Automate Time Blocking Across Clients With Motion

When you first sign up, Motion walks you through a welcome flow.

1. Authorize Google Calendar or Outlook so Motion can see your existing events and import them
2. If you manage separate calendars per client, connect each one you want Motion to schedule around
3. You can skip connecting a purely personal calendar at this stage if you'd rather keep it separate for now

What you should see: Your existing meetings and events appear inside Motion's calendar view once the connection completes. Troubleshooting: If events don't show up, check that you granted full calendar permissions during the authorization step rather than a limited "view only" scope.

Go to Settings (usually a gear icon), then Schedules.

1. Define your actual working hours, for example Monday through Friday, 9 to 5
2. Add break buffers between meetings or task blocks, such as a 15 minute gap, so Motion doesn't stack things back to back
3. Save your schedule preferences

What you should see: A confirmation of your working hours, and future auto-scheduled tasks respecting those hours and gaps.

Use the + New button, usually in the top right, or the keyboard shortcut Cmd+K (Ctrl+K on Windows) to open quick task entry.

1. Enter the task title, being specific enough to recognize it later, such as "Riverside Realty: draft Friday listing captions"
2. Set an estimated duration and a deadline if there is one
3. Choose a priority level: ASAP, High, Medium, or Low
4. Repeat for each task across your active clients

What you should see: New tasks appear in a task list, then get placed automatically onto open slots on your connected calendar based on their priority and deadline. Troubleshooting: If a task doesn't get scheduled, check that your working hours actually have open space left that day, or that the deadline you set isn't already in the past.

Once tasks are entered, don't manually drag them onto the calendar.

1. Open your calendar view inside Motion
2. Confirm the auto-scheduled blocks make sense for your actual workload
3. Adjust a task's priority or deadline if the placement looks wrong, rather than moving the block by hand, so Motion learns from the correct signal instead of a one-off manual fix

What you should see: A full day laid out in blocks, each one labeled with the client and task it represents.

If a client can see your calendar or you share availability with them, check the visibility settings for Motion tasks.

1. Look for calendar sync settings that control whether Motion-generated task blocks appear on your external calendars
2. Choose to hide task blocks from any calendar a client or scheduling tool can see, showing only actual meetings

What you should see: Your client-facing calendar shows meetings only, while your internal Motion view shows the full task breakdown.