Notion Weekly Planner System 2021 | Google Calendar Sync & Notion API Tutorial (automate.io)

[Music] okay come back here it's finally happened an api in notion that will allow us to integrate and sync automatically google calendar and our notion productivity systems today i'm going to take you through this step-by-step tutorial and we're going to integrate google calendar and notion using automate io cool huh pepper [Music] honestly wait what is it hi everyone welcome or welcome back to better creating if you're new here my name's simon this is peppa and on this channel it's all about simplifying creative life so i make videos about productivity intentional living and creating better content okay you may well be aware that a week or so ago notion released their api a milestone for the notion community because it really does mean that essentially notion has published its own language that can communicate with other apps and you know systems so that everything can be automated integrated and synced it works across hundreds of different apps and at the moment if you're not a coder like me you can do that using either zapier automate i o which i'm going to show you today and also integromat which is quite a cool system which potentially could be the most value for money out of the three but i think the right balance right in the middle for me is automatio now if you haven't seen the previous videos on how i built my productivity system in notion go and check out all the other videos of how i've built these sections and of course a complete tour of the system which is also available as a download a full template of this system that you're going to see now in this video then if you are already an owner of that system i'm going to show you how to integrate google calendar into this specific system if you don't this is a tutorial to show you the absolute essentials of how to sync up and automate google calendar into a notion database and we're going to cover the following things so what we're going to do is adjust the task database that's in my notion system in order to make it ready to sync with google and then i'm going to take you through all the automations you need to essentially keep it automated so that's going to be number one adding a new task in google calendar and then seeing it pop up in your notion system or if it's deleted seeing it disappear from your notion system updating a task and seeing it update and then if a calendar event is ended if it finishes and yes this is a big video but make sure to hang around to the end because there's how to filter tasks and events in calendar views in your system effectively and i'm really proud of the final dashboard layout that i've come up with that includes a great schedule view of each day or week filtered from google so it should do everything we really need to get started let's take a look at my existing system for those of you that have seen it this will be super brief but here you can see my home screen this is the template that i've made available and it is a full system including a content creation page and knowledge bank where i kind of see which is essentially like a second brain where you collect information notebooks journals the whole shebang year planners practices so we can kind of manage habits it's all on the channel and that's what i love about this system you can build it the main thing we're going to look at though this is my task management system so you'll see i've got a task inbox which i can just input tasks into the system and then a couple of views and this is how i kind of schedule to do items so it's action today and i've got all the tasks that will come up in the next seven days and another way to view that is currently this the task calendar and the task calendar essentially means that i can move things around click things when they're done all of that see a view now you'll see to the left of it i currently have my my existing solution for managing my calendar and my schedule there is a video on this i'll link it if you want to check it out because a lot of people may still prefer this system you'll see here i can click on that and it will jump to google calendar where i can edit everything and then this is a view of google calendar now what we're essentially going to do is get all of this to sit within this and we're going to turn the task database into tasks and events database now what's brilliant about this is it means that the calendar will list everything that's happening very specifically across the whole system if it suits you it could be a brilliant solution i'm going to go into my main task database this is where all the programming is you can see everything there now there's a couple of things that we're going to need to add to this if you do want to build this do check out the other videos what we're going to do is add a couple of things now we know that we have currently a kind of due this is when a task is due i'm actually now going to call that date now the reason i'm going to call it that is because it will both hold the start date and the end date so it will mean that things will last a certain period of time across the calendar and it will also sync effectively with google calendar we're going to add a new column over here description and this will mean that any description in the google calendar event will sit in there that's going to be good i'm then going to add something to filter when i want to filter those dashboard views between either seeing all the tasks all the scheduled events in a calendar or both in order to do that i'm just going to create a simple check box and i'm going to call that calendar event done so what we want to happen there basically is any calendar event i will set the automation to tick that is true and it just gives us a filter for that now the next thing i want to look at is i have this thing called daily priority now i just use daily priority to essentially list uh kind of where i want things to sit in terms of when they get done so i've got kind of quick first task the one thing the main thing i always get done and then so on and so forth and just in here i'm just going to list a new thing which is going to be called scheduled so that can then either be a kind of period of work or it could be an event but it just means it's specific to a time so we've got afternoon the one thing morning or scheduled we know that's always what it is so let's put that in so we will also filter that when we finish with it there are two further additional things you might want to add if you're interested in it and that's to kind of make the most out of basically the information that google calendar often can provide i'm going to add into this section meeting uh url so you can change the property to url so you know if you have if you've got a meeting in your calendar that has a zoom link in it it would turn up here so you could click straight on it and often you have a location you need to be when you insert a an event into your calendar so i'm going to also add location and of course you would be welcome to go and look at your google calendar and think about any of the kind of elements that are there that you might want to put in to the system great so it's all ready to go in notion now we can get on and generate the automations so first of all we want to go to automate i o and set up an account if you don't have one let's just presume that you do but quickly let me just show you the pricing you'll see here five bots 300 monthly actions now that's a really good bet for this because what it essentially means is i'm going to only use three or four to run basically the delete the ad the update uh so that would cover that but also 300 actions basically 300 bits of information changed in google and sent over to notion so that could work really well if you wanted to just try this out for free and you can see here i think this would be plenty uh to get going but again check out um integromat could be a really good alternative with lots of actions now if i go to my box i have set up three of the bots uh when i was testing this out the way this works is first of all you you go to apps and you're going to need to essentially add an app you can see here it's pretty simple you're just going to click on the app and log in to your account on each one so in this case you're going to need to log into google calendar and you're going to log into notion find your system and the other thing you're going to need to do is make it possible for automate io to communicate with your notion system and a simple way to go ahead and do that is essentially to agree that you would share all of your private pages i'm okay with that person you have to make the choices but i just clicked all of your private pages you can share all of those and then very simply you are good to go once you've connected these you should see your apps are ready to go you can go to bots and you can create a new bot so the first one we're going to do is at a new event so let's click on it basically it needs to be if this happens make this next thing happen so in google calendar that's going to be the place we start from if an event is added i'm going to click my calendar and find it my weekly schedule and i'm going to select an action it's going to affect notion so we click on notion add a database item in notion we click on that we're going to select the database if you don't see the database turn up here you need to basically invite automatio like you would invite anyone to share a page in notion if i go to my task list i'm going to click share and what you'll see here is it says automate io it currently has permission to edit like a person so all you would really do to do this is click on invite add or you'd see automate io turn up because you've already connected it and you would click that automation let's go back to automate io and there you should see it turn up this is my tasks database and then here click on the little arrow and pick the corresponding item in the google calendar that then would line up with the notion database that you have set up now because we added a series of things we've got all of these right you've got meeting url link calendar event all those things that we put in start date would be the event begins just drag it across end date would be event ends description event description done we're going to leave blank basically anything that is left blank just won't update meeting url link they are event meeting url drop it in calendar event i want to say yes everything will be a calendar event coming from here and this is how we can then sort everything location event location drop that in uh good and daily priority i want to set that to scheduled as we discussed you've got task now we might want to call this um this in our database task or event we could update the name of that that's going to be event summary so that is the title of any item that's in that notion database is going to be the summary easy you're then going to save it turn the bot on and then it says you need to test it so basically open google calendar add an event test it out so let's open google calendar i'm going to put something in below here and i'm going to call this location locations example london and i'm going to say here's some description little example save the event we then go back to automate io and click i'm done now this is the test will it work great your bot is all good that's what we want to see let's go back to notion and to my home screen great and there it is it's turned up in my inbox now at the moment it's not gone into the rest of the system purely because this filters by a task being related to a project but i'll deal with that a little bit later when we clean things up if you're finding this valuable hit that like button now to add the next bot which will automate anything that's deleted disappearing from the system let's do it so we're going to go to the bot list and we've got that added we're now going to add a new bot so create a bot and we follow the same process so google calendar this time i want to go event deleted trigger when an event is deleted we're going to select the calendar go across select notion and here i want it to be that we update a database item it doesn't offer delete one but that's not how we're going to get rid of it my system works on the basis that when something is clicked done it disappears from the dashboard so what we need to do is basically when an event is deleted from google calendar i want it to update as done on my notion system simple so we're going to click update database we're going to click the database find our tasks and then we want to rather than go on page id because that's actually really hard to find because it needs to work for whichever thing is there we want to go on title so we're going to click on title and i want to match the title of the item to the event summary because if you recall currently linking task and event summary so if we just put it as event summary it work then all i want to change is that done becomes true as in done is ticked click save and you're going to do the same process of testing it going back to the test event that we made and deleting it let's go back to automate io click i'm done wait for it to come back to us and it should success the bot is all good let's go back to notion and double check it and we should see it has disappeared from the task list fantastic right let's now move on to what happens if we modify an event [Music] so in order to do this i quickly want to add a new event to google calendar just so we have one in there great there it is test event original it's updated in the system and you'll see here on date i'll just quickly show you what i mean about it um updating both the start date and the end date so that will be really useful when we want to see it in things like gantt charts if you want to work those into your system so starting again create a new bot google calendar all the same stuff again but this time we want to do an event modified calendar so we're going to click same calendar that's all there this time again notion select your database and here we want to again update a database item select our database now with this one we want ever all the information to update now first of all we have to select the target just as we did on the deleted item and that is going to be uh event summary again we're working with that now this system frustratingly if you change the title of the event ceremony it won't update it's the only thing that doesn't work so it's better to delete it and then put a new one in if you do want to change the event title beyond that everything else will update so let's now just put in all of the information just as we did before so event begins start date and so on calendar event yeah save it turn the bot on now we're going to test it now to test it all we want to do really is go into test event original now of course it doesn't update the original but what we can do is add a location and let's change the time automate i o check it again same process congratulations let's go back to notion it has changed the time and the date and of course if we click on the event we have new description written in there the next thing i want to look at is how you update um the database if an event is finished so if the end time is passed how you would update it in your system a couple of ways you could do it you could leave it and just click it as done because some people like to have that hands-on experience i could do the same thing i did for deleted if the event ends and make click it as done so that that's passed on but i don't know if that's as useful so i wonder if what we might do is have a system where we add an extra column which says whether it is currently live or has passed so then it just means that you can look at stuff again in an in a view in a dashboard view a filtered view if you want to but it can also be clearing it from the system if you don't so within the task system let's go in and we're going to add one more down here which is going to be a check box event ended that means we can then filter the other views using that checkbox now this is an exact copy of what we did when an event was deleted but we're just going to use event ended i'll show you that really quickly but it should be pretty obvious add a new bot uh it's when an event ends calendar weekly schedule select an app notion update a database item event summary when the event ends i therefore want to click that event ended is true simple as that now i think this is the most elegant way to do it because it means that you can have a view where everything stays but you could also have everything that's passed disappears turn the bot on so what we'll do is i'll create an event that just ends at six o'clock so i can double check that it works in a moment all the basic programming is now done but what we don't have is a way to view it so i now need to update all the filters that i've built within this system if you own the template this should show you how to update it yourself as you can see what is happening is that my events are turning up in the task inbox and not turning up over here so the first thing we need to do is filter stuff out of the inbox if it's an event and also filter stuff to appear in the action today and action in the next seven days views now the way we're going to do that is i'm going to first of all click on action today i'm going to go to filter it filters where related isn't is not empty so that basically means it only shows stuff which has got a related project and the task box will only show stuff that doesn't have a related project so i want to then add a filter which says that or where calendar event is true and that then means you'll see that my events move down into this space all the the scheduled events will still turn up in the right place regardless of whether they have been linked to a related task and that's not automatically happening so that solves that problem i also want to go over here then see we have a normal task that hasn't been allocated to a project and we have a calendar event now in order to filter this there's a couple of things we could do we're going to add an additional filter you could do it so it's where daily priority is not scheduled and then that would mean that because everything is being put through is scheduled it would disappear or you could equally do calendar event is not checked good so we've cleared the task inbox of stuff and we can see that events are turning up where they need to be that's one for tomorrow in the next few days first of all we want to um look at how we can view the actual calendar so i can add a view here i'm actually gonna adjust this uh tasks database to be called tasks and events this is my task calendar so we're just now gonna call this action calendar because it's everything there you go i've called it that now the next thing we're going to do is we want to see some views i'm going to add a view calendar create now we're going to make this view events calendar we're going to make the previous view task calendar and then we can add one final view which is all action so obviously you can do what you like with this so i'm going to first of all go to task calendar and we just want to filter this simply where done is not ticks plus add filter and where calendar event is not ticked then we're going to go to the events calendar and that one is slightly different where we want to filter add a filter where first of all where done is not ticked and where calendar event is ticked and there they are test event for today test event for tomorrow and of course you can set this up to show whatever information you want things location meeting url i want to see the date i think that's useful because it gives you the times the final filter we might want to do of this is call it live calendar events and it would disappear but for this one i don't think that's a big deal i think that's kind of looking really good and then it all actions calendar you'll just literally see everything and so again here we can go to properties and just update this to look pretty much exactly the same as we want the task calendar to look and of course you want to add some filters where first of all done is not checked and i'd also suggest you put where event ended is not checked so that anything will disappear when it's finished also clears it if you wanted to do that or you can just click that it's done so finally i've spent a little bit of time cleaning up my dashboard to make it work with this integration properly and this is what i've come up with i've basically taken what we did around scheduled events and created a schedule today section so it takes the tasks and events filters it to only calendar items as we did and i've just kind of sorted the the properties that you can see to just be those things so i've done a little formula here which takes the time and turns it into just the time rather than the time the date so you can see that that's simply going format date uh proposing the date and then you just put lt and that will give you that specific time that it starts nice and simple you could of course just show the date property if you wanted but i thought that was quite a clean way to show everything by time on the page which is cool and you can click into it to see more information and obviously anything that's come from google calendar will be listed there i've also kept related projects so that if i want to in here i can just simply relate the scheduled action to let's say freelance development so that it's just linked into a project and i know what the meeting is relating to nice and simple that just sits above my action today but i filtered this to make sure that none of the scheduled events turned up within there so you can just see them in a nice clean view so that's the today view in my weekly planner i've adapted it slightly so my calendar i've chosen to use the view of absolutely everything so you can see here scheduled events turn up along with actions and it means that i can i know that the schedule events are things i shouldn't move in here i should do that in google calendar but i can move everything else within here and then of course i've got over here a schedule for the week which is the same as the one above i've also added a little weekday formula that's really simple it just says format the date as ddd small ddd you can copy that if you wanted to do that and it would just tell me the day that it turns up and the time that it's happening so that's a nice clean way to do it so that gives me my schedule for the week and then below that i've just moved down what was up here for to action this week tesla and this is just again filtered by tasks so what i think is great about this is you have a today view of events that schedule coming up and actions to take you have a week view of events coming up and actions to take and finally a full calendar view of absolutely everything so that you can manage it and i've kept this little button here which is edit now in google calendar i might even move that across to here you could even copy it duplicate that so that i have that available to me that feels like the cleanest way to do it at the moment you can of course set up automations to go back the other way something to look at in the future using something like automate i o hopefully those of you that have downloaded this could now make these um adjustments so this api is opening up a whole world of joy in the notion system and as we go and as it develops i'll be releasing more content around how to use it and developing this system that we've been building across previous videos check out the simplifying productivity playlist for more stuff on how i built all of this stuff if you want to see more of it and you can build your own and of course consider downloading the template but whatever happens i'd love it if you left some comments it would be awesome if you liked this video and supported the channel it goes a long way and it would be even more cool if you subscribed i'll see you in the next video get automating bye

Channel: Better Creating

Views: 26,030

Keywords: notion api, notion tutorial, notion zapier, notion productivity system, better creating, notion api tutorial, notion automate.io, productivity apps 2021, notion setup 2021, notion productivity tips, notion api beta, notion api 2021, bettercreating, automate.io, google calendar sync, weekly planner template notion, Integromat, google calendar api integration, notion weekly schedule, notion weekly agenda, Notion api guide, notion weekly planner system, notion google calendar, gtd

Id: Ek3iWqJAwPU

Length: 24min 45sec (1485 seconds)

Published: Fri May 28 2021