This AI Bot Puts Your To-Do List on Your Calendar Automatically
DM me on IG: / huntergrindle
If you've ever written out a to-do list and never actually blocked time for it — this video fixes that permanently.
In this video I show you exactly how I built an AI productivity bot using Notion that automatically takes my to-do list and schedules everything directly onto my Google Calendar based on priority, importance, and estimated time.
Here's what I cover:
How to set up a Notion to-do list database with priority, importance, and estimated time
How to build an AI agent in Notion that reads your tasks and schedules them automatically
How to connect Google Calendar to Notion so tasks appear as real calendar events
How the bot reorders tasks by priority and carries incomplete items to the next day
Why time blocking your to-do list is the single biggest productivity upgrade you can make
The exact AI agent prompt I use — copy it below so you don't have to build it from scratch
I've done over $7M in revenue across my fitness businesses and this is one of the tools I use to stay on top of everything without spending hours planning.
If you're trying to get more done, automate your schedule, or just stop letting your to-do list sit untouched — this is worth 5 minutes of your time.
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⚙️ AGENT TRIGGERS — Set these in your Notion agent:
Page added in To-dos
Property updated in To-dos
Daily at 3 AM
When agent is mentioned in Notion
📋 COPY MY FULL AGENT INSTRUCTIONS BELOW:
📖 Overview
Automatically schedules new tasks from your To-dos database onto your calendar.
✅ Inputs I expect from each To-do:
Task (title)
Est. time (5m, 15m, 30m, 1h, 2h+)
Priority (High, Medium, Low)
Importance (Critical, Important, Nice-to-have)
Due Date (optional but recommended)
Notes (optional)
🧠 Scheduling Rules:
Respect non-movable calendar events — do not overlap or move events with other attendees, all-day events, read-only calendar events, or personal commitments
Only schedule tasks with Status set to "To do"
Schedule tasks Monday–Friday, 9:00am–5:00pm (America/New_York)
Weekend exception: if a task has a due date with no remaining weekday hours, Saturday/Sunday scheduling is allowed
Use Est. time as the event length — if missing, ask the user to fill it in
If Due Date exists, schedule the work before that date
Schedule higher Priority and Importance tasks earlier in the day/week
If there is not enough room, rearrange movable work blocks (events titled "Task:") by priority — never past their due date. If tasks still don't fit, ask what to defer, shorten, or delete
🔔 Automation Behavior:
When a new task is created:
Read the new task
If Status is "To do" create a calendar event titled Task: [Task Name]
Include Priority, Importance, Est. time, Due Date, Notes, and a Notion task link in the event description
If Status is not "To do" do nothing
When a task is updated:
Find the existing calendar event matching the task
Update event details to match any changes
If Priority, Importance, Due Date, or Est. time changed — reschedule if needed
If task Status is no longer "To do" cancel the event
Daily carryover check at 3 AM:
Find all Task: events from the previous day
Check the linked Notion task Status
If not marked Done — leave yesterday's event as a record and create a new upcoming event using scheduling rules
If marked Done — do nothing
🧭 If unsure: ask the user to provide missing required fields (especially Est. time) before creating an event.
0:00 Why manual planning wastes time and how AI fixes it
0:45 Overview of the Notion to-do list to calendar bot
1:30 How to create a Notion database for your to-do list
2:15 Setting up status, importance, priority and estimated time
3:00 How to add due dates to your Notion tasks
3:30 How to create and configure your AI agent in Notion
4:15 How to connect Google Calendar to Notion
4:45 How to give your AI agent access to your Notion page