Motion Review: Does It Keep Your Projects and Tasks in Motion?

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Motion is an AI-powered task management and scheduling software. It integrates your tasks, activities, and to-do’s across calendars, and uses AI to automate task planning, management, and scheduling.

It’s best for agencies, startups, and small SaaS teams looking for AI-driven efficiency in task scheduling and planning. And for someone like me, who loves infusing AI into productivity, I couldn’t resist but try Motion.

I also questioned what AI brings to the table. Scheduling things isn’t typically a pain point for me (Calendly does it, too), so I wondered what the buzz around Motion AI is. This Motion review discusses my experience and assessment of using Motion. I will explore Motion’s key features, pricing, integration pros, and cons.

Features

• Use Motion AI to transform your project SOP document into a full-fledged workflow.
• Create and manage tasks directly from your email or using Siri on your iPhone.
• Enable AI-powered scheduling to automatically distribute tasks to the right team members.
• Manage multiple client projects at once using different views such as List, Kanban, Gantt views, etc.

Pros

• A minimalistic design with an easy-to-use interface
• Accessible via web, desktop, and mobile apps
• AI-powered scheduling and task management helps boost productivity

Cons

• No free plan available
• AI-first approach may add a learning curve for new users
• Lacks dashboards and reporting capabilities

How Does Motion Work?

Motion is powered by an AI-driven interface. It uses algorithms to automatically plan the day’s work for you and your team based on project to-dos, priorities, availability, task dependencies, and other data points.

Based on these tens of thousands of data points, Motion’s AI engine creates a perfect schedule for every teammate that automatically adjusts itself hundreds of times throughout a busy workday.

Getting started is easy. Paste or upload your SOP or project guidelines. Motion will automatically create the stages and tasks required for the project.

For example, when I add a dummy SOP document, Motion creates the entire workflow with—stages, tasks, priority labels, deadlines, and more. 👇

Speaking of scheduling, Motion blocks time on your team’s calendar each day or week to get things done. The AI continuously senses who on your team is maxed out and who can take more and assigns tasks based on their role and capacity.

In case something urgent pops up, you can tell Motion AI how long you will work on it, and it will automatically shift current tasks to a different time. 

I’ll be honest—the way Motion AI engine automates resource-planning and schedules tasks based on your team’s priorities, workload, and availability is next-level. 

Also, cross-platform compatibility makes the app accessible from your browser, desktop app, iOS, and Android devices. However, creating new tasks is best done from the web or desktop app.

5 Main Motion Features

In my assessment, Motion stands out with five key features:

1. Smart Task Management

Unlike other task management software, Motion will always tell you the best task to work at any moment, by computing across all your projects & tasks, their deadlines, priorities, dependencies.

Here’s how:

Once your project workflow is in place, Motion analyzes key data points and prioritizes important or high-impact tasks over frivolous ones. Tasks are automatically organized and scheduled to your team’s calendar based on deadlines, priorities, and available time slots.

A feature I like the most is Motion’s dynamic rescheduling capability. When priorities change or an urgent meeting pops up, Motion automatically adjusts and shifts other tasks to accommodate new priorities. 

With Motion Task Management, you can:

• Create detailed task cards with priority labels, tags, details, and more
• Visualize tasks across project stages using List and Kanban views
• Auto-assign tasks to teammate calendars
• Use built-in time tracking to track hours spent on a task
• Add notes, attachments, and comments to tasks and projects
• Automate reminders for upcoming or missed deadlines

2. Calendar & Scheduling

Motion lets you add Google, Outlook, and iCloud calendars.

At first, I thought adding multiple calendars would create a mess. However, to my surprise, Motion intelligently synced all meetings, tasks, to-do list, and activities into one perfectly optimized master calendar. 

You can view the master calendar from the Calendar section on the sidebar. It has options to choose either a weekly view or a daily view.

My calendar (the image below) lists daily tasks, so it’s in the week view by default. In the daily view, tasks are displayed by hours of the day.

Also, I like how we can set up instant events for any specific time; other tasks automatically reschedule around these events.

Suppose you’ve an unexpected meeting but a task blocks that exact hour. You can simply add an event for the time frame, and Motion’s AI automatically adjusts other tasks accordingly.

Have a look! 👇

Likewise, when you delete the event from your calendar, other tasks shift to their original timings.

No manually adjusting time for every task, no getting frustrated. Should I call it BRILLIANCE?

3. AI Meeting Assistant

Motion’s AI Meeting Scheduler is your personal assistant, handling the laborious scheduling and communication for you.

You can create a custom meeting booking page and share a scheduling link with team members or clients. Similar to Calendly, people can visit your booking page, see your available slots in real time, and select one that works best for them.

You can configure this window from the 🔗 icon in the Calendar Section.

In my case, I had options to create a one-time link and a new booking page link. 

If you’re creating a new booking page, you can customize it till the neck.

For example, you can:

• Drag to select your preferred time slots in the calendar 
• Limit the number of bookings every day or over some time
• Customize event details such as name, meeting duration, link 
• Set-up buffer time to avoid back-to-back meetings
• Schedule reminder emails for the attendee and yourself
• Add questions you’d like to ask the invitee before they book a time
• Save these settings as a template and use it for future bookings

Here’s how I configured my side of AI meeting assistant. 👇

4. Project Management

Like any project management software, Motion provides List, Kanban, and Gantt views to visualize your project progress. 

In the list view, you can expand or collapse projects to view or hide tasks. The Kanban board sorts tasks by priority (low, medium, and high). Both views have powerful sorting, filtering, and grouping options.

Next, you get a Gantt view to view workspaces, folders, and projects in the sidebar (only).

The Gantt view groups and visualizes project timelines with dependencies, timelines, start and end dates.

Moreover, you can create workspaces to separate projects by clients, departments, and purpose.

While Motion may not match feature to feature with established project management tools, I find Motion’s AI optimization engine unique in this category. 

With Motion’s AI-powered project management you can:

• Automatically compute the optimal daily plan for team members across projects.
• Ensure your team is always working on the most critical and urgent work.
• Complete visibility and transparency on what everyone is working on with Team Schedule.
• Automate resource and capacity planning.
• Get real-time warnings when projects are at-risk of missing deadlines.
• Predict exactly when tasks or projects will be completed.
• Automatically redo planning when things change.

5. Motion AI Capabilities

Motion has its proprietary algorithm, which their team calls ‘The Happiness Algorithm’.

At first, I was skeptical about how the AI would develop, but now I feel Motion AI is good at maintaining sync throughout projects.

During my trial, I found some popular use cases of Motion AI, such as:

• Create fully-fledged project workflows from SOP documents
• Automatically prioritize work that’s most important to your project
• Use AI predictions to get proactive alerts a week before deadlines
• Automatically calculate workload for each team member
• Ask Siri to create and schedule tasks with your voice

3 Motion Use Case

Motion is designed for businesses of all sizes, especially:

1. Agencies

For agencies, such as marketing, design, SEO, etc. Motion helps them manage multiple clients and projects simultaneously.

Motion’s AI engine auto-analyzes high priority projects and assigns tasks to each team member’s calendar while managing conflicts. It predicts a start and end date for every project or task and warns when a project is derailed or about to miss the deadline.

2. Consulting

Consulting businesses essentially benefit from Motion’s AI Scheduler and Meeting Assistant. Teams can share their meeting availability, and clients can book meetings from a dedicated booking page. 

Motion also offers in-app comments with rich formatting options, allowing you to leave notes, add attachments, and comment on tasks and projects.

3. Small SaaS companies

Small SaaS companies benefit from Motion’s AI-powered interface. Companies can automatically create workflows from text-heavy SOPs, assign tasks to team members based on roles and workload, and schedule them based on priority to meet deadlines. 

Motion Integration

Motion’s native integrations including Zapier, Zoom, Google Meet, Google Calendar, Gmail, Outlook, Apple Calendar, and MS Teams.

Apart from that, Motion APIs help you connect with other tools in your tech stack.

Motion Pricing

Motion offers 3 pricing plans starting at $12/seat/month (billed annually). It provides a 14-day free trial with all plans. Below, I have compared all three plans based on key features, support, pricing, etc.

Parameters/Plan	Basic	Pro	Enterprise
Monthly Pricing (per seat)	$12	$25	Custom
Best For	Individuals or small teams	Power users or teams with complex workflows	Large teams or enterprises
Free trial	✅	✅	✅
Calendar Management	✅	✅	✅
Automated team project planning	❌	✅	✅
Project workflow automations	❌	✅ (limited)	✅ (unlimited)
Time tracking	❌	✅	✅
Customer support	Standard	Priority	Dedicated PM expert

Motion Ratings and Recognitions

Let’s quickly peek into how users are rating Motion on other platforms:

• G2: 4.5/5 (115+ reviews)
• Capterra: 4.3/5 (65+ reviews)
• Google Play: 2.7/5 (1k+ reviews)

Motion Support

You can contact Motion support in three ways: 

1. Live Chat Support (24/7): Accessible from your Motion app, you can chat directly with a support agent. Insert GIFs and attachments to provide detailed explanations about the issue. I like that we can also transcribe conversations for future usage.
2. Email Support & Ticketing System: Submit support queries via email (support@usemotion.com). The typical response time can range from a few hours to 2 days.
3. Motion Knowledge Base & Tutorials: Use the help center for questions regarding specific Motion processes and tooling functions. It has excellent tutorials and guides to teach you the ropes, and with the AI-integrated search engine, navigating the help center is super easy.

How Motion Handles Security & Compliance?

Motion has an Organizational Information Security Program in place. It follows the criteria set forth by the SOC 2 Framework.

💡Know the term

SOC 2 is a widely used information security auditing procedure developed by the American Institute of Certified Public Accountants.

You may request a detailed security kit for Motion by contacting support@usemotion.com. This kit includes copies of recent SOC 2 report, penetration test report, company policies, and comprehensive security questionnaire answers. 

Apart from this, I found some quality security features, such as:

• Data Storage: Motion stores your data on Google Cloud Platform, which has encryption-at-rest and encryption-in-transit and a robust security program with multiple certifications.
• Permissions and Authentications: Where applicable, Motion has Single Sign-on (SSO), 2-factor authentication (2FA), role-based permissions and strong password policies to ensure protected access to cloud services.
• Risk Management: Annual risk assessment and vendor reviews help identify potential threats, including considerations for fraud.

These features are tailored for organizations that require enhanced administrative and security controls. They are exclusive to the Enterprise tier (with some features, like data restore, available at an additional fee).

Motion Alternatives

I’ll be honest- Motion is not cheap. Especially if you require end-to-end project management, there are other better Motion alternatives at this price, which I have discussed in the below comparison table.

Who Should Use Motion?

In my assessment, Motion is an excellent choice for:

• Businesses that need automated scheduling and project management.
• Freelancers managing multiple clients need to manage calendars efficiently.
• Startups looking to streamline task prioritization using AI.
• Remote teams requiring seamless AI-powered workflow optimization.

Who Shouldn’t Use Motion?

Based on Motion’s use cases, I don’t recommend it for:

• Medium to large organizations looking to manage complex projects. Motion could create a mess. I recommend using Asana, Wrike, and monday.com instead.
• Small teams or individuals with basic task and project management needs. Motion is too costly for basic task management needs. Try affordable Motion alternatives such as Trello and Notion.
• Businesses looking for an all-in-one work management platform. Alas, ClickUp still tops as an all-in-one project management app.

Motion Verdict

In my opinion, Motion brings unique AI features to the existing project management marketplace. 

While it’s not the most intuitive and complete project management app, the AI features give it a significant advantage. 

However, a lack of a free plan and possible learning curve for AI scheduling is a turn off for many users. 

Motion receives the Geekflare Innovation Award and is best for startups, small SaaS teams, and agencies looking for AI-driven task management software.