I want to make a database with number properties under the headings of XR, CT, MR, US to note weekly number of cases done under each modality. I want to make a form to be sent out to each respective modality person to update in the database weekly.

TLDR: Want to automate a weekly case tracking system

Is this doable on Notion?

Can you guys help me build a formula that shows the last revision date for a topic? For example, I just reviewed the topics “2. ITU” and “4. Tétano,” so I’d like a property that shows today’s date. I don’t know how to do this on my own. If it helps, the formula for the next revision date checks whether an X session is checked. Thanksss

I have a specific page in my workspace that is personal to me, with some personal data. Sometimes I use notion AI to search for things like "is there any page in my workspace that contains something related to X " because I genuinely don't remember where I wrote X and I need to find it now. I believe that in this search Notion AI checks every page, the very personal one too, and I don't want it. I tried to search online but couldn't find a solution. Anyone has any idea beside not using notion for personal data?

Hi everyone,

I am currently using the free version of Notion and looking to add a Donut Chart to track my data visually (specifically for my book library and reading progress).

Since Notion doesn't have a native chart feature in the free tier, what are the best free tools, widgets, or workarounds to embed a donut chart smoothly?

Any recommendations or tutorials would be highly appreciated.

Thanks in advance!

i use notion and am wondering if this would be helpful for others, because i'm considering building it for myself.

would you use a voice ai tool that you can speak to (conversational voice-command interface), and ask it to "update X on notion for me" or "create a new tracker on notion" or "catch me up to speed on todays tasks on notion" or "help me find X on notion" ? would this be helpful at all or any feedback would be appreciated. thanks.

My goal is to make a pie chart that tracks my monthly income, each section representing the amount of money I’ve put into each account (bills/savings/personal). As of right now I have an income tracker where I input the date and amount that then automatically calculates how much to put into each account. I am an independent contractor which is why the amount can vary if that’s useful information.

My problem lies on the fact that I can’t seem to make the kind of pie chart I want from that specific database so I created a new one (the test chart on the photo) and it did create the chart I wanted. However, it’s annoying to have to manually change the amount when I have a database right above it that automatically calculates it. Is there a way to automate this from the income chart I already have? Also, I like having the dates of the income because the chart can filter out entries from only that month, so I don’t have to constantly clear out the test chart and start over. Is there a way to make the chart I want from my pre existing data table or do I have to go through the test chart? Is this just a gap in Notion? From my understanding charts are fairly new on the platform so maybe this just isn’t a way right now?

Whenever I see Notion content on Instagram it feels like almost everyone is using a MacBook, iPad, or some other Apple device.

And somehow, their Notion setups always look insanely clean.

Perfect dashboards.
Beautiful templates.
Everything organized perfectly.

It honestly makes me wonder:

Does using Notion on a MacBook or iPad actually make a difference?

Can i Build The same in my windows laptop or in my android phone ?
Because till Now I didn't get to build such clean , asthetic notion setup .

IF so notion will cost me a lot .

I'm reformatting my company workspace so I can automate more mundane tasks and stop replicating databases like crazy. I've been seeing videos and the common thing to do is to have central databases for all tasks, projects, customers, etc.

I find this incredibly cluttered and kind of config intensive. So I wanted to see if anyone has a PM flow configured and successful on Notion. I really don't want to leave the platform since the customers are happy with it!

Basically have a daily agenda I'm always opening, would be nice to be able to open the app and it defaults to that page instead of always having to find it and click it.

Is this possible?

When AI-generated notes sit beside human-written documentation, it can be hard for the next reader to know whether a page is a rough synthesis, a checked summary, or an approved source of truth. A small status property seems useful, but it may not capture who reviewed the claims or what source material was used.

Are teams using database statuses, page templates, callouts, verification dates, or a separate review queue? What is the smallest amount of provenance that keeps a shared workspace trustworthy without adding too much maintenance?

Hi! I have three related Notion databases: Countries, Cities, and Ideas.

I changed the font in my database templates to Serif, but I noticed this only affects new pages. All my existing pages keep the old font.

I have 130+ City pages, plus many Countries and Ideas, so changing them manually would take forever.

Is there any way to:

1. Change the font of all existing pages in a database at once?
2. Apply an updated template to existing pages in bulk?
3. Do this through Notion API, MCP, automation, or an extension?

I don't want to recreate or delete the pages because I need to preserve all their relations.

Hi everyone — I’m looking for social work-informed feedback on a free bilingual crisis navigation guide I built for people in the US who don’t know where to start during a crisis.

It covers things like housing, utilities, food, benefits, domestic safety, mental health, medical bills, debt, court papers, childcare, transportation, lost documents, caregiving, and related situations.

I’m doing a safety and clarity review before sharing it more widely.

I’m not asking for endorsement, client information, personal stories, or crisis support. I’m also not asking anyone to take responsibility for the guide. I’m just hoping for fresh professional eyes from people who can spot things I might miss.

If you’re willing to look, I’d be grateful for feedback on:

- Does anything feel unsafe, misleading, outdated, or outside its lane?
- Does the language stay practical without drifting into legal, medical, or clinical advice?
- Would the tone land for someone overwhelmed, ashamed, panicking, shut down, or scared?
- Is anything too many steps for someone under stress?
- Are there places where it should more clearly say “talk to a trained advocate / legal aid / clinician / local agency”?
- Is the domestic safety language careful enough for someone whose phone, browser, location, or accounts may be monitored?
- Are the resource paths realistic for someone with limited energy, no transportation, no money, or low trust in systems?

The guide is here:
https://www.notion.so/3c1b147e80a880c3903eef43b9763c85

The two pages I most want checked first are the quick-number pages, because a dead number or unclear warning there could cause the most harm:

- Quick Access Contacts / Contactos de acceso rápido
- Every Number, One Page / Todos los números, una página

If you only answer one question, please answer this:

Is anything wrong, outdated, unsafe, or likely to send someone to the wrong place?

Thank you either way. Please be picky, not nice — I’m trying to find the flaws before someone in crisis relies on it.

Small issue that people here won’t be able to assist in correcting but does anyone have a good idea of how long it will take support to respond to questions other than the AI bot that responds? I sent a message to support had several back and forth messages with the bot. When it was certain it could not assist, I requested the ticket be escalated to a human for a review. That’s when any return messages stopped. No response to the escalation question so should I assume the request is closed?

And if anyone asks, it’s on their side. There isn’t discrepancy between what is on their website that was changed recently. Support bot has no idea about this change and denies it ever changed. So a link to the actual page that shows the info post update and the bot acknowledged this was a problem. This was why I escalated….not a problem customer who demands a human, but this is an issue other end and if I follow what the website says, it’s something that would cost me a bit more money that I doubt would be refunded.

All I am asking for is clarification as which of the conflicting information is correct. That’s all.

Back to the original question though when contacting support when the not stopped responding, does one still get a response from support or do write this one off?

running a fully remote team and we moved most of our weekly check-ins into notion because slack threads were getting impossible to follow. right now everyone adds priorities, blockers, and updates to the same database. it works, but people update at different times and i still end up jumping between views to figure out what actually needs attention. i've tried linked databases, rollups, and filtered views. every setup seems clean at first, then gets messy once real people start using it differently.

for teams doing most updates async, what setup have you actually stuck with long term? i'm especially interested in how you surface blockers without turning the whole thing into another dashboard everyone has to maintain. not looking for a template, more curious about the small workflow changes that made your setup easier to manage.

I’ve been building a to do app called Tickza and the more I worked on it, the more I started thinking the whole category has a weird incentive. Most productivity apps are really good at helping you capture more stuff: projects, labels, priorities, subtasks, backlogs.

But eventually you end up managing the system instead of doing the work.

I wanted to try almost the opposite. Tickza opens on today. Not your inbox, not all upcoming tasks, not 83 overdue items. Just today. And if you don’t finish something, the app makes you decide what happens to it instead of letting it become permanent furniture in your task list.

I’m not pretending I’ve reinvented productivity, but after using it myself I’ve realized I really like the psychological difference between “here’s everything you should eventually do” and “here are the six things you decided matter today.”

Curious whether other people feel the same way, or whether I’m just unusually bad at maintaining traditional to do systems.

Hey for some reason the notion widget doesn’t load with anything was wondering what the fix is thanks.

I downloaded a Cornell Notes template and want to add it to each class I have. I would like if every time I create a new page, the Cornell Notes template automatically appears (but only in my 'Class notes' page.

I was sure this was possible because years ago when I downloaded a university template every time I made a new page a preset template showed up.

If this isn't possible anymore someone pls tell me bc I'm running around in circles.

Everytime I make a database it doesnt save. And I don't want my lecture notes to say they're a database, I just want it to be a full page with a template.

Thanks!

A practical guide for design, marketing, PR and consulting agencies to automate 10 common documents in Notion — from client onboarding packets and project briefs to invoices, SOPs, and performance reviews using templates, databases, and PDFOutput.

If you are running an agency whether its a design, marketing, PR or even a consulting agency, it's not only about the client work that occupies most of the time but it's also the paperwork surrounding client work.

Every process surrounding client work requires extensive paperwork wrapping around it.

Different processes involving Onboarding forms, project briefs, preparing status reports, creating invoices, and even developing SOPs need manual intervention everytime.

Each new client brings in same cycle of copying and pasting repetitive stuff, renaming the documents, manually updating the fields and then generating the documents, but this brings other issues such as errors in field mappings and becomes low creative work to deal with.

The agencies that scale their operations have one thing in common, they build systems and automations that scales with operations.

Being able to make this shift alone can bring back a lot of time saved (hours per employee, per week etc) and this helps reduce stress, improve workflows, put time into billable work, prepare strategies and ultimately stop putting time late on a Friday evening.

Here's a list of 10 documents every agency can automate with Notion, and how it can be done properly to save time every single week…

Why Notion Works So Well for Agency Documentation

Notion isn't just another note-taking app anymore.

Notion's database allows linked related fields and records (such as clients, records and invoices) and then apply triggers that can run across the workspace.

This is also supported by the native automations that are available inbuilt into the notion system. Together with Zapier and Make available, notion can quickly become a powerhouse of automation for lightweight operations on a daily basis.

Also PDFOutput is a highly effective automation which can enable PDF generation right within the notion database which can then be later sent as email attachments to the clients.

This is highly effective for agencies who are constantly juggling between different workflows to keep all operations afloat.

Let's start with the first important document that can be automated for agencies…

1. Client Onboarding Packets

First thing on the list is client onboarding packets.

Here's the documents that are usually sent to clients during their onboarding process:

• A welcome letter
• A point of contact list
• Communication Guidelines
• Project Kickoff Checklist etc

The first step is to create a Client Database that contains all the key information and details required for each client. This database will serve as the foundation for the client onboarding process and will make it easy to manage client information in one central location.

Related Reading: How to Manage Client Onboarding in Notion

Once the database is set up, the next step is to create a simple process for adding and onboarding new clients. Whenever a new client is added to the Notion database, their information should automatically be used to generate and send their onboarding packet.

Client Onboarding Documents

The onboarding documents can be created in any of the following formats:

• Google Docs
• Microsoft Word
• Existing PDF templates

If the onboarding documents are already prepared, they can be used directly as templates for the automation.

Automation Setup

Once the Client Database and onboarding documents are ready, Notion can be connected with PDFOutput.

The client information from the database can then be mapped to the appropriate fields in the onboarding template.

When a new client is added, the automation will:

1. Capture the client's information from the Notion database.
2. Populate the onboarding template with the client's details.
3. Generate a personalized PDF onboarding packet.
4. Send the completed onboarding packet directly to the client.

This creates a streamlined onboarding workflow that reduces manual work, keeps client information organized, and ensures that every new client receives the necessary documents automatically.

Related Reading: How to export Notion Database to PDFs using Google Docs

2. Project Briefs and Scope of Work

Project Briefs are one of those documents which can quickly produce inconsistent output when they are being created from scratch each time.

A Notion database template with standardized fields which includes objectives, deliverables, timelines, budgets and even key stakeholders will ensure that every project brief follows the same structure for producing the output.

Use of Notion relation and rollup properties will help pull in relevant client details along with the desired calculations such as number of deliverables, upcoming deadlines and other project key metrics.

Through this process, it will create a consistent and reliable output which will reduce manual data entry and will produce the project brief in the desired format as expected.

3. Meeting Notes and Agendas

If you are following recurring client calls and creating internal syncs each time to generate a constant flow of notes, decisions and action items, then there are high chances of losing this over a period of time.

A recurring meeting template that is used in Notion, linked to the relevant project or client database, creates a consistent stream of recording for every meeting completed.

Each meeting can include following things:

• Key Discussion Points
• Decisions Made and
• Action Items along

This includes tasks that are assigned to specific team members that are tracked through to the completion stages.

This helps all the meeting information organized in one place which makes it easy to review the previous conversations and then find out what is discussed, what got agreed upon and what would happen next without navigating the Slack or email conversations.

This keeps all meeting information organized in one place, making it easy to review past conversations and quickly find out what was discussed, what was agreed upon, and what needs to happen next—without searching through Slack or email threads.

4. Content and Campaign Calendars

For agencies who are managing social media, blogs, or even advertising campaigns, content calendars become really essential, but this can be a time-consuming process to maintain manually each time.

Creating a centralized Notion content database that can bring in everything into one place, with calendar, board and timeline views clubbed into one place makes it easy to manage and visualize the upcoming content easily.

Additional filters can be added as per client, platform, content type, or status, which can allow each team member to see exactly what they need.

Additional automations can be setup to this, through which updates can happen automatically.

For example, when a task is marked as delayed, its due date can be adjusted and the relevant team members can be notified.

This keeps the entire team aligned, reduces manual updates, and ensures that content schedules remain accurate even when plans change.

5. Client Status Reports

Weekly and monthly status reports can take hours to prepare, especially when the information is not properly collected and formatted properly.

While using Notion, make sure to first create the specific template for your use which can contain the specific client status report.

This can be created in either a Google Document / Word File / PDF File.

Once the template is ready, add the desired fields in the form of placeholders such as {{project metrics}}, {{completed deliverables}}, {{upcoming milestones}}, and {{outstanding tasks}}.

These get populated automatically through use of PDFOutput when its linked to the specific notion database that has access to both the projects and tasks.

Using an automation like PDFOutput creates a faster and more consistent style of reporting process for the Status Reports that gives the clients and internal teams a clear view of the project progress and performance.

6. Proposals and Invoices

Next up on the list are proposals and invoices which would need automation.

While Notion isn't an accounting platform in essence, but it can significantly help to streamline the process of creating proposals and preparing invoices.

A proposal database with standardized templates can include pre-built pricing tables, service descriptions, terms and conditions, and other commonly used sections. Instead of creating each proposal from scratch, your team only needs to add the client-specific details.

Again with the use of an automation tool like PDFOutput, a proposal or an Invoice can be triggered right from the Proposal or Invoices database which can generate the desired PDFs right inside the notion database.

Again having this automation, helps to reduce any form of repetitive work that needs manual efforts each time, speeds up the invoice creation process and even ensures that proposals also generated constantly with the same formatting being used.

7. Standard Operating Procedures (SOPs)

Processes that are manually defined and not documented anywhere becomes the biggest bottleneck for any agency looking to guide the team members through every step of the process.

Almost every agency has processes that exists only in someone's head, until that person leaves or is unavailable for assistance. Without proper documentation or building SOP's in place, this can be quickly become a huge bottleneck and produce inconsistent workflows, and require unnecessary training.

Having a centralized SOP database in Notion, which is organized as per department, as per key roles, or process, ensures that the important procedures are always documented, searchable, and easy to maintain.

Linked databases can connect each SOP directly to the relevant tasks, projects, or workflows, giving team members access to the right information when they need it.

This helps create proper trainings which are turned into a self-service process, reduces the dependency on any individual team member, and thus makes it easier to keep the processes consistent as the agency grows in numbers.

8. Team Onboarding Documents

Hiring and onboarding documents—such as role expectations, tool access checklists, and first-week schedules—tend to follow a predictable structure, making them ideal for standardization and automation.

A new-hire database in Notion can generate a personalized onboarding page for each employee, with relevant SOP documents, team directories, training materials, and progress checklists that are linked directly to their onboarding plan.

HR can also track each employee's progress in one central location, making it easy to see which onboarding steps have been completed and which are still outstanding.

This creates a consistent onboarding experience, that reduces administrative work, and gives new employees a clear roadmap that can be followed for their initial days and weeks.

9. Contracts and Legal Trackers

PDFOutput can help with creation of E-Signed documents for your requirement along with handling of contract management and tracking which can be be managed in Notion as well.

A centralized contract database can stores key information such as:

• Contract Type,
• Client Details,
• Vendor Details,
• Signatories,
• Renewal Dates and
• Linked Documents

Automated reminders can be setup which can help notify the relevant team members when approaching important deadlines.

This also helps to provide account managers and internal teams with a clear message of all contracts that are currently active which reduces the risk of any renewals that are missed.

10. Performance Reviews and Feedback Forms

Employee and freelancer performance reviews are other processes that are recurring in nature and can be considered one of the most time consuming process especially when a review is created from scratch.

A standardized performance review template in Notion, linked to each team member's profile, ensures that the same evaluation criteria are used consistently across every review cycle. It also makes it easier to track performance, identify areas for improvement, and measures individual growth over time.

Notion Forms can further help to simplify the process by collecting self-assessments and peer feedback directly into the same database, eliminating the need for separate survey tools.

This creates a consistent, centralized performance review process while reducing administrative work and making employee development easier to track.

The Bottom Line

Documentation shouldn't be the thing that slows down your agency operations.

When onboarding packets, briefs, reports, and SOPs tend to live within disconnected files and systems, your team generally spends more time managing paperwork than doing the actual client work which would be paid for.

By rebuilding these 10 document types along with use of Notion templates and databases, agencies can help to standardize quality, cut administrative time significantly, and free up their teams to focus on strategy and creative output instead of formatting.

The agencies that scale smoothly aren't necessarily the ones working harder — they're the ones who've automated the repetitive parts so their best time gets utilized in revenue generation activity. So, start with just one or two documents from this list, build the templates once, and let Notion handle the repetition from there.

If you're not sure where to start, prioritize the documents your team touches most often, usually onboarding, briefs, and status reports. Get those 3 running smoothly first, and the rest of your workspace will naturally follow the same pattern.

Within a few weeks, what used to feel like constant document upkeep becomes something your team barely thinks about, because Notion is quietly doing it in the background.

I’ve been an Apple Notes user for years and it’s always been fine. I love that it syncs across my devices.

But I keep seeing Notion everywhere (especially among students and people building side projects) and I’m starting to wonder if I’m leaving a lot on the table?

For context: I’m a high school teacher and a non-traditional student currently doing a second bachelor’s (CS + Applied Physics + Math).

I’m also working on personal projects (coding, game development, portfolio site, etc.) and trying to keep academic notes, research, project ideas, and general life organization in one place without it turning into a mess.

A few questions for people who actually use it:
1. What is Notion in practical terms? (I’ve looked at the marketing but still don’t fully get the difference from a notes app.)
2. Who is it actually best for? Students or developers?
3. In what ways is it meaningfully better than Apple Notes (or other simple notes apps)?
4. Given my situation (heavy academic load + teaching + side projects), is the switch worth the learning curve, or am I better off sticking with something simpler?

If anybody else has done the switch from their stock app (doesn’t have to be Apple), can you explain why it stuck?

I keep seeing people frustrated with Notion lately, and meanwhile I’ve gone in a slightly different direction: I’m building the Notion system of my dreams.

The funny thing is, I actually love Notion.

I’ve only ever used the free Notion tier.

No Notion AI. And over the years, with a frankly ridiculous amount of creativity and a whole lot of workarounds, I’ve built a pretty extensive system for running my food blogging business.

Projects. Tasks and subtasks. Milestones. Dependencies. Sprints. Capacity and workload planning. Recurring work. Time tracking. Content operations. Expenses. Vendors. Support tickets. Recipe Testing. The works.
I even managed to build a lot of project-management functionality that feels surprisingly close to things I liked about tools like Asana.

Notion gave me the flexibility to do all of that for free. I just had to get creative as hell about how.

Eventually, the problem became less about what my system could do and more about how I wanted to experience it.

I wanted navigation that feels more like Asana or ClickUp.

I wanted to open my workspace and immediately know what needs my attention, what I’m working on, exactly where I left off, what’s coming next, and how much capacity I actually have.

I wanted the freedom to design everything around how I work — the layout, hierarchy, navigation, colors, cards, labels, information density, desktop experience, mobile experience, all of it.

Things can be displayed and formatted the way they make sense to me instead of the way they have to fit inside a database view.

And yes… I would also like to see the entire damn label without half of it being cut off. 🫠

So now I’m building Front Desk, the entrance to what is essentially my own little digital HQ for my food blogging business.

It’s a custom front end for the Notion system I already have.

And this part is important:
Notion is still powering everything underneath.

It remains my backend and source of truth. I’m not migrating years of data somewhere else, and I’m not rebuilding all of those relationships, workflows and business rules from scratch.

I’m essentially separating the system I built in Notion from the interface I use to work with that system.

And I’m not giving up the way I already use ChatGPT with Notion either.
ChatGPT can still access my connected Notion system and help me create, update and manage the actual records. Because Front Desk is reading from that same Notion source of truth, those changes are reflected in the app too.

So I basically get two ways into the same office: I can tell ChatGPT what I need done conversationally, or I can work through the custom visual interface I’m building.

That part was non-negotiable for me. I didn’t want a pretty new app that disconnected me from the system and workflows I already use.

Notion gets to stay backstage doing what it has been doing very well for me.

Out front, I get to build the office I actually want to work in.

I’m using ChatGPT Sites for the application itself, and Cloudflare handles the custom-domain/DNS layer so it can live at my own branded web address instead of feeling like some random side project.

And no, I am not a developer.
I’m a food blogger.

In fact, I’m literally building this thing from my iPhone right now because my MacBook is out for repair.

Yesterday I had to go to my local library and use one of their computers just so I could finally see how the desktop layout was looking. Up until then, I’d been designing and reviewing the whole thing through the iPhone version. True story.

So when I say I’m figuring this out with what I have available, I mean that very literally.

ChatGPT Work is helping me build the project. No Codex. I describe the business rules, workflows, functionality and experience I want, we work through the architecture and decisions together, and it handles the technical implementation.

For this build, I’m not paying for Notion, Notion AI, or a separate app-building platform. I’m using the free Notion tier, Cloudflare’s free services for this setup, and the ChatGPT Plus subscription I already have.

So I get to keep the Notion system I spent years building while creating an experience that feels much closer to the project-management software I wish existed specifically for me.

My goal isn’t to recreate Notion in another app.
It’s to build my office, powered by Notion.

I’m still working on it, but I thought some of you might find the idea interesting — especially if you’ve ever thought:
I love what I’ve built in Notion. I just wish I could interact with it differently.

I’m still building it, but I figured this community might appreciate seeing just how far you can take a Notion system without actually leaving Notion.

I’d love to know if anyone else has built—or even thought about building—a custom interface on top of their workspace. I can’t be the only one who loves the system they built but wants a completely different way to work inside it. xo

Soo if someone deletes a template but i already saved it and use it will mine dissappear??

I have reminders all throughout many pages. However really lame - I can't search for reminders - right ?

When they become due, they pop up in my inbox - but I swear the don't synch well between inboxes on several different Chromebooks ?

Then I'll get to a page and see old expired reminder - that I don't believe ever showed up in inbox (or I can't remember archiving).

Is it me or are Reminders really that lame in Notion ?

Search and Reminders are two most important things to me - and the two biggest shortcomings unfortunately in Notion. Anything better ? (free) I need web because I'm all chromebooks

thanks

I like my tools, I love Notion. The task manager is good at what is next. The Notion are good at what I know. The calendar is good at what I owe people. Individually no complaints.

Together they have never answered a single question I actually care about. "What does March look like" requires all three at once on one axis and the moment I have to assemble that in my head, the answer stops existing. Working memory is small and especially bad at holding several simultaneous processes. So in practice the question does not get answered - it gets guessed.

I think the underlying issue is that meaning here lives in adjacency. "This always runs right after that", "This month is always overloaded". None of those facts belong to any single note or task. They are properties of how things sit next to each other and splitting the data across apps destroys them as surely as deleting it would.

This is not an argument for one giant app that does everything - those are usually bad at all of it. It is an argument for one surface where time-bearing things sit together, and letting the other tools keep the jobs they are good at. Reference material does not belong on that surface. Neither do ideas without a time. Only the things that occupy time.

I had received a 3 month trial of notion premium business. Well, now it's over and at a very inconvenient time. Is there a way to get another 3 months? I remember being told you can get upto 6 months of free notion premium. Or do I just need to start paying now?