Show Tasks on External Calendars
When collaborating on projects or sharing calendars, controlling the visibility of your tasks to others becomes important. Motion provides options to display tasks on external calendars by following these steps:
Go to Settings.
Navigate to Auto-scheduling on the left.
Select "Show Motion on your external calendar (Main Calendar Email), but keep tasks as Free" or "Show Motion on your external calendar (Main Calendar Email), tasks that are at risk of missing the deadline are marked as busy."
Display Options
Motion offers three options for displaying tasks on external calendars, each with its own benefits and considerations. Let's explore them:
🔒 Option 1: Only Show Tasks on Motion Calendar
When selecting this option, tasks are exclusively scheduled within Motion. On external calendars, only events are visible, keeping your tasks private. However, this may lead to scheduling conflicts if others schedule meetings over your tasks. Fixed-time tasks indicated by a lock icon can overlap with meetings, causing potential conflicts.
🌐 Option 2: Show Motion on your external calendar (Main Calendar Email), but keep tasks as Free
With this option, anyone with access to your calendar can see whether you're available for a meeting or working on a task. It enhances collaboration and helps prevent scheduling conflicts. However, keep in mind that your tasks will be visible to others as free and they might be inclined to schedule meetings during those periods.
🌐 Option 3: Show Motion on your external calendar (Main Calendar Email), tasks that are at risk of missing the deadline are marked as busy
Choosing this option will show your tasks as both free and busy. This dual status helps avoid scheduling conflicts, as anyone with access to your calendar can easily identify when you're occupied with tasks and unavailable for additional commitments.
You can control the visibility by toggling the "Display task names" setting.
Walkthrough
The choice among these options depends on your specific needs and preferences. If project collaboration and awareness of availability are crucial, "Show Motion on your external calendar" is recommended. On the other hand, if task privacy and avoiding scheduling conflicts are a priority, "Only show tasks on Motion Calendar" is the better choice.
Consider your requirements and select the option that aligns best with your workflow.
Frequently Asked Questions (FAQs) 🤔
Where can I find the "Display task names" setting?
You can find this setting under Settings > Auto-scheduling > Show Motion on your external calendar.
What happens if I select "Only show tasks on Motion Calendar" and someone schedules a meeting during a task time?
Your free Motion task will be rescheduled by our algorithm.
Can I control the visibility of my tasks if I select "Show Motion on your external calendar”?
Yes, you can control the visibility by toggling the "Display task names" setting.
Why can’t I see my completed tasks on my Google/Outlook?
Motion exclusively synchronizes auto-scheduled tasks. Once tasks are marked as completed, they are considered finalized and no longer synced externally to your main calendar. However, you can opt to display completed tasks within your Motion calendar by enabling the “Show completed tasks” option in Calendar Settings.
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