TL;DR Notion offers powerful tools for life planning, but using a calendar and task list together unlocks its full potential. Integrating these two features allows you to see deadlines, plan your days, and track progress in one place. So, how can you effectively use the Notion calendar and task list together? This guide provides actionable steps to connect your tasks to calendar views, organize your workflow, and maintain a streamlined system. Using a prebuilt All-in-One Life Planner Template from Plan My Personal Brand makes the process even simpler and more efficient.
Key Takeaways:
- Linking tasks to a calendar ensures you visualize deadlines and priorities
- Use database properties to connect tasks with dates for automatic calendar updates
- Filters and views help manage daily, weekly, and monthly tasks
- Templates save setup time and provide ready-to-use layouts
- The All-in-One Life Planner Template from Plan My Personal Brand integrates task lists and calendars for immediate productivity
Step 1: Create a Task Database with Date Property
Start by creating a task database with essential properties:
- Task Name – Description of the task
- Due Date – Date property for scheduling
- Status – To Do, In Progress, Completed
- Priority – High, Medium, Low
- Optional: Linked Goal/Project for context
The Due Date property is critical because it connects your task list to the calendar view.
Step 2: Add a Calendar View to Your Task Database
- Open your task database → click Add a View
- Select Calendar as the view type
- Name the view (e.g., “Task Calendar”)
- Choose the Due Date property as the date to display tasks on the calendar
Now, all tasks with assigned due dates will appear on the calendar, giving you a visual overview of your schedule.
Step 3: Use Multiple Views for Better Organization
Notion allows multiple views of the same database:
- Table View: For detailed task management, filtering by status or priority
- Board View: Visualize tasks by status in a Kanban-style workflow
- Calendar View: See deadlines and schedule at a glance
Switching between views lets you plan, track, and adjust tasks without duplicating data.
Step 4: Filter and Sort Tasks
Filters and sorting help you focus on what’s important:
- Filter tasks for “Today” or “This Week” to stay on track
- Sort by Priority or Due Date to highlight urgent items
- Combine filters for tasks linked to specific projects or goals
This ensures that your calendar and task list remain actionable and clutter-free.
Step 5: Link Tasks to Projects or Goals
To maximize productivity, connect tasks to larger goals or projects:
- Add a Relation property in your task database linking to your Projects or Goals database
- Optionally, add a Rollup property to summarize progress
- View tasks on the calendar while tracking overall project progress
This creates a cohesive life planning system where daily actions align with long-term objectives.
Step 6: Automate Task Updates for Consistency
Recurring tasks or tasks with multiple steps can be automated using templates or third-party tools:
- Create task templates for repeated activities
- Use formulas for next due dates if tasks recur
- Integrate with Zapier or Make for automated task creation or reminders
Templates like the All-in-One Life Planner Template from Plan My Personal Brand have prebuilt calendar-task integrations for seamless automation.
Step 7: Use the Calendar for Planning and Review
- Daily Planning: Check tasks on the calendar each morning
- Weekly Planning: Review upcoming tasks, deadlines, and events
- Monthly Overview: Adjust schedules and set priorities for the month ahead
Having both the task list and calendar in one system keeps you organized and reduces the chance of missed deadlines.
FAQ
Can I see completed tasks on the calendar?
Yes, by adjusting the filter in the calendar view to include completed tasks, you can track progress over time.
Can I link multiple task databases to the same calendar?
Yes, you can create multiple calendars or combine tasks using linked databases and rollups.
How do I handle recurring tasks in the calendar?
Use templates and formula-based next due dates, or integrate with automation tools like Zapier to automatically generate the next occurrence.
Can I see tasks from multiple projects on the same calendar?
Absolutely. Using relations and rollups, you can display tasks from multiple projects in a single calendar view.
Is there a ready-made template for this setup?
Yes, the All-in-One Life Planner Template from Plan My Personal Brand integrates tasks and calendars with built-in views and filters for immediate use.
Conclusion
Using the Notion calendar and task list together allows you to visualize deadlines, track progress, and manage your workflow effectively. By creating a task database with a date property, adding multiple views, and linking tasks to projects or goals, you can turn Notion into a complete life planning system. For a ready-made setup that integrates calendars and task lists seamlessly, the All-in-One Life Planner Template from Plan My Personal Brand provides a structured, plug-and-play solution for personal productivity.