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What is Notion?

Now, just in case you are not familiar with Notion, you can think of it as an all-in-one productivity workspace, that allows users to create and organize customized  notes, tasks, projects, and more in one place. 

It offers a variety of tools such as databases, calendars, kanban boards (eg. For tracking workflow), and more to help users stay organized and productive. 

Notion is especially known for its flexibility and customization options, making it a popular choice for individuals and teams looking to streamline their workflows.

Creators@ SoftwareFolder | The SoftwareFolder Notion Page

What is a Notion page?

Notion pages are a specific type of document in the application that can be used to organize information and collaborate with others. They can be customized with tables, databases, and other features to fit individual needs. 

Notion pages can of course be shared with others, allowing for real-time collaboration on projects and notes.

Notion pages can also be embedded with different types of content such as images, videos, links, and even code snippets. They are designed to be flexible and adaptable, catering to a wide range of tasks such as project management, note-taking, data organization, and more.

How do people use Notion pages?

Besides the obvious use for note-taking, people are using the Notion all-in-one productivity platform in a variety of ways. Here is a list of some common use cases:

  1. Project Management: Notion allows users to create Kanban boards, Gantt charts, and other project management tools to plan, organize, and track progress on projects.

  2. Task Management: Users can create to-do lists, set reminders, and establish deadlines to manage tasks efficiently.

  3. Knowledge Base: Notion can serve as a centralized knowledge base where users store and organize information, documents, and resources for easy access.

  4. Database Management: Users can create custom databases to track information, such as contacts, inventory, or expenses, and use filters and views to analyze and visualize data.

  5. Collaboration: Notion enables real-time collaboration on documents, projects, and databases, making it a valuable tool for teams working together remotely.

  6. Goal Tracking: Users can set and track personal or professional goals, habits, and milestones using Notion’s flexible templates and tracking tools.

  7. Content Creation: Notion can be used for blogging, writing articles, creating presentations, and designing web pages with its flexible layout options.

  8. Personal CRM: Users can maintain a personal CRM (Customer Relationship Management) system to manage contacts, track interactions, and stay organized.

  9. Event Planning: Notion can be used to plan events, manage guest lists, create schedules, and track tasks related to organizing an event.

  10. Education: Notion is popular among students and educators for organizing study materials, lesson plans, research notes, and collaborative projects.

Overall, Notion’s flexibility and customization options make it a versatile tool that can adapt to various workflows and cater to a wide range of productivity needs beyond just note-taking.

Creators@ SoftwareFolder | The SoftwareFolder Notion Page

Notion Templates

Rather than starting from absolute scratch you can use Notion templates for building your own productivity and database-centred pages far quicker and accurately than working from scratch. 

Notion templates often incorporate best practices and proven methods for organizing information or managing tasks. By using templates created by experienced users or Notion experts, users can benefit and learn from established workflows and structures.

Template Consistency

Another useful thing to know is that templates help maintain consistency across different pages or projects within Notion. 

By using the same template for similar tasks or projects, users can ensure a uniform structure and organization, making it easier to navigate and manage their workspace.

Advanced Notion

The advanced version of Notion provides additional features such as API access, custom properties, and advanced sorting options.

These features are useful for businesses and power users who need more control over their data and workflows. Notion’s advanced version also offers unlimited storage and custom domains.  

Creators@ SoftwareFolder | The SoftwareFolder Notion Page

Notion Databases

Building databases with Notion may well be one of the more daunting tasks for especially individuals not accustomed to using similar software platforms.

Fortunately, there is little to worry about as Notion offers a user-friendly interface and a variety of templates to help you get started. 

By utilizing these templates and exploring the different features Notion has to offer, you can gradually build your database with ease. 

Remember, practice makes perfect, so don’t hesitate to experiment and familiarize yourself with the tools available to you. With time and patience, you’ll become more confident in creating and managing databases in Notion.

Types of Notion databases

Starting with a fresh Notion page or template, build an array of different types of databases including for example;

1. Task Management Database: Create a database to keep track of tasks, deadlines, and progress.

2. Knowledge Base Database: Organize information, articles, and resources for easy access and reference.

3. Project Management Database: Manage projects, tasks, timelines, and team collaboration.

4. Habit Tracker Database: Track habits, set goals, and monitor progress over time.

5. Contact Management Database: Store and organize contacts, emails, and important details.

6. Expense Tracking Database: Monitor expenses, budgets, and financial transactions.

7. Recipe Database: Collect and organize recipes, meal plans, and grocery lists.

8. Book Library Database: Catalogue books, reviews, reading lists, and recommendations.

9. Fitness Tracker Database: Record workouts, fitness goals, progress, and measurements.

10. Event Planning Database: Plan events, guest lists, schedules, and to-dos.

Summary and Key Takeaways:


  • Notion Overview: Notion is an all-in-one productivity workspace that allows users to create and organize customized notes, tasks, projects, and more in one place. It offers a variety of tools like databases, calendars, and kanban boards for organization and productivity.


  • Notion Pages: Notion pages are documents within the application that can be customized with tables, databases, and other features to suit individual needs. They can be shared for real-time collaboration.


  • Common Use Cases: People use Notion for various purposes beyond note-taking, including project management, task management, knowledge base organization, collaboration, goal tracking, content creation, personal CRM, event planning, and education.


  • Notion Templates: Using Notion templates can save time, provide inspiration, ensure consistency, and help users learn best practices for organizing information and managing tasks effectively.


  • Advanced Notion Features: The advanced version of Notion offers additional features like API access, custom properties, advanced sorting options, unlimited storage, and custom domains, catering to businesses and power users.


  • Notion Databases: Building databases in Notion can be made easier with the user-friendly interface and templates available. Users can create various types of databases for tasks, knowledge base, project management, habit tracking, contact management, expense tracking, recipes, book library, fitness tracking, and event planning.

    Overall, Notion’s flexibility, customization options, templates, and advanced features make it a versatile tool for individuals and teams to streamline workflows and manage a wide range of productivity needs effectively.

Useful Notion reference:

“Bringing ideas to life is the challenge creators and business managers face on almost every project. At Software Folder not only do we inspire creators with tips and creative resource. We inspire by example…”

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