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

• 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.