📍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

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How to manage your event status

How to Manage Your Event Status

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.

💡Pro tip: Use Free for optional events like lunch or focus time, and Busy for meetings or time slots you don’t want interrupted.

How to include travel time

How to Include Travel Time

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.

Adding travel time option is not available in Google Maps.

How to add an event to a project

How to Add an Event to a Project

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.

How to change event color

How to Change Event Color

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.

💡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.

How to add conferencing details

How to Add Conferencing Details

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

💡Pro tip: Set a default conferencing tool in your integrations settings so it auto-populates for every new event.

How to invite attendees

How to Invite Attendees

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.

💡Pro tip: Add yourself to the guest list if you’re using a secondary account, so all your calendars stay in sync.

How to use AI Notetaker

How to Use AI Notetaker

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.

💡 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.