Team Tasks

Productivity boils down to completing tasks efficiently and effectively toward larger initiatives. Using a Notion database, you can manage your team's tasks across projects easily and granularly to maximize your performance 💪Let's build a high-utility to-do system:

In this tutorial, you will:

1. Create a new database 2. Configure properties Add or edit properties 3. Add tasks Define property values 4. Customize views Add a board view Add a filtered view Add a deadline calendar 5. Share your team's tasks

1. Create a new database

Add a new page to your workspace, and select Table from the grayscale menu.

Name your database. Hover over the title to add an icon if you like.

2. Configure properties

Add properties that will help track your tasks. Consider how you'll want to sort and filter them. Our example includes these properties:

Status (Select): Especially useful for visualizing progress on board views.

Assign (Person): Who's responsible for the task?

Priority (Select): How urgent is it?

Due Date (Date): When's the deadline?

Date Created (Created Time): How old is the task?

Add or edit properties

Click Properties at the top of your table.

Click the name of an existing property to edit it or + Add a property to create a new one.

Name your property.

Under Property Type, select the type of information you want it to contain.

Repeat for each property.

You can also rename the Name (Title) property to Tasks by clicking on it.

3. Add tasks

To add a new task to your database, you have two options:

Enter tasks directly by clicking on an empty row. You can also click + New at the bottom to add a new row.

Click the New button at the top right of your table to add a task and open it in preview mode.

Define property values

For Select properties, such as Status and Priority in our example, you'll create dropdown options when using them for the first time. Simply type the value and hit enter. If you'd like, choose a color that corresponds with each option's meaning, like green for Completed.

For Person properties, you can choose among the members of your workspace. They'll be notified each time you assign them to a task.

Created Time (as well as Created By, Last Edited Time and other advanced properties) are generated automatically.

4. Customize views

Notion allows you to view the same data many different ways — however is most useful. You can choose to see your data arranged in a table, on a board, on a calendar, in a gallery, etc. You can also create views of your data filtered or sorted any way you want.

Add a board view

Notion's kanban-style board lets you to group pages by a shared property. For example, you can group items by stage in a process, then drag them satisfyingly to completion.

To create a board view:

Click + Add a View at the top of your table.

Type a name for your board, likely aligned with its grouping and filtering. Below, we've grouped by Status, so we've named the view "By Status."

Choose Board and click Create.

At the top of your new board, click Group by and choose the property for grouping pages. The first option will be selected by default, as we see with our Status grouping.

Add a board grouped by the Assign property to see tasks divided by person. Add a board grouped by Priority to see tasks categorized by urgency.

Add a filtered view

Let's say you want to see only tasks assigned to a particular colleague. To add a filtered view of your board:

Click the dropdown menu at the top left of your database.

Select ••• next to your current view, and choose Duplicate.

Click the same dropdown menu, then ••• next to your copied view. Give it a name that represents the filter, such as Ivan's Tasks, and hit enter.

At the top of the board, select Filter and + Add a Filter.

Choose the property to filter and which pages should be shown and hidden. For our Ivan's Tasks view, we've filtered for tasks where the Assign property Contains Ivan Zhao.

Add a deadline calendar

Viewing your Notion database as a calendar gives you a quick, visual sense of deadlines. Here's how to create a calendar view of your tasks:

Click the dropdown menu at the top left of your database.

Choose + Add a View.

Enter a name for your calendar view, then choose Calendar and click Create.

By default, your calendar will show an existing Date property; in our case, that's Due Date. To select another Date property to display on your calendar, click By [property name] at the top of your database and select your alternative date property.

5. Share your team's tasks

Sharing your tasks keeps your team synchronized, accountable and high-functioning.

To make tasks accessible to all members of your workspace, click Share at the top right of the page and toggle on Workspace Access.

If you'd prefer to limit access to particular team members, click Share at the top right of the page, then Invite a Person. Add members of your workspace by name or other users by email address. Choose an access level for each of them.

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Note: Invitees without an existing Notion account will be prompted to create one. Learn more about sharing →

Something we didn't cover? Message us in the app by clicking ? at the bottom right on desktop (or in your sidebar on mobile). Or email us at team@makenotion.com ✌️