👤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].

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.

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Events

What is an Event?

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.

💡 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.

Create an event in Motion

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.

Additionally, Events can be created by dragging and dropping a specific timeframe directly from the calendar and selecting “Create Event”.

Edit or cancel events

Edit or Cancel Events. Keep Your Schedule Accurate

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.

💡 Pro tip: For recurring events, use “This event only” if one week changes — it keeps the rest of the series intact.

Recurring events

Create a recurring event — Automate Repeating Commitments

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.

💡 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.

Annual recurring event

Creating a yearly recurring event

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.

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.