruptions significantly impact productivity.

• Task deadlines are critical.

• You don't have many external meetings.

Understanding Free & Busy Events in Motion

The Fundamentals of Event States

Unlike tasks, you have direct control over whether events appear as Free or Busy in Motion. This choice affects both how your calendar appears to others and how Motion's AI handles task scheduling around these events.

Busy Events

A busy event tells Motion "this time is completely blocked."

Use busy events for:

• Must-attend meetings (like client calls or team stand-ups).

• Important presentations.

• Focus blocks where you can't be interrupted.

• Any time that needs to be protected from task scheduling.

Free Events

A free event says "I'm doing something, but Motion can still schedule tasks here if needed."

Use free events for:

• Optional meetings you could reschedule.

• Personal placeholders that don't block time.

• Background activities where multitasking is fine.

• Times you want visible on your calendar but flexible for tasks.

How Motion Uses Event States

When a 'My Calendar' event is marked as busy:

• Motion won't schedule any tasks during this time.

• The time appears as unavailable in your calendar.

• Your focus time stays protected.

• Other events can't be scheduled here.

When a 'My Calendar' event is marked as free:

• Motion can schedule tasks during this time.

• The time shows as available in your calendar.

• Tasks can overlap with this event.

• Other events can be scheduled here if needed.

Remember: Choose between Free and Busy based on how protected that time needs to be. Busy events are best for must-attend commitments, while Free events give Motion's AI more flexibility to optimize your schedule.