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What it is
Advanced Notion workspace design covering database architecture, relations and rollups, templates, dashboard creation, team workspaces, formulas, API integrations, and using Notion as a CRM, project manager, and knowledge wiki.
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SKILL.md
346 lines · 1,751 words
Use this skill when:
User asks about notion master techniques or best practices
User needs guidance on notion master concepts
User wants to implement or improve their approach to notion master
Advanced Notion workspace design covering database architecture, relations and rollups, templates, dashboard creation, team workspaces, formulas, API integrations, and using Notion as a CRM, project manager, and knowledge wiki.
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What it teaches a bot, what it covers, and the whole file to read.
What it covers
When to Use
Questions to Ask First
Database Design Principles
Relations and Rollups
Templates
Dashboard Creation
Formulas
API Integrations
Notion as CRM / Project Manager / Wiki
Team Workspace Design
Advanced Tips
Process
Output Format
Edge Cases
Example
The request falls outside the scope of notion master
User needs a different specialized skill for their specific situation
The topic requires professional consultation beyond general guidance
Before building any Notion system, clarify the use case:
What problem are you trying to solve with Notion? (Project management, knowledge base, CRM, personal productivity, team collaboration)
Are you building for yourself, a small team, or an organization?
What tools would Notion replace or integrate with?
How many people will use this workspace? What are their technical comfort levels?
What data do you need to track? (Tasks, contacts, content, finances, notes)
How do different types of information relate to each other?
What views do you need? (Calendar, kanban, table, gallery, timeline)
Do you need external integrations? (API, Zapier, email, calendar sync)
What is your Notion experience level? (New, basic user, intermediate, power user)
What has failed in previous productivity systems you've tried?
When to use a page: Freeform content, documentation, meeting notes, journals When to use a database: Anything you want to filter, sort, view in multiple ways, or relate to other data
Flat Database (Simplest): One database, one view, no relations. Use for simple to-do lists, bookmarks, reading lists.
Hub and Spoke (Moderate): One central database linked to several supporting databases. Use for project management, CRM. Example: Projects (hub) linked to Tasks, Notes, Files (spokes).
Relational Network (Complex): Multiple databases with many-to-many relations. Use for full business operating systems. Example: Clients <-> Projects <-> Tasks <-> Team Members <-> Invoices.
Step 1: List all things you need to track
Step 2: Define properties for each database
Step 3: Define relationships between databases
Step 4: Create views for each use case
Example for a freelance business:
Databases: Clients, Projects, Tasks, Invoices, Meeting Notes
Clients -> Properties: Name, Company, Email, Status (Lead/Active/Past),
Source, Projects (Relation), Total Revenue (Rollup), Last Contact
Relationships:
Clients <-->> Projects (one client has many projects)
Projects <-->> Tasks (one project has many tasks)
Projects <-->> Invoices (one project has many invoices)
Views for Tasks:
"My Tasks Today" (filtered: assigned to me, due today)
"Project Kanban" (grouped by project, kanban by status)
"Calendar" (calendar view by due date)
"Overdue" (filtered: due before today, not complete)Relations link items across databases -- the most powerful feature in Notion.
One-to-many (most common): Each Client has many Projects. In Projects database, add Relation property pointing to Clients.
Many-to-many: Each Project can have many Team Members and vice versa. Add Relation and enable "Show on Team Members."
Rollups aggregate data from related database items:
| Property in Related DB | Rollup Function | Use Case |
|---|---|---|
| Number (hours) | Sum | Total hours on a project |
| Number (amount) | Sum | Total revenue per client |
| Checkbox (complete) | Percent checked | Project completion % |
| Date (due date) | Latest date | Project deadline |
| Any property | Count all | Number of related items |
Self-Relation: Tasks database with "Blocked By" relation pointing to itself -- for task dependencies.
Junction Table: Instead of Team Members <-> Projects directly, use Team Members <-> Assignments <-> Projects. The Assignments database adds Role, Hours allocated, Start/End dates -- metadata about the relationship itself.
Database templates pre-fill properties and content when creating new items.
Meeting Notes Template:
Properties: Date: Today, Status: Draft, Type: Meeting Notes
## Attendees
-
## Agenda
1.
## Discussion Notes
## Action Items
- [ ]
## Next StepsUse Notion's "Repeat" feature on database templates for weekly reviews, daily standups, etc. Set a template to repeat every Monday with pre-filled sections for wins, challenges, metrics, and next week's priorities.
Single pane of glass: Most important information without clicking away
Progressive disclosure: Summary first, details on click
Actionable: Each widget should inform a decision or action
Updated automatically: Use linked databases that reflect real-time data
Use linked database views as dashboard widgets:
Type /linked and select "Linked view of database"
Choose the source database
Apply filters specific to this context
Choose the appropriate view (table, board, calendar, gallery, list)
Show only relevant properties
Set appropriate sort order
Typical personal dashboard widgets: Quick Capture box, Today's Schedule (calendar filtered to today), Active Tasks (filtered not complete), Projects Overview (board by status), Recent Notes (sorted by last edited, limit 5), Goals with progress bars.
Typical team dashboard widgets: Sprint Board (tasks kanban filtered to current sprint), Project Status table with rollup progress, Upcoming Deadlines (next 14 days), Key Metrics, Announcements.
Days Until Deadline:
dateBetween(prop("Due Date"), now(), "days")Status Color Coding:
if(prop("Status") == "Complete", "Done",
if(dateBetween(prop("Due Date"), now(), "days") < 0, "OVERDUE",
if(dateBetween(prop("Due Date"), now(), "days") < 3, "Urgent",
"On Track")))Progress Percentage:
round(prop("Tasks Complete") / prop("Total Tasks") * 100)Time Tracking:
dateBetween(prop("End Time"), prop("Start Time"), "hours")Use prop("Property Name") to reference properties
Nested if statements handle multiple conditions
dateBetween() is the most useful date function
Test formulas with known data before applying to full database
Notion 2.0 formulas support variables with let() for cleaner logic
Sync data from other tools into Notion databases
Create Notion pages from external triggers (forms, emails)
Read Notion data for reporting or dashboards
Automate database updates based on external events
Gmail -> Notion: New email -> Create page in Inbox database
Notion -> Slack: Item status changed to "Blocked" -> Notify channel
Typeform -> Notion: Form submission -> Create CRM entry
Notion -> Google Calendar: New Events item -> Create calendar eventCONTACTS: Name, Company, Email, Status (Lead/Prospect/Customer/Churned),
Source, Last Contact, Next Follow-Up, Deal Value, Interactions (Relation)
Views: Pipeline Board, Follow-Up Calendar, High-Value Table, Needs Contact
INTERACTIONS: Title, Contact (Relation), Date, Type (Call/Email/Meeting),
Outcome, Follow-Up Action, Follow-Up DatePROJECTS: Name, Status, Owner, Dates, Priority, Client (Relation),
Tasks (Relation), Completion % (Rollup)
Views: Active Board, Timeline, My Projects, Client View
TASKS: Name, Project (Relation), Assignee, Status, Priority, Due Date,
Effort (S/M/L), Complete (Checkbox), Blocked By (Self-relation)
Views: Sprint Board, My Tasks, Calendar, Backlog/Wiki -> ./Engineering (Architecture, Onboarding, Standards)
-> ./Product (Specs, Research, Roadmap)
-> ./Operations (Processes, Policies, Templates)
-> ./Team (Directory, Meeting Notes, Norms)
Tips: Consistent heading structure, tags as properties,
cross-link related pages, add "Last Reviewed" dates.Teamspace: [Team Name]
Dashboard, Projects, Tasks, Meeting Notes, Knowledge Base, Templates
Teamspace: Personal
My Dashboard, Personal Notes, Journal, Learning| Level | Can See | Can Edit | Best For |
|---|---|---|---|
| Full Access | Everything | Everything | Team members, admins |
| Can Edit | Shared pages | Shared pages | Collaborators |
| Can Comment | Shared pages | Comments only | Stakeholders |
| Can View | Shared pages | Nothing | External viewers |
Keep databases under 10,000 items when possible
Use filtered views instead of separate databases for subsets
Avoid deeply nested pages (3-4 levels max)
Archive completed items periodically
Use synced blocks sparingly
Over-engineering: Start simple, add complexity only when needed
Too many databases: If two databases always relate 1:1, merge them
No naming convention: Use consistent prefixes or patterns
Ignoring templates: If you create the same structure twice, make it a template
Not using filtered views: One database with 10 views beats 10 separate databases
No archive strategy: Old data clutters views and slows performance
Gather information. Ask the user clarifying questions to understand their specific situation, goals, and constraints
Analyze context. Review the information provided and identify key factors relevant to notion master
Develop recommendations. Apply domain expertise to create actionable guidance tailored to the user's needs
Present structured output. Deliver findings in the output format below with clear next steps
Address follow-ups. Answer additional questions and refine recommendations based on feedback
## Notion Master Analysis
### Assessment
[Key findings and observations]
### Recommendations
1. [Primary recommendation]
2. [Secondary recommendation]
3. [Additional suggestions]
### Action Items
- [ ] [First action step]
- [ ] [Second action step]
- [ ] [Follow-up task]Incomplete information: Ask clarifying questions before proceeding with recommendations
Conflicting requirements: Prioritize the most critical constraint and note trade-offs
Out of scope requests: Redirect to appropriate specialized skill or professional resource
Beginner vs advanced: Adjust depth and terminology based on user's experience level
Input: "Help me with notion master for my current situation"
Output:
Based on your situation, here is a structured approach to notion master:
Assessment: Evaluate your current state and identify key areas for improvement
Strategy: Develop a targeted plan based on best practices
Implementation: Execute the plan with specific, measurable steps
Review: Monitor progress and adjust as needed
SKILL.md
346 lines · 1,751 words
The text of SKILL.md is shown as it downloads, under the Apache-2.0 license, by Ferrox Labs. The license is the one in the file's own frontmatter.
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