Welcome to Motion for teams! We're delighted that you've decided to use us for your Project Management needs! Now it's time to get your team on board. Read on to learn more. πŸ‘‡

1) Customize a workspace for your team

Rename your default workspace "My Team" to your actual team's name. Create new workspaces if needed within "Settings". Often users make workspaces based on the clients they serve or the functional area of the company they oversee (e.g., sales, finance, marketing).

Customize the workspace further by adding "Statuses" and "Labels". You can do this by clicking "Settings" and then clicking your new workspace's name on the left hand navigation column.

Some of the most common statuses that we see added are "In Review" and "Blocked". Labels allow you to quickly find and organize tasks. Note that each workspace can have different "Statuses" and "Labels". See below for an example workspace set-up called "Customer Support":

2) Invite your team members

Once your workspace is ready, invite your team!

When you invite your team, they'll receive an invitation via email as shown below. The invitation will allow them to login into Motion directly upon clicking the "Join Your Team" button. Alternatively, they can log into Motion directly by going to app.usemotion.com.

Keep in mind that you can auto-schedule tasks to team members who have accepted their team invite. If an invited teammate has not joined Motion yet, you'll see an alert pop-up when you attempt to schedule a task to their calendar.

3) Agree upon expectations and practices for auto-scheduling

No other project management tool puts tasks and to-do items directly onto the calendar. That's the magic of Motion. You'll never have to ask if something is done.

That said, auto-scheduling may be a surprise to teammates who have never experienced it before. Here are the most common concerns we hear and how to address them:

Concern #1: "You can't just put things on my calendar? What if I need that time?"

The best way for Motion to work is if you add all your tasks and events. That way Motion can exhaustively prioritize what is important and urgent across both your own tasks and your team's tasks. For example, Motion will not put a medium priority task assigned to you above your own high priority, soon to be due tasks.

Concern #2: "The person assigning me these tasks doesn't actually know how long this task will take."

No problem! You can select "None/Not Sure" for the duration of a task. This will prevent the task from getting scheduled but the assignee will still receive a notification that they have a new task. Finally, assignees can directly adjust the task parameters for themselves in "My Tasks".

Concern #3: "It feels like I've lost control of my calendar"

We rarely hear this concern. If someone does not like having tasks directly auto-scheduled onto their calendar they can go to "Settings" and then "Auto-Scheduling" and select "Don't timeblock on my calendar". They will still see a custom agenda on the left but tasks won't show up on their calendar.


Teams who adopt Motion love the power of auto-scheduling on each others calendars. They agree upon expectations for auto-scheduling and then commit to practices such as auto-scheduling all tasks before team stand-up meetings or after 1:1 discussions.

The result: team members know with confidence that the next task they work on is the most important thing to do.

If you have any further questions or suggestions, please reach out to our support team!

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