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Detailed Guide to Calendars in Motion

TL;DR:

  • Motion streamlines scheduling with three calendar layers: Accounts, My Calendars, and Frequently Met With.
  • Accounts: Calendars you own, with one designated as the default host for events.
  • My Calendars: Includes all Accounts calendars and any others you own. Here, you can manually set different hosts for events.
  • Frequently Met With: Calendars shared with you, visible but not affecting your schedule.
  • Motion's AI auto-schedules tasks around your Accounts and My Calendars events, while events from 'Frequently Met With' calendars do not influence this scheduling.

Streamlining Your Schedule

To get the most out of Motion's features, it's vital to understand the three layers of calendar connectivity: Accounts, My Calendars, and Frequently Met With. Each layer serves a different purpose, contributing to a more efficient and streamlined schedule management process.

1. Accounts: Your Personalized Main Calendar

The 'Accounts' section in Motion includes any calendars that you own and directly control. You have the ability to designate one of these calendars as your "main calendar", which serves as the default host for any events or meetings you schedule within Motion. This main calendar selection helps Motion understand which of your schedules should be prioritized in its functionality.
Example:
  • Suppose you're a user named Alex, who owns two email accounts, [email protected] and [email protected].
  • Alex chooses [email protected] as his main calendar because this is his professional account where he schedules most of his work meetings and tasks.
  • When Alex schedules an event in Motion, it automatically defaults to [email protected] as the host.
  • This also applies to Motion's booking feature, a tool similar to Calendly. When Alex shares his booking link with colleagues or clients, any meetings booked will default to his professional email as the host.

2. My Calendars: Extending Your Ownership

'My Calendars' includes all the calendars in your Accounts section, as well as any other calendars you own but do not wish to set as your main calendar. The calendars in this section have a distinct advantage: while they may not be your main calendar, you can manually set them as the host for any specific events.
Example:
  • Let's go back to Alex. While [email protected] is his main calendar, he also has his personal calendar [email protected] listed under 'My Calendars.'
  • Alex decides to schedule a family reunion. Although his main calendar is his professional one, he wants this particular event to be hosted under his personal email.
  • In this case, Alex can manually set [email protected] as the host for the family reunion while scheduling it in Motion, even though it's not his main calendar.

3. Frequently Met With: Coordinating with Others

The 'Frequently Met With' section is specifically designed for calendars that are shared with you. This feature allows you to view the schedules of people you frequently interact with, providing a simple and efficient way to coordinate schedules without affecting your own.
Example:
  • Alex frequently collaborates with a colleague named Bella. Bella has shared her calendar, [email protected], with Alex.
  • Alex can then add Bella's calendar to his 'Frequently Met With' section. This allows him to toggle Bella's calendar on or off, providing him with visibility into Bella's schedule when planning meetings or tasks.
  • However, Bella's schedule does not impact Alex's auto-scheduled tasks or events.

Harnessing AI Scheduling Power in Motion

The AI-powered auto-scheduling capability is a standout feature of Motion that leverages the different layers of calendar connectivity. It takes into account the calendars you own (those in 'Accounts' and 'My Calendars') and schedules your tasks around those events.

Auto-Scheduling with 'My Calendars' and 'Accounts'

When it comes to 'My Calendars' and 'Accounts', the AI treats all the events in these calendars as significant. It then schedules your tasks around these events to avoid any conflicts.
Example:
  • Continuing with Alex's example, let's say he has a work meeting from 1 PM to 2 PM in his [email protected] calendar (main calendar in 'Accounts') and a doctor's appointment from 4 PM to 5 PM in his [email protected] calendar ('My Calendars').
  • Alex also has a task "Prepare presentation" which is to be auto-scheduled on the same day.
  • The AI scheduling algorithm ensures that the "Prepare presentation" task is not set during the time of his meeting or his doctor's appointment.
  • It could, for example, schedule this task from 2:30 PM to 3:30 PM, thereby ensuring Alex's tasks and events do not clash.

Auto-Scheduling with 'Frequently Met With'

When it comes to calendars in the 'Frequently Met With' section, the AI algorithm works differently. It does not schedule your tasks around these events, maintaining your schedule's integrity while still providing insight into others' schedules.
Example:
  • Suppose Alex has added Bella's calendar to his 'Frequently Met With' section. Bella schedules a team meeting with another colleague, Sarah, from 2 PM to 3 PM.
  • Alex can see this meeting on Bella's calendar when he toggles it on. However, this doesn't mean Alex is involved in the meeting.
  • As a result, Motion's auto-scheduling algorithm treats this meeting differently. If Alex has a task "Prepare presentation" set to be auto-scheduled on the same day, the task won't be rescheduled because of Bella's team meeting.
  • This makes sense because Alex isn't part of Bella's meeting with Sarah.
  • For example, even with Bella's meeting visible on his screen, Alex's task might still be scheduled from 2:30 PM to 3:30 PM.
  • This ensures that his tasks and events remain unaffected by events he's not a part of, even if they show up in his 'Frequently Met With' view.
  • By doing this, Motion keeps Alex's personal schedule and tasks uninterrupted, allowing him to work efficiently without the need to adjust for others’ schedules he's not directly involved with.