Purpose

This procedure describes how the Google Calendar to Notion sync works, how to add events so they sync correctly, and what to do if something goes wrong.

How It Works

Every 15 minutes, an automated workflow checks your Google Calendar for upcoming events. Any new events are automatically:

  1. Pulled into the sync pipeline
  2. Classified by type (Meeting, Call, Networking, Personal, etc.)
  3. Written into the Diary database in Notion with the correct category, date, location, and notes

Events that already exist in Notion are skipped - no duplicates.

Adding Events

Option 1 - Google Calendar directly

Add events to Google Calendar as normal (via the app, web, or email invites). The sync picks them up automatically within 15 minutes.

Option 2 - Gemini Gem

Use the custom Gemini gem to add events conversationally. Tell it the event details in plain language and it creates the Google Calendar entry in the right format. The sync then picks it up on the next poll.

Event Classification

Each event is automatically classified into one of the following types:

Type What it covers
Meeting In-person or video meetings with clients, prospects, or colleagues
Call Phone or quick video calls, check-ins
Networking Networking events, socials, meetups, community events
Personal Personal appointments, family, health, social plans
Workshop Training, learning sessions, courses
Admin Admin tasks, errands, reminders
Interview Job interviews, discovery calls with new prospects
Other Anything that doesn't clearly fit above

Classification is handled by Gemini AI based on the event title, description, and location. It gets it right most of the time, but you can manually correct the Type field in Notion if needed.