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Synchronization process

Notion2Gcal automatically syncs your Notion tasks to Google Calendar based on the configured automations. This section explains how the synchronization process works and what to expect.

How syncing works​

The synchronization process follows these steps:

  1. Fetching Notion tasks

    • The system retrieves tasks from the connected Notion database.
    • Only tasks that contain a valid date field (as configured in automations) are considered.

  2. Applying automations and filters

    • Notion2Gcal checks your automations to determine which tasks should be synced.
    • If filters are applied (Premium feature), only tasks meeting the conditions (e.g., "Status is not equal to Done") are processed.

  3. Syncing tasks to Google Calendar

    • For each eligible task, a corresponding event is created or updated in the selected Google Calendar.
    • The event includes the task title, date, and any relevant details.
    • Events in the past are not removed from the calendar.

  4. Handling updates and deletions

    • If a synced task is modified in Notion, the corresponding Google Calendar event is updated automatically.
    • If a synced task is deleted from Notion, the corresponding Google Calendar event is removed.

Sync schedule​

The frequency of synchronization depends on your subscription plan:

  • Free users: Sync runs every 2 hours and processes up to 50 tasks per sync. If you have fewer than 50 tasks in Notion, all will sync each time.
  • Premium users: Sync runs every 5 minutes, with virtually unlimited tasks processed.

Viewing sync status​

You can check your sync activity from the dashboard:

  • Last sync time: Shows the most recent sync execution.
  • Tasks processed: Displays the number of tasks that were fetched from Notion and processed. This does not indicate how many were updated, created, or deleted.
  • Total tasks synced: Provides a historical count of all successfully synced tasks, counting updates, creations, and deletions across all time.

Manual sync trigger​

  • When setting up your first automation, you will see a "Run first sync" button to manually trigger an initial sync.
  • Afterward, syncing occurs automatically based on the schedule for your plan.

Troubleshooting sync issues​

If tasks are not appearing in Google Calendar:

  • Ensure the correct Notion database ,date field and Google Calendar are selected.
  • Verify that the Google Calendar and Notion connection is active.
  • Check your automations to ensure fields and filters are correctly configured.
  • Free users should check if they have more than 50 tasks in Notion, as only 50 are processed per sync.
  • Reauthorize Notion and Google Calendar if issues persist.

Next steps​