Automate Meeting Scheduling Across Multiple Calendars

Motion needs calendar access before it can do anything useful, so this comes first.

1. Go to usemotion.com and start the free trial.
2. Sign up with your email, Google account, or Apple ID, and verify your email if asked.
3. When the welcome flow asks you to connect a calendar, authorize Google Calendar or Outlook/Microsoft 365, whichever you use day to day.

What you should see: A confirmation that your calendar synced, followed by a dashboard showing today's date and an empty or lightly populated schedule. Troubleshooting: If the calendar authorization screen doesn't load, try a different browser. Corporate Microsoft 365 accounts sometimes block third-party calendar access by default, which means IT may need to approve Motion first.

If you're coordinating around a boss's calendar or a shared conference room calendar, add those too.

1. Open Settings from the dashboard.
2. Find the calendar connections section and add each additional calendar you have permission to view or edit.
3. Confirm the two-way sync is active for each one, so a change in Motion shows up on the original calendar and vice versa.

What you should see: Each connected calendar listed with a green or "connected" status indicator. Troubleshooting: A calendar that only shows busy/free blocks (no titles) is normal for accounts you don't own. Motion can still schedule around it, it just won't show you the meeting details.

This keeps Motion from stacking meetings into your lunch break or after 6pm.

1. In Settings, find the section for work hours or schedules.
2. Set the start and end time for each day you work, and block out any recurring commitment (a standing lunch, a weekly errand run) as unavailable.

What you should see: A weekly grid showing your available hours in one color and blocked time in another.

This is the step that actually solves your calendar chaos, so don't skip it.

1. Decide which meeting types always win a scheduling conflict. For most offices that's leadership meetings, client calls, or anything with an external attendee.
2. In the task or event creation screen, set those meeting types to the highest priority level.
3. Set recurring internal check-ins, one-on-ones, and admin blocks to a lower priority so Motion moves them first when something conflicts.

What you should see: A priority field or dropdown when you create a new task or event. Troubleshooting: If two meetings end up double-booked anyway, it usually means both were set to the same priority level. Go back and separate them.

1. Click to add a new task, then enter a title, duration, and deadline.
2. Set its priority based on the rule you defined in Step 4.
3. Toggle on Auto-Schedule (sometimes labeled just "Schedule" depending on the current interface). Motion places it into an open slot that respects your work hours and existing priorities.

What you should see: The task appearing on your calendar in an open slot, not necessarily where you'd have put it by hand. Troubleshooting: If nothing gets placed, check that your work hours have enough open space left that day. Motion won't overbook you just to hit a deadline.