Availability, blocking & time zones

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 preferred time slots in your calendar.

3. In the right context panel, toggle on Allow multiple bookings to keep your availability and scheduling link active for more bookings, as long as one or more of your time slots remains open. This means multiple people can use the same scheduling link to book time with you.

4. If you have multiple calendars in Notion Calendar, make sure you’re creating your availability for your desired calendar. You can change your calendar by clicking on your calendar name under Allow multiple bookings.

5. By default, Avoid conflicts will be toggled on. When you do this, your availability will update so it doesn’t conflict with events during which you appear as Busy, like a meeting or a focus event. Toggle this setting off if you don’t want your calendar to take conflicts into account.

6. If you have Avoid conflicts toggled on, underneath the toggle, you can select the calendars you’d like Notion Calendar to avoid conflicts with. For example, you might want to select your work calendar and personal calendar so that your availability reflects events from both.

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

8. 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.

To add open slots, remove existing slots, or edit your availability details, select an existing calendar hold for that availability. Then, in the right context panel, select ✏️.

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. Once you hit Create on your availability, you can 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.

Once you hit Create on your availability, you can select ••• → Copy scheduling link to quickly send it to someone. When your invitees visit your link, they’ll see your availability. They can choose a time slot that works for them. Then, your meeting with them will automatically appear on your calendar.

If you have toggled on Avoid conflicts, your availability will be updated based on new conflicts that come up in your schedule. As long as some of your calendar holds remain available, you can use the same scheduling link for multiple bookings.

If you’ve allowed multiple bookings when sharing your availability, people who have scheduled time with you using your scheduling link will be able to go into the event’s description in their calendar and click a link to Reschedule or cancel this event. They can select a new time to meet or cancel the meeting altogether. They’ll also have the option to provide a reason for rescheduling or cancelling. Any changes to the event will reflect in the participants’ calendars.

For security reasons, every time a link to reschedule or cancel a meeting is used, a new link will be generated in the event description.

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.

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.

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.

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

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 →

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.

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

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.