Login

r/Notion

Help Selecting Project/Work/Task Management Tool for a 40-50 person non-profit with multiple workstreams — Notion, ClickUp, Monday, Zoho, or something else?
▲ 2 r/Notion+2 crossposts

Help Selecting Project/Work/Task Management Tool for a 40-50 person non-profit with multiple workstreams — Notion, ClickUp, Monday, Zoho, or something else?

Hi everyone,

I just started work at the Founder's Office of a non-profit in the wellness space (think content creation, live workshops, health education, and we're now expanding into organic food products). We're a team of 40–50 people based in India, and we are growing.

My job is essentially two things: help the founders stay focused on what matters most each day, and help operationalize the teams so everyone is tracking work in a structured, consistent way.

Our workstreams include:

  • Content creation (YouTube, social, written)
  • Wellness and food workshops (online + in-person)
  • Community management
  • Expanding into organic food product sales
  • Managing an app for workshops/shopping
  • Internal operations and team coordination

What we need from a tool:

  • Easy enough that a non-technical team actually uses it consistently
  • Handles multiple workstreams without becoming a maze
  • AI features (task suggestions, summaries, automation)
  • Less buggy, not too complicated, easy to understand
  • Integrations with tools we already use (Google Workspace, WhatsApp, email, Trello, etc.)
  • Automations to reduce manual follow-up/manual building
  • Works well on mobile (ideally, but not necessary)
  • Ideally affordable or has a good non-profit pricing tier

Where I'm at:

The team/individuals already use Notion/Trello/ToDoist; so building a task management system in Notion feels like the path of least resistance. But I'm not sure Notion is built for project management the way dedicated tools are.

I've also been looking at ClickUp, Monday.com, and Zoho Projects but honestly the number of options and the feature overlap is making it hard to decide. Every tool has its own strengths so I struggle to decide what would suit this context best.

Specific questions I'd love input on:

  1. Has anyone used Notion as a full project management system for a team this size? Does it hold up or does it get unwieldy?
  2. For those who've used ClickUp, Zoho, or Monday — is the learning curve worth it if your team isn't very technical? I know Monday is easy to pick up but lmk what your experience has been so far.
  3. Any tools I'm not considering that work especially well for mission-driven or creative organizations?
  4. Is it worth migrating everyone to a new tool, or is it better to build on what already exists (Notion)? Any resource suggestions to set it up?

Any real-world experience — especially from people in small org operations — would be really helpful. Thank you so much for your attention and participation!

u/Baby_Aardvark — 37 minutes ago
▲ 21 r/Notion

I've used Notion for years. Last month I finally figured out how to make it work WITH my AI — and it changed everything

I've been a heavy Notion user for years — it's where I keep everything for work across multiple professional roles. But as AI agents got better, I kept asking myself: how do I actually make Notion useful in the AI era? It felt like two separate worlds — my well-organized Notion workspace on one side, and Claude conversations that forgot everything on the other.

Yes, Claude has built-in memory now, but you can't organize it, you can't structure it by role or project, and you can't audit how it shapes responses. For someone juggling multiple roles with deep domain knowledge, that's not enough.

Last month I finally found a setup that clicks: Claude reads and writes my Notion pages through MCP (Model Context Protocol). Not just reading — Claude searches my pages, updates project status, and writes decisions back. Notion suddenly became much more valuable — it went from a static notebook to a living knowledge base that grows with me and my AI.

The setup has three parts:

Knowledge Layer (Notion pages)

Four sections: Rules (how I want the AI to behave), Projects (ongoing work + status), References (stable context), and SOPs (step-by-step procedures for recurring tasks).

Hub Index (one page that acts as a routing table)

A single top-level page listing every section with a one-line summary. The AI reads only this page at conversation start, then loads sub-pages on demand. This is how you scale — the knowledge base grows without burning your context window.

Bridge (MCP)

Claude connects to Notion via MCP. It searches, reads full pages, and updates them. When I make a decision during a conversation, the AI writes it to the relevant project page. Next time I — or a teammate — pick up that project, the context is already there.

This turns Notion from a static notebook into a living knowledge base that both you and your AI agent maintain together. Projects like OpenClaw solve the same problem at the infrastructure level; this is a no-code alternative for people who want persistent AI memory without running containers.

A few things I learned:

  • Write rules that both you and the AI can understand. If you can't audit what the AI "knows," you can't trust its suggestions.
  • Settle decisions in Notion first, then generate deliverables. Saves a lot of wasted iterations.
  • For teams: async collaboration works — outline a task in the hub, a colleague picks it up with their own AI reading the same page, completes their part, updates the page. No meetings needed.

Happy to share my setup details if anyone's interested.

reddit.com
u/Soft_Sentence9089 — 11 hours ago
Notion is Creating their Own Local Backup System?
▲ 3 r/Notion

Notion is Creating their Own Local Backup System?

It seems that Notion may be creating their own local backup system. Potentially a backup system that doesn't break the workspace structure.

Only six of my pages were currently in the backup, but as I was jumping around my workspace, another page was added to the backup section just now, before I post this. They are shown as actual Notion pages rather than in a different export format. This would be one of the best features they have ever made.

https://preview.redd.it/7awhc9kzv0tg1.png?width=965&format=png&auto=webp&s=93b9377b3c52eb3171cacd023397c1f0dff00908

https://preview.redd.it/3fyboijtx0tg1.png?width=2317&format=png&auto=webp&s=58122cb4b7f4e48b391f3ff4ee2f12a72e282467

https://preview.redd.it/15xiyjdgz0tg1.png?width=2334&format=png&auto=webp&s=bffdc9e3ab174dfb3c41bde9ed2128d7e009cf14

reddit.com
u/Darth_Animation — 3 hours ago
▲ 5 r/Notion

Text vanished suddenly

I was writing on PC and then, all of a sudden, what I just wrote, not a minute earlier mind you, vanished in front of my eyes. The screen loaded for less than a half a second and I lost a bunch of text as if it hadn't saved. Nothing in the history section. No issue with my internet connection. I checked the history more closely and today, for some reason, it only saves every 10 minutes or so instead of as I write, or when I pause. I was lucky to have another version in my copyboard because otherwise I would have lost a huge chunk of text!

Wait.

Oh my God, as I am writing this, it's reappearing. It's like I'm watching myself write. Okay so, it's back now. Crazy glitch. I guess I'm now posting this for those with the same issue. Just wait a dozen minutes or so?

reddit.com
u/Toishi — 6 hours ago
▲ 30 r/Notion

Building a local Notion backup tool -- would you use this?

I manage my entire business out of Notion. Projects, content pipeline, documentation, everything. And it hit me recently that if Notion had a bad day, I'd be in serious trouble.

I looked at every backup option out there. They are all subscription SaaS tools that route your data through third-party servers. Most only export JSON files. Several cannot actually restore anything (they acknowledge this in their own FAQs). And Notion's built-in export process is manual and lossy.

  • So I'm building something different. Working title is NotionVault. Here's the idea:
  • Native desktop app (Windows + macOS), runs locally on your machine
  • Full backup of your workspace every run -- pages, databases, attachments, the works
  • Exports in three formats: Markdown (readable), CSV (databases), and JSON (structural), plus all your files
  • You pick a local folder as the destination. Want it in the cloud? Point it at your OneDrive/Dropbox/iCloud sync folder. Done.
  • App handles scheduling and retention (keep last N backups, delete older than X days)
  • One-time purchase, probably around $20. No subscription.

The main point: this is a DR/BC tool, not a restore tool. I'm not going to pretend the Notion API supports a clean restore because it doesn't, and no one else can either. This is your escape plan. If Notion disappears tomorrow, you’ll have your content in formats you can actually open and use.

I'm building this for myself first. But before I spend a lot of time refining it for others, I want to ask: is this something you'd pay $20 for? What would make it a must-have for you?

reddit.com
u/PntClkRpt — 21 hours ago
▲ 2 r/Notion

Notion AI "An error occurred"

Today I'm getting _a lot_ of random "An error occurred, please try again" in Notion AI chats. To the point that I'm now able to ask one thing only and get one result and then back to "An error occurred.". This is very frustrating as I'm relying a lot on Notion AI and for that I'm paying for a business plan... Just "An error occurred". With any model. And Notion status shows "Operational". So, this is happening only to me? Anybody found a fix or _a reason_ ?

reddit.com
u/Eastern-Cover7653 — 4 hours ago
Image 1 — I tested Notion Workers for the first time : here's what I built and what I learned
Image 2 — I tested Notion Workers for the first time : here's what I built and what I learned
Image 3 — I tested Notion Workers for the first time : here's what I built and what I learned
▲ 8 r/Notion

I tested Notion Workers for the first time : here's what I built and what I learned

I'd been curious about Notion Workers for a while but never had a good excuse to try it.

So I decided to just dive in and find a simple enough use case to learn the basics without getting lost. I landed on this: a gallery of all my Spotify playlists inside Notion, with a one-click button to open each one directly in Spotify. Simple enough to be achievable, but it involved sync and OAuth which I wanted to understand.

Here's how it went.

---

What is Notion Workers?

It's a feature from Notion that lets you write TypeScript syncs and tools that run on Notion's own infrastructure. You write the logic, deploy it with a CLI, and Notion handles the scheduling, retries, and writes to your databases. No server to maintain.

---

Setting up

The CLI is called ntn. You scaffold a project, write your sync in src/index.ts, and deploy. The entry point is just:

import { Worker } from "@notionhq/workers";
const worker = new Worker();
export default worker;

Everything (syncs, databases, OAuth) gets registered on that worker object.

---

The OAuth part (Spotify)

Spotify requires OAuth to access user data like playlists. I was a bit worried this would be the hard part, but Workers handles it cleanly. You declare the OAuth capability with your app credentials:

const spotifyAuth = worker.oauth("spotifyAuth", {
name: "spotify",
authorizationEndpoint: "https://accounts.spotify.com/authorize",
tokenEndpoint: "https://accounts.spotify.com/api/token",
scope: "playlist-read-private playlist-read-collaborative",
clientId: process.env.SPOTIFY_CLIENT_ID ?? "",
clientSecret: process.env.SPOTIFY_CLIENT_SECRET ?? "",
});

Credentials go in a .env file. Then the deploy flow:

ntn workers create --name spotify
ntn workers env push # push secrets first — important!
ntn workers deploy
ntn workers oauth show-redirect-url # copy this into your Spotify app settings
ntn workers oauth start spotifyAuth # opens browser to authorize

Lesson learned: env push must happen before oauth start. The deployed worker needs the client secret to complete the token exchange. I got a confusing error by doing it in the wrong order.

After that, inside the sync I just call await spotifyAuth.accessToken() the runtime handles refresh automatically.

---

The sync itself

Spotify's playlist endpoint has no updated_since filter, so there's no way to fetch only what changed. The right approach here is a replace sync: re-fetch everything each cycle, and the runtime automatically removes playlists that disappear. Simple.

The Notion database schema:

const playlistsDb = worker.database("playlistsDb", {
   type: "managed",
   initialTitle: "Spotify Playlists",
   primaryKeyProperty: "Playlist ID",
   schema: {
      properties: {
         Name: Schema.title(),
         "Playlist ID": Schema.richText(),
         Description: Schema.richText(),
         Owner: Schema.richText(),
         Tracks: Schema.number(),
         Public: Schema.checkbox(),
         URL: Schema.url(), / ← one-click link to open in Spotify
         "Snapshot ID": Schema.richText(),
         },
     },
});

The URL property is the key one for my use case, it shows up as a clickable link on every gallery card.

---

Getting cover images to display in gallery view

I stored the playlist cover as a Files & media property and set the gallery card preview to use it. The data was there — but no images appeared in the gallery.

Turns out Notion doesn't render external URLs from file properties as gallery previews. It only works with files actually hosted on Notion.

The workaround: embed the image in the page body via pageContentMarkdown, then switch the gallery card preview to "Page content" mode:

pageContentMarkdown: playlist.images?.[0]?.url
   ? `![Cover](${playlist.images[0].url})`
   : "",

Works great. Each card shows the cover art, the playlist name, and a direct link to Spotify.

---

Overall impression

Notion Workers is genuinely pleasant to work with for this kind of thing. The OAuth flow was easier than I expected, the --preview command makes iteration fast, and the deploy cycle is quick. For anyone wanting to pull data from an external API into Notion without managing infrastructure, it's worth a look.

Happy to answer questions if you want to try something similar!

u/nolan_vail — 14 hours ago
how do i put this table inside these two sections without the blue line thing that divides him helppp
▲ 1 r/Notion

how do i put this table inside these two sections without the blue line thing that divides him helppp

yeah im a noob notion user... please help lmao

u/marvinpls — 4 hours ago
▲ 1 r/Notion

I built a 7-dimension city rating system in Notion for tracking everywhere I've stayed

I do a lot of slow travel — a month here, two months there — and I kept running into the same problem: I'd leave a city and six months later completely forget what the coworking situation was like, or whether the internet was reliable, or how much I was actually spending.

So I built a city rating database in Notion that scores every place across 7 dimensions:

  • Cost of living
  • Internet reliability
  • Safety
  • Walkability
  • Food scene
  • Coworking access
  • Overall vibe

Each one gets a 1–5 score and the template auto-calculates an overall rating and assigns a tier (Great / Good / Okay / Skip). I also added views filtered by region, by tier, and by cost level so I can quickly pull up "all affordable cities in Southeast Asia that scored above 4" when I'm planning the next trip.

After a while I added more databases around it — trip tracking, accommodation history, a Schengen day counter, even a SIM card log — and it turned into a full workspace I use for everything travel-related.

The rating system is the part I keep coming back to though. It's turned my messy "I think Lisbon was great?" memories into actual data I can compare.

Happy to answer questions about the setup or formulas if anyone's building something similar.

reddit.com
u/solostack_dev — 4 hours ago
▲ 2 r/Notion

started saving youtube video transcripts in notion and it completely changed how i use video content

i watch a lot of youtube for work. mostly tutorials and conference talks. the problem was i'd watch a 45 minute video, pick up something useful, and then three weeks later have no idea which video it was in. i'd end up rewatching entire videos just to find one specific thing someone said. drove me insane.

so i made a notion database for it. nothing fancy. video title, url, topic tags, date watched, and a full transcript column. whenever i watch something worth keeping i grab the transcript and paste it in.

the transcript part is what makes it actually useful. instead of scrubbing through a video trying to find a 30 second segment i just search the database. "that thing about api rate limiting" or whatever and notion pulls it up from the text. game changer for me honestly.

getting clean transcripts was annoying though. youtube's built in transcript thing is painful to copy from. the formatting comes out weird and half the captions are wrong. i ended up paying for a $5/mo tool that just gives me clean text from any video url. paste the url, copy the output, drop it in notion. takes like 2 minutes.

i have about 80 videos in there now. it's probably the thing i use most in my whole notion workspace which is funny because it took me 10 minutes to set up.

anyway if you watch youtube for learning or work stuff and you're not saving transcripts somewhere searchable you're probably rewatching videos you already watched.

reddit.com
u/straightedge23 — 7 hours ago
How I stopped missing deadlines
▲ 2 r/Notion+1 crossposts

How I stopped missing deadlines

I kept missing assignment deadlines and it was honestly stressing me out.

I tried using notes apps and reminders, but everything felt scattered and I’d still forget things.

So I ended up putting together a simple Notion dashboard to track:

  • assignments
  • deadlines
  • what’s due this week
  • overdue work

It’s nothing complicated, just everything in one place, and it’s been helping me stay on top of things way better.

I cleaned it up a bit and made it usable for others too. If anyone’s struggling with staying organized, I can share it.

Also open to feedback if you think something like this could be improved.

whop.com
u/Salty-Strategy4366 — 7 hours ago
▲ 2 r/Notion

Notion, please rescue me again

Every few years I find myself in a stagnant, uninspired state, struggling to stay organized and terribly unproductive. So every few years I spend a week or two building a completely new notion dashboard, which I use religiously for the next 6-12 months and it basically saves my life, giving me the momentum to keep shit together for the following few years. I've followed this cycle a few times. And now it's time to do it again. Only, I really don't have 2 weeks. Midlife sucks. But it is what it is.

So here I am, shopping around for some templates (I'd prefer a free one that I can modify) but this has never gone well. I am willing to pay for a good template if it's REALLY good. Has anyone EVER had a good experience with a template, paid or free?

Do I need to give birth to my child to truly love it? Should I adopt?

reddit.com
u/evanmade — 9 hours ago
Built a tool to sync Granola meeting notes into Notion
▲ 2 r/Notion+1 crossposts

Built a tool to sync Granola meeting notes into Notion

I built an open-source tool that moves meeting notes from Granola into a Notion database. Each note gets imported as a structured page with the meeting metadata, AI summary, and full transcript — all formatted for Notion. I know a lot of people here aren't developers, so to be upfront: this does require running a Python script from the command line. It's not a one-click integration or a No-Code connector. If you're comfortable following step-by-step setup instructions and pasting a couple of API keys into a config file, it should work fine. If that sounds intimidating, this probably isn't for you yet.

What it does:

  • Pulls all your Granola notes via their API
  • Creates a Notion database with columns for meeting name, date, attendees, organizer, summary, and more
  • Each meeting becomes a Notion page with the AI summary and speaker-by-speaker transcript
  • Keeps track of what's been synced locally, so it won't create duplicates if you run it again

What it doesn't do:

  • It's not real-time — you run it manually when you want to sync
  • It doesn't sync back from Notion to Granola
  • It doesn't edit or modify your existing Notion setup beyond creating one new database

Repo and setup instructions: https://github.com/dharmapurikar/granola-to-notion Happy to answer questions if anyone wants to try it out.

u/karkoon83 — 16 hours ago
I built a todo app that syncs to Notion.
▲ 2 r/Notion+1 crossposts

I built a todo app that syncs to Notion.

Two months ago, I started building my first ever IOS app called Cross. And I'm so excited to finally be able to share with you that Cross is now available on the App Store to download for everyone. It was a long journey until here, but I made it. So what exactly does Cross do? Cross is a todo app that syncs with your Notion databases. You can download Cross here completely for free: https://apps.apple.com/de/app/cross-sync-tasks-to-notion/id6760949467

And here is the website: https://getcross.framer.website

u/kresstein — 10 hours ago
▲ 3 r/Notion

help!

why does it check for the following days? how can i check it only for the day i want? thank you guys!

u/nuhjo — 13 hours ago
Changing default verbiage on buttons and new pages
▲ 1 r/Notion

Changing default verbiage on buttons and new pages

Hi everyone,

I've created a kanban board using some default database settings, but noticed that some of the verbiage used on the buttons isn't what I want. For example, in the below image, I want the '+ New Meeting' to be '+ New Task'

https://preview.redd.it/3webn27gtzsg1.png?width=289&format=png&auto=webp&s=c2bf58ce99efac33f5c8a4a350806eada7b543d9

I'm having the same issue when I try to create a new page in that database:

https://preview.redd.it/6bia52emtzsg1.png?width=322&format=png&auto=webp&s=853b24b88317b6b39e655f2d71e3c1c68a7b5a0c

It defaults to 'New Meeting'. I can manually update the template to say 'New Task', but then its the actual words 'New Task' instead of the background text.

Does anyone know how to modify those defaults to something more appropriate?

Thanks in advance.

reddit.com
u/Illustrious-Stress95 — 7 hours ago
▲ 1 r/Notion

Question for freelancers using Notion:

What parts of client work do you actually track in your Notion setup?

Most templates I see try to do everything - life OS, habit tracker, journal, business dashboard all in one. But client work seems to only need a few core things.

I'm trying to build a cleaner system focused just on client operations. Curious what others actually use day-to-day vs what looks good but never gets opened.

reddit.com
u/ProgramDistinct3712 — 7 hours ago
▲ 3 r/Notion

What should I know about Notion: Good / Bad / Ugly / workflows / Keywords ? - Starting from Zero - given a SaaS style Tech Startup use case

For our Tech Startup... Notion just gave our team 3months to use notion free...

I wanted to reach out to anyone who has used notion for a while and get some input to see if we really want to start using this tool or not, and if so what workflows you all use...

What have you used Notion for?

How would Notion work for:

  1. Project management - currently using Jira - we love Jira
  2. Customer relationship management - Currently using Hubspot - not using this much
  3. Requirements management - used to use jamasoftware in my previous life in aerospace world

What concepts/ keywords should I know that are "notion specific"?

What is Notion NOT good at?

Also I saw some posts on reddit recently that some users have lost their data? Is this a frequent occurrence ? If yes, how did you solve this issue - posting a link to another reddit if you have on.

Ps. I'm an EE by education so you can "speak tech" to me, and I'll pretend to know what you're talking about while I go research it :)

Thanks in advance.

reddit.com
u/jordatech — 16 hours ago
Does this mean I successfully cancelled the Business Notion plan?
▲ 1 r/Notion

Does this mean I successfully cancelled the Business Notion plan?

Logged into Notion after months because I was feeling inspired and automatically got kicked on the new Notion AI I wanted to make sure I cancelled the plan in case I forget to go back on so I don't get charged. I think I found where to do it but I hope it's correct! I think this means it will downgrade to the free plan again after the trial. My jaw almost dropped when I saw the price was $240.

https://preview.redd.it/n8o2mol9czsg1.png?width=1788&format=png&auto=webp&s=7489c0609f8c05821e49b494325e432777825798

reddit.com
u/godisinthischilli — 8 hours ago
▲ 1 r/Notion

Searching for answer: To display Google Calendar as Agenda/Schedule per annum

Hi folks.
I'm searching for an answer to the question above.
I have successfully drawn my Google calendar into my Notion but I want a specific view -

The Agenda (now called Schedule) view.
And I want to populate the view for the full year Jan 1, 2026 - Dec 31, 2026

I am stumped.
Information I can find focuses on how to embed/use a Google calendar with Notion.
It stops there. Templates all seen intent on using a calendar view. I am continuing to look, but having little luck.

Any help would be welcome.
Many thanks.

reddit.com
u/ThinkingT00Loud — 8 hours ago
Week