Master Google Calendar: Add & Organize Easily (Full Tutorial)
Apr 20, 2026
Managing an assisted living business—or any busy schedule—requires solid organization. With so many tasks to juggle, keeping track of meetings, staff schedules, and personal commitments can be overwhelming. That’s where Google Calendar comes in!
This easy-to-use tool can help you streamline your day, avoid scheduling conflicts, and boost productivity. In this guide, we’ll walk you through:
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Setting up multiple calendars for different areas of your life
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Using color coding for quick visual organization
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Creating events, reminders, and recurring tasks
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Optimizing Google Calendar with other productivity tools
By the end, you’ll have a powerful system to manage your time efficiently—without the stress!
Check out the video tooπ
Why Use Multiple Calendars?
If you run a small assisted living business, keeping everything in one calendar can get messy. Creating multiple calendars allows you to organize tasks by category, making it easier to manage your time.
For example, you might have calendars for:
π’ Business Admin – Licensing, billing, meetings
π΅ Staffing & Operations – Caregiver schedules, hiring interviews
π‘ Personal & Family – Birthdays, school events, vacations
π Consulting & Investments – Client calls, project deadlines
Each calendar can have a different color, so you can quickly see what’s coming up at a glance.
How to Set Up Multiple Calendars in Google Calendar
π Step 1: Log In to Google Calendar
Go to calendar.google.com and sign in to your Google account.
π Step 2: Create a New Calendar
- Click on the gear icon in the top-right corner and select Settings.
- On the left sidebar, click Add Calendar → Create New Calendar.
- Give your calendar a name (e.g., “My Admin Tasks”).
- Add a description and set your time zone.
- Click Create Calendar.
π Step 3: Customize Your Calendar
- Return to your main Google Calendar screen.
- Find your new calendar in the sidebar under My Calendars.
- Click the three dots next to it and choose a color for easy recognition.
π Step 4: Add Events & Reminders
Now, start adding tasks to your new calendar! Click a date, enter the event details, and select the correct calendar before saving.
β Bonus Tip: If you have repeat tasks, such as monthly meetings or weekly staff check-ins, set them as recurring events to save time.
Time-Blocking for Maximum Productivity
If you find yourself constantly jumping between tasks, time-blocking can help!
β° What is Time-Blocking?
Time-blocking means scheduling specific time slots for focused work. Instead of reacting to tasks all day, you plan ahead and work with intention.
π Example Time-Blocking for an Assisted Living Owner
- 8:00 AM – 10:00 AM – Facility walk-through & staff check-in
- 10:00 AM – 12:00 PM – Administrative tasks (licensing, payroll)
- 12:00 PM – 1:00 PM – Lunch & personal time
- 1:00 PM – 3:00 PM – Resident/family meetings
- 3:00 PM – 4:00 PM – Marketing & business growth
- 4:00 PM – 5:00 PM – Catch up on emails & daily wrap-up
Using Google Calendar to block out your time ensures that you stay on track and prioritize what matters most.
Pair Google Calendar with Other Productivity Tools
πΉ Google Tasks – Create a simple to-do list and attach tasks to calendar events.
πΉ Google Keep – Add quick notes for reminders and ideas.
πΉ Notion – Use alongside Google Calendar for detailed project management.
πΉ Bullet Journal – Combine digital scheduling with handwritten planning.
Final Thoughts
Google Calendar is more than just a place to track meetings—it’s a powerful productivity tool that can simplify your schedule and reduce stress.
By creating multiple calendars, color-coding events, and using time-blocking strategies, you can take control of your day and focus on what matters most.
So, what are you waiting for? Set up your calendars today and start organizing like a pro! π
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Show full transcript π
Transcript
00:00:00
working with new calendars can get a little tricky i found a hack in google calendar though to help you stay on track and know exactly what you should be working on at a glance in today's video we're going to learn how to add a new calendar in google calendar and why it's an important skill to know hi everybody i'm brandon gustafson i own and operate two assisted living facilities and i created this channel to help people just like you learn the ins and outs of investing in assisted living
00:00:25
welcome to assisted living investing [Music] hey everybody welcome back to the channel in my last video we talked about what is google calendar uh go ahead and watch that video and let me know if i'm sure you already knew what google calendar was but i really think having that base knowledge as i get into what i'm going to talk about today is going to be helpful and in today's video i'm going to get into how you can add a new calendar to your google calendar that's going to help you stay organized and
00:01:00
help you know exactly what you're working on as you go along and get things going so why an additional calendar i used to try to color code my calendars i like colors and like to have things looking a certain way but sometimes i would forget to change the color and it always took like a couple extra clicks to get things done and get it how i wanted it to look and i couldn't really customize it and and what i found like for me maybe i'm just weird um but that's what i wanted to do i wanted to have it be um
00:01:33
looking like i you know the way that i wanted it to look and i wanted to take the time to to have it coordinate that way so that when i looked at it and it was green i knew i was working on this one and when it was blue i knew i was working on this thing um it just signals to my brain this is what you're working on right now so my goal was to have a a calendar that was color-coded based on different projects that i have going on so obviously i've got my assisted living facilities i have the
00:02:01
youtube channel things from my family have my full-time job and i have a few other projects as well things with my church also a couple other business ventures that i'm looking at and so i just i have you know five six seven things that i've got going on and i really wanted to create something that when i looked at it i knew oh it's peach that means it's a family thing and it's red that means it's a church thing and it's green that means it's something that has to do with kind
00:02:29
of consulting work and things like that and so i can really keep that in place and know exactly what's going on at a glance of of what i'm doing when i couple that with my notion to do list and my matrix planning it really helps me just be very clear and very intentional in how i spend my time and i'll link my stuff up above on an advanced to-do list in notion and also how to do matrix planning above because those those two things combined with what i'm going to show you right here in
00:02:59
google calendar is what helps me be productive and helps me stay on task and i'm sure you are have been watching me these last few videos and you're like oh my gosh how long does it take this guy to do this planning and i will tell you it takes me 10 minutes a day maybe now that i have the system in place and have things there it really doesn't take a long time to go in look at my to-do list put it in my calendar and then drop it into my matrix plan on on where i'm going to work on a
00:03:29
thing and really get things done and then the next day i'm able to pick it up and be like boom here we go i'm ready to go let's get started and and go ahead and jump into things and it's really helped me be productive and especially during like really stressful times and things like that i still know what i need to get done and can block off some time on my calendar to spend 15 to 30 minutes and get a thing done and it helps me be productive and it makes it so that i can function and and do the things that i
00:03:58
need to do so that i can run businesses effectively so i'm going to get into a tutorial now on how you can create additional calendars in your google calendar and so we'll get over there and do the tutorial okay so i'm going to walk you through the process of how you can go in and create an additional calendar in your google calendar so the first thing you need to do is get into your chrome browser firefox whatever it is log into your google account and then from here you can click on this nine dot menu and then
00:04:30
just click on calendar or you could also go to calendar.google.com um that will get you there so now you've got your you've got your calendar it's pulled up right here so what you need to do from this point is and i'll i'll point out right here these are different calendars that already exist in your calendar just like straight out of the box there's these ones on here um but i'm going to show you how you can add things down here and then we'll get into how you can
00:04:56
also kind of color code things a little bit as well for you for it to work for you so what you want to do what you want to do is go up here to this gear icon and then you're going to click on settings and then once you're in the settings right here you're going to see on the left hand bar you've got a few different options on here what you want to do is click on this add a calendar add calendar and there are a few different options in here so you can subscribe to somebody else's calendar that has made it so you
00:05:26
can subscribe to it you can browse calendars of interest like if you're really into sports or something like that you can actually go in and find your team and pull it into your google calendar doing right here browse calendars of interest and then some people have a url that you can go in and pull and you just pop it in here and it will sync up that calendar on on here for you what we want to do though is this option right here create new calendar so we're just going to go ahead and create that and
00:05:54
we're just going to call this one test calendar okay you can add in here description this is a test calendar you can put in whatever you want i'm just showing you how you can do this you can put in your time zone so i'm in mountain time the one that's closest to denver i could also do the boise one um but you know it works for me it always bugs me the salt lake's not on there by the way just like as a side note because yeah it's not there i don't get it anyways um and then it gives you some of
00:06:24
this information so now you just create calendar so after you've created that calendar what you're gonna do is you're gonna go back in here and now you'll see over here you've got your test calendar it's right there so you've got your test calendar down here in in on your left bar here and if you want to toggle these on and off you can just like really easily quickly click those on there and now let's say you know i've got my be well um so my assist my assisted living facility
00:06:48
is called be well assisted living and so i've got my be well admin calendar on here and i could adjust this and our one of our colors is this yellow color so i'm going to change it to that and then i'm going to change the test calendar and i'm actually going to i don't like any of these colors on here so if i do add a custom color i could go in and let's say i want this one to be like this super deep dark red kind of a color for some reason i really love that color when i put it in there
00:07:16
so now i've got um these these few calendars in here and so let's say i want to create an event i just click on it where i want it to be and we're just going to do test test event and you can see right here it's it's an event and then if i click on this be well admin calendar right here i can change the thing to be the test calendar and now it changes it to that red color for me right there and then i go ahead and hit save and let's just say i have in here admin meeting and this one is i'm going
00:07:48
to leave on the b-wall admin now what i can do is i can quickly see i've got this one this is my test calendar right here this is my admin calendar and i can see really quick boom there it is and i just realized these are arizona state colors so if you're an arizona state fan make sure you like the video smash it because i just gave you a gave you um a little bit of a plug there i'm a youth fan uh university of utah but you know sometimes it got stayed in the pac-12 so make sure you like the video if you're
00:08:14
an arizona state fan because i gave you some colors there i absolutely love that you can do this in google calendars like it lets you really customize things really helped me stay organized as i tried to balance everything that i have in the air and put everything together it helps me block my time off a little bit more effective and and then just be effective with my work which i really appreciate i actually have i think seven maybe eight calendars and i know that seems like a lot and seems like a lot i'm actually
00:08:44
going to show you a quick view of what my calendar looks like um just on a weekly basis so you get a feel for it so as you can see here from my calendar and this is leading into christmas so i actually have don't have much as we get in here and i like this four-day view that you're seeing on here but you can see all the different colors on there and those are for specific types of jobs that i'm doing and different types of work and this isn't even all of the ones that i have so you can kind of get a feel there um
00:09:12
just how that looks um for me on my calendar and and how i have things organized and one thing i'm going to note and i've talked about this several times in the last few videos is it doesn't matter how many calendars you need yeah i have seven or eight you might just need one and you might be fine with that you might need three you might need ten you might need even more than that it doesn't matter how many you need just make it so that it works for you and feel free to adjust it just because you
00:09:39
started it off with 10 calendars doesn't mean you have to stick with 10 calendars adjust it down to 5 adjust it down to the number that you need don't put yourself in this in this grind where you think you've got to do the thing the exact same way every single time be flexible with yourself don't kill yourself trying to create a system that doesn't work for you and takes too much time to manage and maintain do something that works for you so that you can be productive and get things done that like
00:10:05
that's the best advice that i could ever give you on all these things um just find that system that works for you and then be consistent with it and you're going to be fine i hope that tutorial was helpful for you make sure you smash that like button for me and let me know comment down below if there are different tools that you've used in google calendar to make you productive or if you're using apple or outlook share with the group here how you use those things to help you stay organized
00:10:32
and do your time blocking and get things done in my next video i'm going to get into kind of my full daily plan with me process using matrix planning with my bullet journal notion and google calendar so i can kind of walk you through how i use those three pillars to get things done and and stay on task and be productive and you know be effective with my time i'd like to learn more about investing in assisted living make sure you visit me on assistedlivinginvesting.net i have free resources over there you can schedule a
00:11:01
call with me i'd love to chat with you about where you're at in the process whether it's getting into assisted living or just running a small business or you just want some tips on how to stay organized schedule some time with me over there i'd love to chat with you make sure you follow me on my other social media platforms as well and remember it doesn't take a lot just a little bit just keep making progress step by step by step if you do it and you're consistent i promise you that you will be successful
00:11:25
you can do this thanks for watching and have a great day [Music]
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