My Seamless Calendar System with Todoist, Notion & More

Introduction

As a Software Engineer juggling multiple projects, clients, and personal goals, I've always searched for a life management system that just works. Not something overly complex — just a reliable setup where nothing slips through the cracks. I've tested countless productivity apps, but all of them separately felt uncomplete.

After years of refining, I finally built a system that feels effortless: everything from daily tasks to long-term goals is synced and visible in one place. Here's exactly how I set it up — and why it works.

Tools I Use

Todoist – daily task manager
Notion – home for my projects, goals, notes, and planning
Google Calendar – acts as a sync hub
Apple Calendar – automatically tracks birthdays via iPhone contacts
Notion Calendar – my primary calendar view

Each app has a clear role, but they all work together. That's the secret.

Daily Tasks: Todoist + Google Calendar

I've tried many to-do list apps over the years, but Todoist stands out for its perfect balance of simplicity and power.

Why Todoist works so well:

Quick task capture (with natural language support)
Smart recurring tasks (like "every Monday" or "every 3rd Friday")
Priority levels, labels, folders and filters
Clean UI, available everywhere (web, mobile, desktop, watch)

The best part? It syncs seamlessly with Google Calendar. Any task with a due time gets added as an event, giving me a visual map of my day. If my calendar's packed, I see it instantly, and I adjust accordingly. No more overcommitting.

Apple Calendar

This one's simple but essential.

Apple Calendar automatically pulls birthdays from my iPhone contacts. I don't need to manually enter each birthday into my calendar — I just add a birthday to someone's contact card, and it appears in the calendar automatically.

It keeps my main planning system uncluttered while ensuring I never miss important dates. Thanks to calendar syncing, those birthdays show up alongside everything else in my Notion Calendar too.

Notion

I think, by now everyone uses Notion. For me, it's my digital HQ.

I use it to organize basically everything: projects, habits, goals, life plans, travel lists — you name it. I've been using it for years, and its flexibility is unmatched. It’s where all my structured planning lives.

My organization of Notion and all the templates deserve a full article, and I might do it soon — but what helps me tie them all together, is the Notion Calendar sync.

Notion Calendar (Main Hub)

Here's where everything connects.

Notion Calendar — synced with Google Calendar — is my main interface. It brings everything together:

Todoist tasks (via Google Calendar)
Apple Calendar events (like birthdays or holidays)
Custom Notion events for personal or project-specific scheduling

As I said, what makes Notion Calendar a game changer is that I can sync it with any Notion database. That means a project timelines, personal goals, habit trackers, travel planners — all visible in one place.

It's more than a calendar — it's a command center. And since it’s still Notion, I can attach notes, checklists, or links to every event or database item.

If you’re new to Notion Calendar, I’d highly recommend checking out a guide or video walkthrough to get the most out of it — it’s powerful once you know how to hook things together.

www.youtube.com/watch

Notion Calendar | YouTube

With Notion Calendar, you finally have a calendar app that marries your schedule with the rest of your work in Notion. View all your professional and personal commitments in one place, collaborate effortlessly with colleagues in any time zone, and navigate to your Notion pages with one click.

Why This Setup Works

Fully synced — every tool is connected
No redundancy — each app does one job well
Accessible anywhere — I use Mac, iPhone, and web
Flexible and modular — scales from daily routines to long-term projects

It’s simple to maintain, doesn’t feel like “work,” and gives me full visibility at all times.

Tips to Build Your Own

Start with Google Calendar — it’s the sync-friendly core
Pick a task manager like Todoist that supports calendar sync
Use Notion Calendar to visually organize all your Notion content
Connect your iPhone contacts to Apple Calendar for automatic birthday reminders
Avoid tool overlap — give each app a clear role
Automate wherever possible — routines, recurring tasks, and synced views

Closing Thoughts

This setup gives me peace of mind and full visibility without adding complexity.

You don’t need a dozen tools or a complicated system. Just build a setup where each app does one job — and let them sync together to form your perfect calendar system.

Hope this gives you a solid starting point for building yours! And follow my Telegram channel for more articles.