How to sync Notion with Google Calendar | A Step-by-step Guide

hi everyone and welcome back to the organized notebook in this video we wanted to show you how to sync your notion with Google Calendar and this is something that many of you have been asking about and we're going to be using zapier for this and there are many apps out there that do similar things but we think that zaper is one of the more easier to understand ones although the pricing is a little bit higher so let's get started first we'll want to set everything up so that it's ready for building the automation so first first you need a notion database where you're going to be adding new pages that are going to be reflected as events into your Google calendar so for that let's go ahead and type here meeting Automation and we're going to choose a table database and plus new database and now we're going to adjust the property so for this to work we definitely need a date property so let's go ahead and change this tags property to a date property by clicking edit property and we're going to go to type and choose date and we should rename this date as well so now we have the name and the date so this is really the basics of all you need to do this and of course you can add other properties this but we're just going to go with something very very simple so next we're going to go over to zapier and you'll want to make sure that you have an account in zapier so you can get started with using it and we just wanted to mention quickly that zapier does have limits if you want to use it for free so if we go to the plans and pricing you can see what the differences are between each of the plans so if you're on the free plan for zap year you can only do single step zaps which means a trigger and one action and you can only do 100 tasks for a month so that means that in this example if you had over 100 entries in your database that you needed into your Google calendar you're going to reach a limit with your plan and you'll have to use one of the other paid plans and many of these automation apps tend to use these kinds of pricing systems based on tasks so just make sure to check and decide which one is best for you and you can decide whether you want to upgrade or not so let's go back to our dashboard and now we're going to also check our Google Calendar so in Google Calendar when you do this we recommend you to create a separate calendar for all of these events added by notion if you'd like so that it's easier to keep track of so we just made one called automation calendar here and to make a calendar you just have to click the plus sign here and then click create new calendar so that's how you can create a new calendar and now you're pretty much set up so you have your automation calendar in your Google calendar you have your table in notion and now you have your account in zaper so now we can get started with making our Automation and we recommend switching to classic view because this uh AI one tends to be really laggy so we'll just go to classic view and we basically want to connect [Music] notion with Google Calendar and what we want to happen is that when there's a new database item we want to find or create event so what this means that if the same event exists it's not going to add it but if it's not there yet it's going to create an event so let's go ahead and try it and now we get to this page so the first thing we have to do is to connect the app so you'll have to do this and make sure that your notion is connected here and you can choose the event which is new database item and and we can click continue and next you're going to want to connect your workspace here and we're just going to show you this because it can be a little bit confusing so let's say we did reconnect you're going to get some kind of page like this and you want to make sure that you're in the right workspace here so just double check the workspace here that you want with the page to the database and then you and click select pages and you can go to the page that you want zapier to access and for us that's meeting automation so we're going to allow access and once you allow access we can continue and now you can choose the database and this is the meeting automation database and we can click continue and let's actually add some things to our notion so that it has something to test it with so let's let's say that we have a meeting with John and we're going to put the date with the end time so we can just spit one and now we have meeting with John 12:00 a.m. to 1:00 a.m. let's say and then if we go back to zapier we are going to want to just refresh it again so we're going to continue and refresh Fields so that should refresh the fields we just added and continue and now we can test the trigger so if we click test trigger it's going to show you the database items there and we can look for the one that has the meeting with John and sometimes you have to click this find new records or it's not going to refresh what you just added so now it shows this database item D meeting with John so we can go ahead and select this one continue with selected record record and now you're going to have to connect your Google calendar account with zapier and once you connect that you can continue and then you should get this choice on what calendar you want it to add it to so in this case we made this automation calendar so we're going to have it go to automation calendar and then you can enter what it's going to search the term by so in this case you just want to search it with the title meeting with John and then for the start time we would add the date and actually you have to select it here date and then we can find the date start and we can add the date and here and now the summary text is what's going to show up on your Google calendar so we want the title here as well which is meeting with John and you can write whatever you want in the description for example if you had a description field in your properties you could also add that here same with location and everything else and then we definitely have to add the start date and time so we're going to go ahead and put the date here as well date start and date end and now you can choose some other things like repeat frequency repeat until and so on even the color and now we can just click continue and now what we can do is test the step so let's go ahead and test the step and now it's sending an event to Google Calendar and now it says that event was sent to Google Calendar about 1 second ago so let's just double check in our Google Calendar and now we see meeting with John right here so it's working correctly so let's go ahead and publish this and now if we go back we should see that it's active here and running and every time this runs it's going to take up one of your tasks so just be careful here that you're watching your plan and now let's actually try it out by going to this meeting Automation and we're going to add a new page and we're going to call this meeting with Jack and let's say we put it with the end date and include time and you have to do this or it's not going to work because right now we set it so that it looks for the start and end time so just be careful with that let's say we put 500 a.m. to 6:00 a.m. and that's it so now if we wait it should end up into our Google Calendar and sometimes this can take a while so just be patient and don't panic if it doesn't show up immediately and you can check when it's being run by going to zap history and when it does run it should show up here so now we see that it ran this zap and if we go to our Google Calendar we see it reflected here and if we go to our notion we see that this was the original thing that we added to this table and that's why it got to the calendar in our opinion we think that this is a bit complicated for what it's worth because in our case we use Google Calendar and notion for separate use cases and if you're interested in that video where we compare Google Calendar with Notions calendar feel free to check that out we'll leave the link in the description below and let us know your thoughts comments and if anything was confusing in this video and we hope to see you in the next one

Channel: The Organized Notebook

Views: 2,018

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Id: Q3rWLKDbFus

Length: 10min 12sec (612 seconds)

Published: Thu Nov 02 2023