Availability, blocking, and time zones

HC: Availability, blocking, and time zones
In this Article

Notion Calendar allows you to easily set up time with others and let others know when you are or aren’t available. It also lets you see your schedule across different time zones and quickly travel to a new one ✈️

On desktop and web, you can quickly indicate and share your availability directly from inside Notion Calendar to make it easier to schedule meetings with others.

To share your availability with someone:

  1. Select Share availability in your right context panel, or use the keyboard shortcut S.

  2. Select open time slots in your calendar.

  3. Set a name for the event you want to schedule during one of these time slots, as well as duration, the invitee’s time zone, and conferencing details.

  4. Select Create on your availability. Calendar holds will be placed for your available dates and times so you can keep that time available for your invitees.

Notion Calendar won’t automatically detect changes to your calendar and update your availability, so make sure to keep your availability up to date as your schedule changes.

Scheduling snippet

As you mark your availability and provide details for the meeting you’re trying to schedule, a message will automatically populate at the top of your right context panel. Select •••Copy snippet to save this message to your clipboard. You can paste this and send it to your invitees in an email, text message, and more.

Turn on Scheduling link to generate a link that your invitees can go to to confirm when they’d like to meet with you. When turned on, this link will be included in your scheduling snippet. You can also select •••Copy scheduling link to quickly send it to someone. When your invitees visit your link, they’ll see your snippet along with your availability. They can choose a time slot that works for them. Then, your meeting with them will automatically appear on your calendar, and any unnecessary calendar holds will be released.

Note: At this time, it’s not possible to:

  • Indicate or take into account the availabilities of people other than yourself.

  • Change the content of your snippet.

  • Create multiple or repeat bookings using the same scheduling link.

We’re working on improving the share availability experience, and we’ll keep you updated at https://www.gjolwiki.com/releases and https://twitter.com/notioncalendar.

Have a doctor’s appointment that you don’t want a teammate to schedule over? Notion Calendar’s blocking features make it easy to block events across your various calendars. For example, Notion Calendar can put a block on your work calendar for an event you have on your personal calendar, so people know you’re busy without being able to see your personal commitments. You can block single events or auto-block whole calendars.

Block an event or an entire calendar

On desktop or web:

  1. Right-click an event and select Block on calendar.

  2. Select the calendar you want to create a block in.

  3. To create a block for a single event, select This event. Alternatively, you can select All events from {calendar name} to set up auto-blocking. For example, if you are creating a block on your work calendar for an event on your personal calendar, you can synchronize the two calendars so that all future events from your personal calendar will be blocked on your work calendar.

  4. Choose to Include details from the original calendar event in the block, or simply Show as busy. This will apply to future blocks if you choose to auto-block.

To see what details you’ve shared on a calendar block, right-click the original event and select Block on calendar. There will be a 🔒 next to the calendar where the block was set up — if the lock is open, that means the event’s details have been shared. If the lock is closed, that means the event’s details are hidden.

Alternatively, you can hide the original calendar from view by selecting the eye icon next to its name in the left sidebar. Then, you can find the block on your other calendar and see its details.

Remove blocking

You can remove blocks the same way you created them. Right-click a blocked event and unselect the calendar where the block lives. You can unblock a single event, or turn off auto-blocking by unblocking all events.

You may want to undo auto-blocking for a calendar that you no longer have access to. We’re working to improve this experience, but in the meantime you can reach out to team@makenotion.com.

In Notion Calendar, time zones are first-class citizens. You can add multiple time zones to your calendar, give them custom labels, and even temporarily travel to time zones.

Primary time zone

Note: When you set up Notion Calendar for the first time, we get your primary time zone from Google Calendar. After that, any changes you make to your time zones in Notion Calendar won’t be reflected in Google Calendar, and vice versa.

Events on your calendar are displayed in your primary time zone. This time zone is displayed directly to the left of your calendar.

Add a time zone

Use the keyboard shortcut cmd/ctrl + K and enter “time zone” for quick access to time zone features.

Any new time zones you display on your calendar are secondary time zones. To add a time zone, select + next to your primary time zone. Select your desired time zone from the list that appears. This time zone will appear next to your other time zones.

If you’re on mobile, select the time zone on the very left of your calendar, then select Add time zone.

If you want to have more than four total time zones shown in your calendar, follow the instructions here →

Edit or remove a time zone

Right-click a time zone, then:

  1. Select Change to replace it with another time zone.

  2. Select Rename to give your time zone another name.

  3. Select Make time zone primary. This will bring this time zone closest to your calendar, and move any other time zones to the left.

  4. Select Remove time zone from list.

Reorder your time zones

On desktop, you can rearrange your time zones by selecting and dragging them. The right-most time zone will become your primary time zone.

Travel to a time zone

Use the keyboard shortcut Z to travel to a new time zone. This time zone will temporarily become your primary time zone. You can permanently add this time zone to your calendar by right-clicking on it and selecting Add as primary time zone or Add as secondary time zone.

Update time zones on mobile

To make changes to time zones on Notion Calendar for mobile, select a time zone, then select Make time zone secondary, Make time zone primary, Add time zone, or Remove time zone.

Give Feedback

Was this resource helpful?