How to Make Use of Notion Calendar?

Notion Calendar combines your Google Calendar events and Notion tasks into one view, eliminating the need to switch between apps. With two-way sync, you can create or edit events directly in the calendar, and updates instantly reflect in Notion. It supports multiple Google and iCloud calendars, prevents scheduling conflicts, and simplifies project management by merging timelines and deadlines.

Key Features:

Two-way sync: Edit events in either Notion or the calendar.
Unified view: Combine tasks, deadlines, and events.
Conflict management: Avoid double-booking across calendars.
Customizable views: Filter tasks by priority or project.
Team collaboration: Share availability and coordinate schedules.

To get started, download the standalone app for desktop, mobile, or web, connect your Google Calendar, and link your Notion workspace. For advanced automation, tools like Latenode can further streamline workflows by syncing tasks and events or automating repetitive processes.

Want to simplify your scheduling? Notion Calendar is a great choice for users who rely on Google Calendar and Notion for task management.

NEW! Notion Calendar Tutorial (for beginners)

How to Set Up Notion Calendar

If you're looking to streamline your tasks and events in Notion, setting up the Notion Calendar is a quick and straightforward process. Whether you're using a desktop, mobile device, or web browser, the setup takes just a few minutes with slight variations depending on your platform.

Download and Access the App

Notion Calendar is a standalone app designed to bring your schedule together across multiple platforms [9].

Desktop Users: The app is available for macOS 11 and above and Windows. Once installed, you can manage Notion databases directly within the calendar interface [6].
Web Users: If you prefer using a browser, the web version supports Chrome, Safari, Firefox, Edge, and Arc [6]. This is a convenient option for shared computers or if you want to avoid installing additional software.
Mobile Users: Download the app from the App Store (iOS) or Google Play Store (Android) [7][8]. While the mobile version is great for quick edits and checking your calendar on the go, you'll need the desktop or web version for the initial database setup.

Sign In and Connect Your Accounts

Start by signing in with your Notion account or creating one using your email [10]. Once you're logged in, you can begin integrating your calendars.

To connect your Google Calendar, follow these steps:

Go to Settings → Calendars within the app [1].
Click Connect next to Google Calendar and choose the Google account you want to link.
Authorize access to your Google account during the process [11].

You can also connect Apple iCloud calendars if needed [9]. The app allows multiple Google Calendar integrations, giving you flexibility in managing different schedules.

Link Your Notion Workspace

The final step is connecting your Notion workspace to make full use of the app's ability to display database items with dates directly on your calendar. This connection happens at the user level, ensuring your company cannot access your personal calendars.

Navigate to Settings → Notion and click Add Notion workspace.
Select Connect, then click Allow access to complete the connection.

If you have multiple workspaces, you'll need to connect each one individually. Once linked, you can add up to 10 databases to your calendar view. To do this:

Go to the left sidebar, hover over your workspace name, and click •••. Then, select the database you want to display.
For quick access, use the O key or cmd + K to search for "show Notion database."
Alternatively, when you open a database in Notion that has a date property, you'll see an Open in Calendar option to add it directly to Notion Calendar.

With everything connected, your calendar will now show both Notion database dates and external events, giving you a unified view of your schedule and the flexibility to customize it further.

How Notion Calendar Works

Notion Calendar simplifies project management by merging timelines and deadlines from multiple databases into one cohesive view. This integration ensures that all your tasks and events are accessible in a single, organized interface.

Add Notion Databases with Dates

Notion Calendar displays any database item with a date property directly on your calendar. When connecting a workspace, you can include up to 10 databases in your calendar view [2]. Instead of pulling in entire databases, you bring in specific database views, giving you control over what appears on your calendar [12].

This view-based system allows you to apply filters in Notion, ensuring your calendar only shows relevant tasks. For instance, you can focus solely on high-priority deadlines or specific project timelines [12].

Adding a database is straightforward. Use the three-dot menu in the left sidebar or press O/Cmd+K to search for "show Notion database" [2]. If you're already working in Notion with an open database containing a date property, you'll see an "Open in Calendar" option to add it directly to your calendar view [2].

It’s important to note that dates generated by Formula, Created time, or Last edited time properties are read-only in Notion Calendar. While you can view these dates, editing them directly from the calendar isn’t possible [2].

Edit Events in Both Directions

Notion Calendar’s integration with databases enables smooth two-way editing. Any updates made to database items in the calendar instantly reflect in the original Notion database, and vice versa. This synchronization allows you to reschedule events by dragging them to new time slots, edit titles, or adjust time zones directly within the calendar view [12].

For example, dragging an event block to a different time slot will automatically update its start and end times in the database [12]. Similarly, double-clicking an event to edit its title will immediately sync the changes across your Notion workspace [12].

Creating new entries is equally simple. Click on an empty time slot, choose the relevant database, and fill in the details [2]. This feature is particularly handy during planning sessions, letting you quickly allocate time for tasks or projects.

To streamline your workflow, you can set a default calendar. Navigate to Settings → Calendars → Default calendar, and select your preferred database. This ensures new entries automatically save to your chosen database unless specified otherwise [2].

Handle Scheduling Conflicts

Managing multiple calendars and databases can sometimes lead to scheduling conflicts. Notion Calendar addresses this with features designed to prevent double-booking. The app’s conflict management system works across all connected calendars, including Google Calendar, Apple iCloud, and Notion databases [9].

When you enable conflict avoidance in the settings, the system identifies "busy" periods based on factors like focus time, out-of-office events, accepted meetings, and other scheduled commitments [9]. This ensures you won’t accidentally overlap tasks or events across different calendars.

Scheduling links are automatically updated to display only available time slots, avoiding clashes with existing commitments from tools like Google Calendar or your Notion databases [9].

For added flexibility, you can create "busy" blocks to reserve time for personal or work-related commitments. This approach helps maintain privacy while preventing double-booking. Using color codes for different event types and filters to focus on specific tasks can further reduce confusion [5].

For teams, shared Notion databases can be filtered to display tasks relevant to individual members. Prioritizing tasks with labels like high, medium, or low urgency ensures clarity and focus. Additionally, the reminder feature helps keep important deadlines on track, even when juggling multiple projects [5].

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Tips to Get More from Notion Calendar

Notion Calendar is more than just a scheduling tool - it can become a central hub for managing your time and tasks effectively. By using shortcuts, time blocking, and team collaboration features, you can elevate your productivity and streamline your workflow.

Use Keyboard Shortcuts

Keyboard shortcuts in Notion Calendar can save you time and effort by allowing quick navigation and actions. To view all available shortcuts, press ? within the app. You can also customize system-wide shortcuts by going to Settings → Menu bar → System-wide keyboard shortcuts [13].

Here are some handy shortcuts to get started:

m, w, and d: Switch between monthly, weekly, or today's views.
t: Jump back to today's date.
Arrow keys: Navigate through days or weeks.
o: Open a new Notion database connection.
Cmd+K: Access the command center for quick searches.
s: Share your availability instantly.
z: Display a new timezone, ideal for coordinating across different regions.

For navigating events, use J and K to move forward or backward by week or month. N takes you to the next scheduled event, while B (or Shift+N) returns to the previous one. If you need to focus solely on weekdays, toggle weekend visibility with Ctrl/⌘+K [9].

Shortcut	Action
m	Switch to monthly view
w	Switch to weekly view
d	Switch to today's view
t	Return to today's date
o	Show a new Notion database
s	Share availability
J/K	Navigate forward/backward by week or month
N/B	Jump to next/previous event

Block Time and Schedule Focus Sessions

Time blocking is a powerful way to organize your day by turning tasks into scheduled blocks of time. Notion Calendar integrates seamlessly with your databases, automatically displaying tasks with date properties as calendar events.

To get started, connect your personal task databases to Notion Calendar. Make sure each task includes start and end times so they appear as time blocks. This helps you avoid overloading your schedule and gives you clear boundaries for focused work [9]. Be sure to estimate realistic durations and include buffer time between tasks.

For deep work, create Focus time events by blocking off specific periods in your calendar. These blocks not only protect your concentration but also signal to colleagues that you're unavailable for meetings. Use the conflict avoidance setting to prevent double-booking across all your connected calendars [9].

Don't forget to schedule downtime for personal commitments. By marking these periods as "busy", you can maintain professional boundaries while ensuring your work calendar stays clear of conflicts. This approach also keeps private details hidden [9].

As productivity expert LearnChangeDo puts it: "Time Intentionality is about deciding where you want your time to go, creating time for it (using a calendar), and following that calendar as your daily roadmap" [14].

Schedule with Your Team

Notion Calendar simplifies team scheduling, reducing the need for endless email threads. The Share availability feature allows colleagues to book time slots directly, with your calendar updating automatically [9].

To coordinate schedules effectively, you can view teammates' availability. Simply drag a teammate's name from the calendar menu onto your grid, and meeting details will populate automatically, including conferencing links based on your preferences [15].

For seamless virtual meetings, set a default conferencing service like Zoom, Google Meet, or Microsoft Teams in your settings. Notion Calendar will automatically generate links for events with participants, saving you the hassle of adding them manually [16].

If you frequently schedule meetings with external contacts, use scheduling links. Create one-time or recurring links that others can use to book time with you. Enable the "avoid conflicts" setting to ensure no overlap with other tasks or meetings [9]. Additionally, link relevant Notion pages to events for quick access to meeting agendas, notes, or project documents [9].

As Notion explains: "Notion Calendar is designed to allow you to manage all your commitments alongside where you do work" [9].

Automate Notion Calendar with Latenode

If you're already using synced calendars, automating further can transform your workflow. Notion Calendar provides basic integration between Google Calendar and Notion databases, but for those needing more advanced capabilities, Latenode steps in. With its visual workflow builder and integration with over 300 apps, Latenode allows you to go beyond simple syncing. It helps you create custom rules, automate routine tasks, and even use AI for smarter scheduling.

Create Custom Sync Rules

Latenode makes it easy to set up custom synchronization rules, enhancing how your calendars and tasks work together. It connects Notion databases with various apps, including calendars, and automates updates triggered by CRMs, payment systems, or other tools.

To begin, add the Notion node from Latenode's integrations library and connect your Notion account using your API key. Then, select a trigger - like monitoring page edits or database updates - and define the actions, such as creating new pages or updating database content. Once logged into Latenode, go to "Integrations", authenticate both Notion and Google Calendar, and set up your desired triggers and actions. Save and test your workflow to ensure everything runs smoothly.

With Latenode, tasks added to Notion can automatically create new calendar events, while events in Google Calendar can update your Notion database. This two-way sync ensures both platforms stay in sync, keeping your schedules consistent and up to date.

Automate Repetitive Tasks

Manual data entry can be tedious and time-consuming, but Latenode automates these repetitive processes. For instance, when a deal in HubSpot reaches a specific stage, Latenode can update a Notion database to track its progress and even trigger task assignments. Similarly, calendar events can automatically generate tasks in Notion, streamlining your workflow.

Meeting management also benefits from Latenode's automation capabilities. After a meeting, the platform can save Zoom recording links and summaries to a Notion page for easy access. Additionally, it can post daily summaries from a Notion database to a Slack channel, ensuring your team stays informed about project updates and key metrics.

Use AI for Smart Scheduling

Latenode's AI tools bring advanced scheduling automation to the table. One standout feature is the AI JavaScript code generator, which helps you create custom logic for complex scheduling needs. As Francisco de Paula S., a Web Developer in Market Research, shared:

"Limitless automation integrations no matter what your use case. The AI JavaScript code generator node is a life saver..." [3]

With these tools, you can build a centralized Notion dashboard that integrates your Google Calendar events and applies AI logic to optimize scheduling. Using unlimited branching and JavaScript, you can create workflows that analyze meeting patterns, suggest the best times, and automatically resolve scheduling conflicts based on your priorities.

This combination of visual workflow design and AI-driven logic makes Latenode an excellent choice for users who require more than basic calendar syncing. As Sophia E., an Automation Specialist, put it:

"Latenode is a cheaper but powerful alternative to the usual AI automation tools. It's easy to use, even for beginners, thanks to its simple and intuitive interface." [3]

Should You Use Notion Calendar?

Notion Calendar consistently receives high praise from users, with reviews rating it between 8.2 and 9.6 out of 10 [4]. It's particularly well-suited for those deeply embedded in the Notion ecosystem, offering seamless project and task management. As Molly Jones, known as the Clutter Crusher, explains:

"If you're a devoted Notion user looking for a calendar experience that effortlessly blends with your workflow, Notion Calendar is a fantastic choice." [4]

The app integrates smoothly with Notion, allowing users to attach pages, automatically update events, and easily drag and drop tasks.

Notable features include the ability to connect multiple Google Calendar accounts, including those under Google Workspace, and customizable calendar views that can be filtered to suit specific needs. Collaboration is another strong point, with options like sharing availability, making it easier to coordinate schedules. This integration reduces the hassle of switching between tools for scheduling and project management.

However, Notion Calendar does have some drawbacks. Currently, it only supports Google Calendar, with no compatibility for Outlook - though this is reportedly in development. It also lacks offline functionality and offers only basic scheduling tools, with no recurring booking options [4]. Additionally, some users feel disappointed that Notion Calendar operates as a standalone app rather than being fully embedded within Notion [17].

To decide if Notion Calendar is right for you, consider how its strengths and limitations align with your workflow. It’s a great choice if you regularly use both Google Calendar and Notion, manage projects with distinct timelines, or need to coordinate schedules across multiple time zones. The mobile experience is particularly user-friendly, and features like one-click conference links and keyboard shortcuts can streamline your daily tasks.

On the other hand, if you rely on non-Google calendar services, require offline access, or need advanced scheduling options like recurring bookings, Notion Calendar might fall short. For those seeking to overcome these limitations, combining Notion Calendar with Latenode's workflow automation can be a game-changer. Latenode enables you to create custom rules and workflows, enhancing the calendar's functionality and bridging any gaps in its native capabilities.

FAQs

How can I set up my Notion Calendar to focus on important tasks or projects?

To keep your top priorities front and center in Notion Calendar, start by creating custom properties for your tasks. For example, you can add fields for priority levels like High, Medium, and Low, or categorize tasks by specific projects. These properties make it easier to filter and organize your tasks so you can focus on what’s most important.

Next, connect your tasks and projects to specific dates within your Notion database. By doing this, you'll be able to view deadlines and events directly on your calendar. Notion’s calendar views - whether daily, weekly, or monthly - offer flexibility to either zero in on urgent tasks or map out your long-term plans. This approach helps you stay organized, prioritize effectively, and keep your schedule under control.

How can I connect multiple Google Calendar accounts to Notion Calendar?

To sync multiple Google Calendar accounts with your Notion Calendar, follow these simple steps:

Open your Notion Calendar and navigate to the Settings menu.
In the Calendars section, select Connect next to the option for adding a Google Calendar account.
Sign in to the Google account you want to sync and complete the setup by following the on-screen instructions.

While it's possible to link several accounts, be aware that adding more than five calendars might affect performance. You can conveniently manage all your connected accounts from the left sidebar in Notion Calendar.

Can I use Notion Calendar with iCloud, and what are the limitations?

While it’s possible to use Notion Calendar with iCloud, there are certain limitations you should consider. For starters, direct two-way syncing between Notion and iCloud isn’t available. This means you can’t edit iCloud events directly within Notion. Instead, many users resort to workarounds, such as subscribing to iCloud calendars through Google Calendar. This process involves sharing your iCloud calendar via a public URL. However, this approach can feel clunky and doesn’t always update events instantly.

To make things easier, automation tools can help connect Notion and iCloud by syncing data between the two. That said, these automated solutions might not provide the same smooth experience as Notion’s integration with Google Calendar. If you heavily depend on iCloud for your scheduling, you may still need to handle some updates manually or explore alternative workflows that suit your needs.