Understanding the Difference Between Tasks and Events in Motion

Note: This article assumes you've read the articles "Creating a Task in Motion" and "Creating an Event in Motion". If you haven't, we recommend starting there for foundational concepts.

Summary:

Tasks and Events in Motion serve fundamentally different purposes.

Tasks are flexible work items that Motion's AI automatically schedules for optimal productivity, appearing differently on your calendar based on their status and scheduling conditions. Events are fixed time commitments that stay put unless manually moved. Events can be marked as "free" or "busy" to control how Motion's AI works with them.

When thinking about tasks vs events, ask yourself: "Does this have to be done AT a certain time or BY a certain time?"

If its ‘AT’, you should create an event because you don't want that obligation moving around, if its ‘BY’ you should create a task to allow Motion to dynamically schedule that for you.

Understanding this difference is key to getting the most out of Motion's intelligent AI scheduling algorithm.

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What is a Task?

A Task in Motion represents a unit of work that needs to be completed. Motion's AI engine automatically finds the best time for each task based on your availability and preferences. Tasks can appear differently on your calendar depending on various factors like their scheduling status, type, and relationship to deadlines [for more information on different task types, click here].

Important Task Concepts to Know:

Before diving deeper, it's important to understand that tasks can:

• Appear differently on your calendar based on their state (can't fit, on time, past due). For more information on task states, click[here].

• Change from "free" to "busy" status based on their proximity to their deadline. For more information on free vs busy tasks in Motion click [here].

• Be fixed to specific times when needed (though this changes how Motion's AI handles them)

Task Examples:

• Writing a business proposal (3 hours)

• Preparing presentation slides (2 hours)

• Reviewing quarterly reports (1 hour)

• Creating social media content (30 minutes)

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How to Create a Task:

1. Click "+ Task" or use the shortcut on the Desktop App (Option+Space/Control+Space)

2. Enter task name

3. Set required parameters:

   • Duration (how long it will take)

   • Deadline (when it must be done by)

   • Start date (when you can begin)

4. Add optional details if needed

Learn how to create a task in Motion by clicking [here].

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Why Tasks are Special:

Motion's AI-powered auto-scheduling transforms how tasks work. Instead of you deciding when to do each piece of work, Motion's intelligence:

• Analyzes your entire workload

• Considers all deadlines

• Finds optimal time slots

• Continuously adjusts as things change

Note: Tasks can appear differently on your calendar based on various factors. Motion's algorithm considers multiple variables when determining how to display and schedule tasks. To learn more about how Motion's scheduling algorithm works, check out our detailed guide. For more information on auto-scheduling click [here].

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What is an Event?

An Event in Motion represents a fixed time commitment - like meetings, appointments, or any activity that must happen at a specific time. Events can be marked as "free" or "busy" to control how they interact with Motion's task scheduling. For more information on free vs busy events in Motion click [here].

Understanding Event States:

Events can be marked as:

• Busy: Blocks the time slot from task scheduling

• Free: Allows tasks to be scheduled during the event

• All-day: Special type of event that affects the entire day [for more info on all-day events click here].

Event Examples:

• Team standup meeting (9:30 AM daily)

• Client presentation (Thursday at 2 PM)

• Doctor's appointment (Next Monday at 3 PM)

• Lunch break (12-1 PM)

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How to Create an Event:

1. Click "+ Add Event"

2. Enter event name and details

3. Set the specific time and duration

4. Choose if it's "Busy" (blocks the time) or "Free" (allows tasks)

5. Add any recurring settings if needed

[To learn how to create an event in Motion click here].

Why Events Matter:

Events provide the fixed structure that tasks need to work around. They represent the immovable commitments in your schedule that Motion's AI respects when placing tasks. Events in Motion stay exactly where you put them unless you manually move them.

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Key Differences Between Tasks and Events

The fundamental difference lies in flexibility and purpose:

Tasks:

• Flexible timing (Motion decides when)

• AI-optimized placement

• Can appear differently based on scheduling state

• Can be fixed or flexible

• Focus on work completion

• Duration-based planning

Events:

• Fixed timing (you decide when)

• Manual scheduling only

• Consistent appearance

• Always fixed in time

• Focus on time commitment

• Time-slot based planning

In practice, this means:

1. Tasks adapt around events automatically

2. Events provide the fixed points in your schedule

3. Motion's AI ensures tasks get done between events

4. You manage events, Motion manages tasks

This powerful combination of fixed events and flexible tasks allows Motion to optimize your productivity while respecting your important time commitments.

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Ready to dive deeper? Check out these related articles to master Motion's features:

• [Understanding Different Task Types and Task States]
• [Free vs Busy in Motion]
• [How Auto-scheduling Works]