Manage your calendars and events

HC: Manage your calendars and events
In this Article

Here’s how to set up your calendar so you can get around the grid quickly and focus on what matters most to you 🏃🏼‍♂️


You can connect multiple Google Calendar accounts to Notion Calendar. Connected accounts and their calendars are listed in the left sidebar of Notion Calendar. You can collapse accounts, reorder them, and reorder calendars within them.

Add another Google Calendar account

To add another Google Calendar account to Notion Calendar, go to SettingsCalendars and select Connect next to Add Google Calendar account.

Note:

  • If you’re unable to add more than five calendars to Notion Calendar, this is because performance can be affected past this number.

  • At this time, it’s not possible to subscribe to a new calendar from inside Notion Calendar. Subscribe to a calendar directly from Google Calendar, and it’ll show up in Notion Calendar.

Remove a Google Calendar account

You can remove any Google Calendar account from Notion Calendar except your primary Google account. To do this, go to SettingsCalendars. Next to the calendar you want to remove, select Disconnect.

Want to change your primary Google account? Follow the instructions here →

Set a default calendar

Notion Calendar defaults to a calendar when you create new events. To set a default calendar, go to SettingsCalendarsDefault calendar and pick the calendar you want to set as your default — this can be a Notion database, too! On desktop, you can also set a default calendar by clicking the square next to a calendar’s name in the left sidebar.

Hide a calendar

If you want to hide a calendar, select 👁️ next to its name. This will take all events on that calendar away from view and the icon will have a strikethrough. To show a calendar, select 👁️ again.

Change a calendar's color or name

On desktop or web, select a calendar, then enter a new name or select a new color.

Note: On mobile, you can’t update an event’s details unless they were created on mobile and you’re the organizer. If you need to make changes, you can do so on desktop or web.

Create events

To create an event in Notion Calendar, select a time slot in your calendar, then enter details for your event. If there are participants other than yourself, you can select Send invite to invite them.

If you’re on mobile, select + at the bottom right of the app, then enter details for your event. To finish, select Done, or Send invite if you’ve added other participants.

Create multiple-day events with start and end times

To create multiple-day events with time details, select a time slot in your calendar, then drag it across the days the event will span. Once the event is created, you can enter start and end times for it.

Note: You can use headers, hyperlinks, numbered and bulleted lists, and more in your event description.

RSVP to events

To respond to a calendar invite, right-click the event on desktop or select the event on mobile, then select your RSVP status.

If you’re the event organizer, your RSVP status will automatically be Yes. To change your status, select the arrows next to your name in the event details on desktop. On mobile, select the event, then select a new RSVP status.

If the same event shows up on more than one of your calendars — that is, if they share the same event ID — Notion Calendar will merge those events automatically. If an event has been auto-merged and you want to RSVP from a specific calendar, hide your other calendars and RSVP from the calendar that’s visible.

Change an event's location

To add or remove the location for an event, select the event and edit the Location field in the right context panel.

Change your status and event privacy

Select an event. Then, in the right context panel, show your status as Busy or Free. You can also make your event’s details visible to others by making them Public, or only to yourself and other participants by making them Private.

Email participants

Select an event, then select ••• at the top right of the right context panel → Email participants. This will open a mailto: link.

On Mac, this defaults to the Mail app. To change this:

  • Open the Mail app.

  • Go to Settings....

  • Open the dropdown next to Default email reader and select your preferred email client.

To update to Gmail in Chrome:

  • Go to Gmail.

  • Click the two diamonds in the URL bar. If you don’t see this, enter chrome://settings/handlers into your URL bar and allow Gmail handle protocols, then try again.

  • Select Allow.

Mark participant as optional

Select an event, then add a participant to it from the right context panel. Then, select ••• next to their name → Mark optional.

If an event appears on multiple calendars, and you want to edit the event from an account that is not your primary account, toggle off the other calendars in your calendar list in the left sidebar so only the calendar that you want to use to edit is visible.

Move an event to a different calendar

Because Notion Calendar brings all of your commitments together in one place, it’s easy to move an event from one calendar to another. To do this:

  • Select an event.

  • In the right context panel, click on the name of the current calendar

  • In the dropdown, select a new calendar for the event.

Bulk edit events

You can take action on multiple events at a time. These include changing their color or blocking them on another calendar. To do this:

  • Hold shift while using Notion Calendar on desktop or web, then select multiple events.

  • Right-click, then select the action you want to take.

You can also shift multiple events over on your calendar. To do this:

  • Hold shift while using Notion Calendar on desktop or web, then select multiple events.

  • Drag the events to their desired time slots. They’ll all move together.


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