How to Create a Calendar with Tasks in Notion: Step-by-Step Guide

How to Create a Calendar with Tasks in Notion

A well-structured task calendar can improve productivity and help you stay on top of deadlines. Notion allows users to create a task calendar by setting up a database in calendar view, adding custom properties, and applying filters to manage workflow efficiently.

Unlike traditional calendars, Notion provides additional flexibility by integrating task tracking, notes, and project management within the same system.

Whether you're managing a personal to-do list or coordinating a team project, Notion’s calendar view ensures a streamlined experience. This guide will walk you through how to create a calendar with tasks in Notion.

Table of Contents

• How to Create a Calendar with Tasks in Notion: Getting Started

• Adding Task Properties

• Customizing and Organizing Your Calendar

• Optimizing for Team Collaboration

• Conclusion

How to Create a Calendar with Tasks in Notion: Getting Started

To begin, open Notion and create a new page. From the page options, select "Get started with" > "…" > "Calendar" to create a database with a calendar view. If you prefer, you can manually create a database and switch the view to Calendar.

Once your calendar is created, each task you add will appear as a separate entry based on its assigned date. If you're setting up a calendar for the first time, it's a good idea to determine how you want to organize your tasks—whether by deadline, project type, or priority level.

If you need a week-based view instead of a monthly one, adjust the layout settings to switch between different calendar structures. Showing or hiding weekends can also be useful depending on whether you're tracking work tasks or personal events.

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How to Create a Calendar with Tasks in Notion: Adding Task Properties

For a more functional task management system, it’s important to add properties that help categorize and track progress.

Open your calendar and rename the "Date" property to "Deadline" to reflect task due dates. Then, add additional properties such as:

• Priority: Helps distinguish between high, medium, and low-priority tasks. You can use colored tags for better visibility.

• Context: Provides extra details about the task’s category, such as work, personal, or urgent.

• Person: Assigns tasks to specific team members when collaborating.

• Status: Tracks task progress (e.g., "To Do," "In Progress," "Complete"). This property is essential for filtering later.

• Estimated Time: Helps in time management by setting expectations for task duration.

To make due dates more readable, you can change the Date format to Relative, which will display times as "Today," "Tomorrow," or "Last Sunday" instead of specific dates. This setting makes it easier to see which tasks are approaching deadlines.

How to Create a Calendar with Tasks in Notion: Customizing and Organizing Your Calendar

A well-structured calendar makes task management easier. Adjust the displayed properties so that key information is immediately visible. Since Notion allows customization, you can choose to display only the most relevant details on task cards.

Consider adjusting:

• Displayed Properties: Ensure the most critical details, such as Deadline, Priority, and Status, are shown at a glance.

• Calendar Layout: Switch between Month and Week views to adapt the calendar to your workflow.

• Page Templates: Set default properties like Deadline to "Today" for new tasks, and apply predefined icons or covers for consistency.

• Opening Preferences: Choose whether clicking a task opens it in side peek, center peek or as a full-page view.

A useful filter is to hide completed tasks by setting a rule to show only entries where Status is not "Complete". This ensures your calendar remains uncluttered and only displays actionable tasks. Additionally, sorting tasks by priority can highlight urgent work.

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How to Create a Calendar with Tasks in Notion: Optimizing for Team Collaboration

If you’re using Notion for team-based projects, taking advantage of collaborative features can make a significant difference.

• Assigning Team Members: Use the Person property to allocate tasks to specific individuals.

• Linking Documents: Add a "Files & media" property to attach meeting notes, project plans, or other relevant Notion pages to tasks.

• Setting Reminders: Click on the "Deadline" > "Remind" > "..." to create a notification before important deadlines.

• Adding Comments: Collaborators can leave updates or feedback directly on tasks ("Ctrl + Shift + M" on any task page).

Notion also allows users to create shared workspaces, making it easy to track team progress in real time. By using filters to view only assigned tasks, team members can focus on their workload without unnecessary distractions.

Choosing a productivity tool? Read this Notion vs Asana comparison.

Conclusion: How to Create a Calendar with Tasks in Notion

Setting up a task calendar in Notion allows for efficient planning and tracking of deadlines. By customizing properties, adjusting views, and applying filters, you can create a personalized task management system that keeps you organized and focused.

Whether for personal productivity or team collaboration, Notion’s flexible calendar system is a powerful tool for staying on top of your tasks.

For teams, using collaborative features like task assignments, comments, and linked documents can further enhance workflow efficiency.

No matter how you choose to structure your calendar, Notion provides the flexibility to adapt to your specific needs, showing you exactly how to create a calendar with tasks for maximum productivity.

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