Create Notion Templates Easily in 4 Steps

Jason Gong
LAST UPDATED
June 25, 2024
TL;DR

Click the '+' button, name your page, and add components.

By the way, we're Bardeen, we build a free AI Agent for doing repetitive tasks.

If you're using Notion, you might love Bardeen's Notion integration. It helps automate data transfer and template creation, making your workflow smoother.

Creating a Notion template can revolutionize your workflow, helping you stay organized and efficient. In this step-by-step guide, we'll walk you through the process of making a custom Notion template from scratch. Whether you're a freelancer, project manager, or content creator, you'll learn how to harness the power of Notion templates to streamline your work and boost productivity.

Understanding Notion Templates

A Notion template is a pre-designed and structured page that serves as a starting point for creating new pages with similar content and layout. Templates help transfer LinkedIn data into Notion by providing a consistent framework for organizing information, saving you time and effort in setting up new pages from scratch.

Notion templates offer numerous benefits, including:

  • Improved organization and consistency across your workspace
  • Increased efficiency and productivity by eliminating repetitive setup tasks
  • Easier collaboration with team members using standardized formats

There are various types of Notion templates designed for specific purposes, such as:

  • Task management templates for tracking projects, deadlines, and assignments
  • Content calendar templates for planning and scheduling blog posts, social media, and marketing campaigns
  • Client management templates for organizing client information, communication, and deliverables

These templates can be applied in various fields, including freelancing, project management, and content creation. By leveraging the power of Notion templates, professionals in these areas can optimize their workflows, ensure consistency, and focus on their core responsibilities. For more advanced uses, you can scrape data from websites and integrate it into Notion efficiently.

Setting Up Your Notion Template

To start creating a Notion template, follow these steps:

  1. Create a new page in your Notion workspace by clicking on the "+" button in the left sidebar and selecting "Page."
  2. Give your template a descriptive name that reflects its purpose, such as "Project Management Template" or "Content Calendar Template."
  3. Begin structuring your template by adding the necessary components, such as databases, pages, and blocks.

When setting up your template, consider the specific needs of your workflow or project. Tailor the structure and components to streamline your processes and make information easily accessible.

Notion's building blocks, such as blocks and databases, are essential for creating effective templates:

  • Blocks are the basic units of content in Notion, including text, images, lists, and more. Use blocks to organize information and create visually appealing layouts.
  • Databases are powerful tools for storing and managing structured data. They allow you to track tasks, deadlines, and other relevant information in various views, such as tables, boards, and calendars.

When using databases in your template, consider the following:

  • Define properties that capture essential information for your workflow, such as task status, due dates, and assigned team members.
  • Create multiple views to visualize data in different formats, making it easier to understand and manage.
  • Use filters and sorting options to focus on specific subsets of data and prioritize tasks.
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By effectively leveraging Notion's building blocks and structuring your template to suit your specific needs, you can automate lead management and create a powerful tool that enhances your productivity and organization.

Customizing Templates for Specific Needs

Notion templates are highly adaptable and can be tailored to suit various purposes, such as project tracking, client management, or personal productivity. To customize a template for your specific needs, consider the following:

  • Identify the key information and data points you need to track for your specific use case, such as task status, deadlines, client details, or project milestones.
  • Create custom properties within your databases to capture this information effectively. For example, you might add a "Client Name" property for client management or a "Task Priority" property for project tracking.
  • Utilize different property types, such as select, multi-select, date, and checkbox, to ensure data is entered consistently and accurately.
  • Leverage relational databases to link related information across multiple databases, such as connecting tasks to specific projects or clients.

To make your templates more dynamic and interactive, you can use formulas and rollups to automate calculations and aggregate data based on user input. For instance:

  • Create a formula property that calculates the remaining days until a deadline based on the current date and the due date property.
  • Use a rollup property to automatically sum up the total hours spent on tasks within a project, based on data entered in a separate "Time Tracking" database.
  • Set up conditional formatting rules to highlight overdue tasks or projects nearing completion, making it easier to prioritize and stay on top of important work.

By customizing your Notion templates with specific properties, relational databases, formulas, and rollups, you can create powerful, tailored solutions that streamline your workflows and adapt to your unique needs.

Sharing and Collaborating with Notion Templates

Once you've created a Notion template, you may want to share it with others or collaborate with team members. Notion makes it easy to share templates and work together seamlessly. Here's how:

Sharing Templates

  • Click the "Share" button in the top-right corner of your Notion page.
  • In the "Share" menu, select the "Publish" tab.
  • Click the "Publish to web" button and ensure the "Allow duplicate as template" option is toggled on.
  • Copy the public-facing URL or click the "Copy web link" button to share your template with others. You can also integrate Google Drive to manage shared files.
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To submit your template to the Notion Template Gallery, visit notion.so/submit-a-template and fill out the form with your template's details, such as name, description, and category.

Collaborating on Templates

Notion's collaboration features allow multiple users to work on a template simultaneously. To collaborate on a template:

  • Click the "Share" button in the top-right corner of your Notion page.
  • In the "Invite" tab, enter the email addresses of the people you want to collaborate with, or copy the link to share with them directly. You can also connect Google Docs for seamless document editing.
  • Set the appropriate permissions for each collaborator, such as "Can edit," "Can comment," or "Can view."
  • Collaborators can now access the template and work together in real-time, with changes syncing automatically.

By leveraging Notion's sharing and collaboration features, you can easily distribute your templates to others and work together to customize and refine them for your specific needs.

Advanced Tips for Notion Template Creators

As you become more proficient in creating Notion templates, you may want to explore advanced features to enhance your templates further. Here are some tips to take your templates to the next level:

Integrating Third-Party Tools

Notion's API allows you to integrate various third-party tools to extend the functionality of your templates. By connecting external services, you can automate tasks, import data, and create a more seamless workflow. Some popular integrations include:

  • Google Calendar for syncing events and deadlines
  • Slack for real-time communication and notifications
  • GitHub for version control and collaboration on code-related projects

When integrating third-party tools, be mindful of the permissions and access you grant to ensure the security and privacy of your data. You can also connect Microsoft Excel for enhanced data management.

Maintaining and Updating Templates

As your needs evolve and Notion introduces new features, it's essential to maintain and update your templates regularly. This ensures that your templates remain relevant, efficient, and compatible with the latest Notion updates. Consider the following:

  • Periodically review your templates to identify areas for improvement or simplification
  • Gather feedback from template users to understand their experience and incorporate their suggestions
  • Stay informed about Notion updates and new features that could enhance your templates

By continuously refining and updating your templates, you can provide a better experience for yourself and others who use your templates.

Keeping It Simple

While it's tempting to add numerous features and complexities to your templates, it's crucial to strike a balance between functionality and usability. As one Notion user advises, "The more I try to add and complicate it, the less usable it actually is for me." When creating templates, consider:

  • Focusing on the core purpose of the template and prioritizing essential features
  • Ensuring that the structure and navigation of your template remain intuitive and user-friendly
  • Avoiding excessive customization that may hinder the template's adaptability for different users and use cases

By following these advanced tips and best practices, you can create powerful, efficient, and user-friendly Notion templates that cater to your specific needs and help you stay organized and productive. For more tips on improving your workflow, consider automating your outreach.

Boost Your Notion Workflows with Bardeen Automations

While creating a Notion template manually is a great way to systematize your workflow, automating your Notion tasks can take productivity to the next level. Thanks to Bardeen, you can automate various Notion-related tasks, from page creation to data import, enhancing your productivity and ensuring your Notion workspace remains organized and up-to-date.

  1. Save the currently opened ThemeForest search results to Notion: Automatically transfer your curated ThemeForest search results into your Notion workspace. Ideal for designers and developers looking to streamline their design inspiration collection process.
  2. Copy all Jira issues to Notion: Seamlessly integrate your project management and workspace tools by copying all Jira issues into a Notion database. This playbook ensures that your team's tasks and progress are centralized in Notion for easy access and collaboration.

Explore these automations to enhance your Notion workflows, and download the Bardeen app at Bardeen.ai/download to get started.

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