How to Use Notion Calendar in 5 Different Ways

Do not index

Life can get pretty hectic. Whether managing work responsibilities, family obligations, or personal projects, keeping track of everything can feel overwhelming. I have become obsessed with Notion, a powerful tool that can help you stay organized and on top of your tasks.

Notion Calendar, in particular, has helped me streamline how I keep track of deadlines and appointments, and I know it can help you, too. Notion for Business has features that help teams stay organized and boost productivity. Notion Calendar is one of them. In this guide, I'll help you get started with this helpful tool and show you how to use Notion Calendar in five different ways.

What is Notion Calendar?

Notion Calendar allows users to organize and track tasks, events, and projects within their Notion workspace. Think of it as a highly functional calendar on steroids. It operates as a database, displaying entries based on their dates. Users can easily add tasks by selecting dates on the calendar, making the process simple and intuitive.

Why It Matters

This functionality is essential for anyone looking to maintain an organized workflow. Notion Calendar offers a visual representation of tasks and events. Whether managing a single project or juggling multiple deadlines, Notion Calendar helps users stay on track by providing a clear and interactive view of their schedule.

Benefits of Using Notion Calendar

Using Notion Calendar provides several key benefits:

Improved Task Management

A calendar view lets users see all their tasks in one place, making tracking progress easier and avoiding missing deadlines. This is particularly useful for those managing both personal and professional tasks.

Customizable Views

Users can choose between daily, weekly, and monthly views, allowing them to focus on short-term tasks or long-term projects depending on their needs. This flexibility ensures that the tool adapts to any workflow.

Smooth Integration with Notion Databases

Notion Calendar integrates with other Notion databases, enabling users to link their tasks, events, and projects for a unified workspace. This means users can track deadlines and keep all associated information (like notes or documents) in one place.

Why It Matters

These benefits make Notion Calendar an indispensable tool for individuals and teams managing multiple tasks, projects, and deadlines. The ability to customize views and link the calendar to other databases ensures that it fits any workflow, from simple to complex.

Notion Import CSV

Notion Automations

Notion Formulas

Notion Recurring Tasks

Notion Plugins

How to Make Notion Aesthetic

Notion Reminders

Why Use Notion Calendar?

Visualize Tasks and Deadlines

Notion Calendar transforms a long list of tasks into a visual calendar. Instead of scanning through lists or spreadsheets, users can see tasks displayed on specific dates. This visual helps users manage their time and prevents the overwhelming task of juggling multiple deadlines. If you’re managing a project with deadlines over the next month, using Notion Calendar lets you lay out each task on the due dates. You can quickly assess busy periods and adjust your workflow accordingly.

Customizable Views (Daily, Weekly, Monthly)

Notion Calendar allows users to switch between different views depending on what they need—a daily agenda, a week-long plan, or a whole month of tasks. This flexibility helps users focus on immediate priorities (e.g., what needs to be done today) or take a step back to get a big-picture view of their upcoming commitments. Let’s say you need to focus on today’s tasks but also want to plan out the next few weeks. You can switch between daily, weekly, and monthly views to adjust your focus. The daily view helps you zero in on your current priorities, while the weekly/monthly view shows you longer-term deadlines.

Integrates with Other Notion Databases

Notion Calendar integrates with other Notion databases. Whether you’re managing tasks, projects, or content, connecting your calendar to other databases provides a more comprehensive workflow. This means all related information—such as task descriptions, deadlines, documents, and notes—is easily accessible from the calendar itself.

Suppose you’re working on a project with several team members. Linking your task database to the calendar allows you to visualize deadlines while accessing specific task details, like who’s responsible or what resources are needed, without leaving the calendar view.

Assign and Manage Team Tasks

Notion Calendar is beneficial in task assignment and coordination. You can assign tasks to specific team members directly from the calendar, making it easy to see who’s responsible for what. This simplifies team collaboration and ensures accountability.

Team members can also see the project timeline and upcoming tasks, improving communication. Suppose you’re leading a marketing team and want to delegate tasks for a product launch. In that case, you can create calendar entries for each task (content creation, social media scheduling, and email campaigns) and assign them to different team members. Everyone can see their functions along with the complete launch timeline.

Set Reminders and Recurring Tasks

Notion Calendar allows users to set reminders for important deadlines and create recurring tasks. This is especially useful for repetitive tasks, like weekly meetings or monthly reports, which can be scheduled once and set to repeat automatically. The calendar will notify users in advance, ensuring that every task or event is remembered. If you have a weekly team meeting, you can set it to repeat every Monday at 10 AM. Instead of manually adding the event each week, the calendar does it for you, and you’ll get reminders beforehand, keeping you organized without extra effort.

5 Practical Ways to Use Notion Calendar

1. Mastering Project Management and Team Coordination with Notion Calendar

Notion Calendar is a powerful tool for project management and team coordination because it visually represents deadlines, tasks, and milestones. By assigning tasks to team members and tracking progress via the calendar, project managers can easily see which tasks are on schedule and which need attention. This is especially useful for managing multiple projects across teams, ensuring everyone stays aligned with deadlines.

How to Use It

You can create a new calendar by opening a Notion page and selecting the "Calendar" view from the database options.

Add tasks to the calendar by clicking on any date and inputting project milestones, deliverables, or deadlines.

Assign tasks to team members by adding properties like “Assigned To” for specific roles.

Use the weekly or monthly view to track the project timeline and adjust tasks.

Problems That Might Be Faced

Issue

Difficulty coordinating large teams with many simultaneous tasks.

Solution

Use filters to display only tasks relevant to each team member or department, making it easier for individuals to focus on their responsibilities. You can also color-code tasks by priority to highlight urgent items.

2. Streamline Content Creation and Scheduling Using Notion Calendar

Notion Calendar helps content creators manage publishing schedules by offering a clear overview of all planned content, such as blog posts, social media updates, and newsletters. It’s an effective tool for managing content pipelines, tracking deadlines, and ensuring that nothing falls through the cracks.

How to Use It

Create a calendar dedicated to content planning. Open a new page in Notion and select the "Calendar" database.

Add each content (e.g., blog post, social media update) as an event on the calendar, specifying the publishing date.

Include properties like “Status” (Drafting, Editing, Published) to track the progress of each piece of content.

Set up reminders before deadlines to keep on top of content creation and ensure timely publishing.

Problems That Might Be Faced

Issue

They were overwhelmed due to multiple content pieces and needing more visibility on their progress.

Solution

Use tags to categorize content by type (e.g., blog post, social media, newsletter) and filter the calendar based on these tags. This allows you to view specific content types at a time and manage your schedule more easily.

3. Boost Personal Task Management with Notion Calendar

Notion Calendar can be an invaluable tool for personal task management. It helps users organize their daily, weekly, and monthly tasks. Visualizing personal to-dos and deadlines on the calendar allows users to manage their time better and ensure they don’t miss necessary appointments or responsibilities.

How to Use It

Open a new Notion page and select the "Calendar" option to create a personal task calendar.

You can add personal tasks (e.g., errands, appointments, hobbies) by clicking on the due dates.

Use the daily view for short-term planning and the monthly view to visualize long-term goals.

Add reminders to important dates, such as appointments or deadlines.

Problems That Might Be Faced

Issue

Difficulty balancing multiple tasks in a busy schedule.

Solution

Prioritize tasks by marking them as high, medium, or low priority. This will help you focus on the most critical tasks first. You can also set recurring reminders for tasks like bill payments or routine appointments.

4. Event and Meeting Scheduling Made Easy with Notion Calendar

Notion Calendar is handy for scheduling events and meetings. It provides a way to organize one-time or recurring meetings, ensuring users stay prepared and avoid conflicts. By integrating reminders, users can stay on top of essential events well in advance.

How to Use It

Open a Notion page and create a calendar for event and meeting scheduling.

Add events to the calendar by selecting dates and times and include details such as meeting agendas or participants.

Set reminders to notify you in advance of upcoming meetings.

Set the repetition (e.g., weekly team meetings) for recurring events to automate future scheduling.

Problems That Might Be Faced

Issue

Double-booking meetings or forgetting scheduled events.

Solution

Always use the reminder feature to notify you beforehand and avoid missed events. For overlapping schedules, filter the calendar by event type (e.g., personal vs. team meetings) to ensure no conflicts.

5. Education and Assignment Tracking with Notion Calendar

For students and educators, Notion Calendar is an excellent tool for keeping track of class schedules, assignments, and exams. It offers a structured way to organize and visualize academic responsibilities, ensuring no deadlines or important dates are missed.

How to Use It

Open a new Notion page and create a calendar for education-related activities.

Add assignments, exams, or study sessions by selecting dates on the calendar.

For each entry, include additional information, such as task descriptions or resources (e.g., lecture notes or links to reading material).

Use the weekly or monthly view to keep track of due dates and exam schedules.

Problems That Might Be Faced

Issue

Overwhelmed by numerous assignments and exam dates.

Solution

Break large assignments into smaller tasks and schedule each part in the calendar (e.g., research, writing, editing). This makes long-term projects more manageable and helps you stay on track with deadlines.

Create a Form for Free Today with our Notion Forms Builder

NoteForms' Notion forms builder supercharges Notion by enabling smooth form creation that integrates directly with Notion databases. Our key features include creating forms from existing Notion DBs, storing submissions in Notion DBs, unlimited forms and submissions, full customization (custom domains, design, logic, webhooks), embeddable forms, integrations (email, Zapier, Slack), support for Notion-specific columns (relation, people), writing to page body, and database views as a sub-product.

We cater to Notion power users, SaaS startups, and educators, solving challenges like inefficient data entry, fragmented workflows, and administrative overload. NoteForms streamlines data collection, centralizes management, and simplifies workflows, boosting productivity while cutting costs for Notion enthusiasts. Create a form for free today with our Notion forms builder!

Best Practices for Using Notion Calendar

Customize Views and Filters to Supercharge Your Notion Calendar

Notion Calendar has several built-in templates to help you get started. Select one of these templates to create a customized calendar that suits your needs. Next, customize the calendar by adding and removing properties to make it even more helpful for your workflow. You can also create multiple views of your calendar to visualize information from different angles, which will help you stay organized and on top of your tasks.

One of the most effective ways to use Notion Calendar is by customizing views and filters to focus on specific tasks or projects. Notion allows users to view their calendars in daily, weekly, or monthly formats, depending on what’s most helpful for their workflow. Additionally, users can apply filters to only display specific tasks, such as high-priority items or tasks related to a particular project.

Integrate with Other Notion Databases for a Powerful Calendar Experience

Notion Calendar becomes more powerful when integrated with other Notion databases, such as task trackers, project boards, or content management systems. This allows you to track deadlines and manage related details like task descriptions, project status, and team members responsible for specific tasks—all within the calendar.

Use Recurring Events and Reminders to Stay on Track

For repetitive tasks, such as weekly meetings or monthly reports, Notion Calendar allows you to create recurring events. This is especially useful for users who need to regularly schedule specific tasks or meetings without manually adding them every time. Additionally, setting reminders ensures you are notified of important deadlines or events.

Collaborate with Teams in Real-Time

One of Notion Calendar's best features is its ability to support real-time collaboration. Multiple users can access the calendar simultaneously, making it an ideal tool for teams working on shared projects. Teams can see each other’s tasks, assign responsibilities, and track project progress in a shared calendar, improving communication and accountability.

Use Calendar Templates for Specific Workflows

Notion Calendar allows users to create or use pre-made templates tailored to specific workflows to save time and ensure consistency. Whether you’re managing a content calendar, project timeline, or class schedule, using a template helps streamline the setup process and ensures all necessary fields are included.

Step-by-Step Guide to Setting Up and Using Notion Calendar

1. Kickstarting Your Productivity: Creating a New Calendar in Notion

Creating a new Notion Calendar is the first step to organizing your tasks, projects, or events in a visual format. By setting up a calendar, users can manage everything from deadlines to meetings and ensure they stay on top of their workflow. The notion makes setting up a calendar and customizing it according to specific needs is simple.

Step-by-Step Guide

Open a new Notion page.

Click the “+” button and select “Table” under the database options.

Once the table is created, click the “View” dropdown menu and select “Calendar” to switch the table view into a calendar layout.

Name your calendar based on its purpose (e.g., Project Calendar, Content Calendar, Personal Tasks).

Customize your calendar by adding properties like due dates, assigned team members, or priority levels. These properties will be linked to your entries, providing more details about each task or event.

Problems That Might Be Faced

Issue

Users may need help finding the calendar view within the database options.

Solution

Ensure you create a table, as the calendar view is a database view. Once the table is set, you can easily toggle between table, list, board, and calendar views using the “View” dropdown menu.

2. Organizing Your Workload: How to Add Entries to Notion Calendar

Once the calendar is set up, adding entries like tasks, meetings, or deadlines is straightforward. Notion allows users to add as much detail as needed for each entry, making tracking and managing their workload more manageable.

Step-by-Step Guide

Click on a specific date in the calendar to create a new entry. You can enter a task, event, or project milestone.

Title your entry (e.g., “Team Meeting,” “Content Draft Due”) and add any relevant details, such as description or location.

Use the properties section to assign priority, task status, or team member responsibilities to the entry.

Repeat this process for each new task or event you want to add to your calendar.

Problems That Might Be Faced

Issue

Need to assign important properties like deadlines or task owners.

Solution

Create a basic entry template that includes key properties such as due date, priority, and assigned so that no critical information is left out when adding new tasks.

3. Leveling Up Your Calendar: How to Sync Notion Calendar with Other Notion Databases

Syncing Notion Calendar with other databases, such as task managers or project boards, creates a cohesive workflow where all relevant information is connected. This helps users manage projects across different views and ensures that all tasks, deadlines, and details are linked.

Step-by-Step Guide

Open your Notion Calendar and add a “Relation” property. This will allow you to link other Notion databases (such as a task tracker or project board).

Select the database you want to connect with (e.g., a task list or project board) and link it to the calendar.

After linking, tasks and events from the connected database will appear in your calendar. You can click on each task for full details, including task descriptions, deadlines, and project notes.

Update any linked databases, and your calendar will automatically reflect these changes.

Problems That Might Be Faced

Issue

Linked databases are not updating in real-time or showing outdated information.

Solution

Ensure that the properties between your databases and calendar are correctly synced, especially when multiple team members update information. Double-check that the correct databases are linked to the calendar, and use a reliable automation tool (like Zapier) to sync entries between apps if needed.

4. Staying Ahead of Your Deadlines: How to Set Up Reminders for Tasks and Events

Reminders are essential for staying on top of deadlines and ensuring no important tasks or events are missed. Notion allows users to set reminders for each calendar entry, notifying them before the task is due.

Step-by-Step Guide

Create or open an existing entry in your calendar (such as a meeting or project deadline).

Add a “Reminder” by selecting the clock icon next to the date field. Choose when you want the reminder to notify you (e.g., 1 hour before, one day before).

Save the entry; you will be notified when the reminder is triggered.

Use reminders for all high-priority or time-sensitive tasks to stay organized.

Problems That Might Be Faced

Issue

Missing reminders or not receiving notifications in time.

Solution

Ensure that notifications are enabled in the Notion app or on your device. Regularly review upcoming tasks to verify that reminders are set for all critical deadlines.

Using Templates for Repeated Tasks or Events

If you have recurring tasks or events, such as weekly meetings or monthly reports, using a template in Notion Calendar will save time and ensure consistency. Templates allow you to duplicate entries with all the relevant information already filled in.

Step-by-Step Guide

Create a detailed entry in your calendar for a recurring task or event (e.g., a weekly team meeting).

Include all necessary properties, such as assigned team members, due dates, and reminders.

You can save the entry as a template by clicking the three dots (“...”) in the upper-right corner of the page and selecting “Duplicate.”

Use the template to quickly add recurring tasks or events without re-entering the same information every time.

Problems That Might Be Faced

Issue

I accidentally used outdated templates or needed to remember to update template information.

Solution

Review and update templates regularly to ensure they are still relevant to current workflows. If task details change (e.g., new team members or deadline shifts), update the template accordingly.

Create a Form for Free Today with our Notion Forms Builder

NoteForms's Notion forms builder supercharges Notion by enabling seamless form creation that integrates directly with Notion databases. Our key features include creating forms from existing Notion DBs, storing submissions in Notion DBs, unlimited forms and submissions, full customization (custom domains, design, logic, webhooks), embeddable forms, integrations (email, Zapier, Slack), support for Notion-specific columns (relation, people), writing to page body, and database views as a sub-product.

How NoteForms Can Improve Your Workflow with Notion Calendar

Create custom forms with NoteForms to streamline data collection for your Notion Calendar. NoteForms allows you to create forms from scratch or existing Notion databases to collect project updates, track event registrations, and manage task assignments. Instead of manually entering data into your Notion Calendar, you can create a form, share it with your team or external stakeholders, and automatically store any responses within your Notion dashboard.

Integrate NoteForms with Notion to Eliminate Inefficiencies

Integrating NoteForms with Notion eliminates inefficiencies by automating data entry and organizing tasks and events in one central place. This integration streamlines workflow management, ensuring that your Notion Calendar automatically reflects project updates, event registrations, or task assignments. Full-form customization also allows for a highly tailored experience, reducing manual effort and improving overall productivity.

Notion Knowledge Base

Notion Export

Notion Graphs

Notion Synced Blocks

Notion Embeds

How to Create a Database in Notion

How to Share Notion Page

Notion Analytics

Notion Webhooks

Notion Lock Database

Using Notion as a CRM

Best Notion Integrations

Embed Notion Page into Website

Create a Form for Free Today with our Notion Forms Builder

Notion is a powerful tool that can help you organize almost any aspect of your business. But, like any tool, it has its limitations. One of those limitations is the lack of a reliable way to collect data from external sources like customers or team members. NoteForms solves this problem by allowing you to create forms that integrate directly with Notion databases.

Boost Productivity With Notion Forms

Using forms to collect data can boost productivity by up to 40%. NoteForms helps you create forms that integrate directly with Notion to make data collection more efficient and streamline workflows.