Project management - Notion template

Run every project from one connected Notion workspace.

This is not another static task list. This template is a fully wired project management system built on four connected databases, real two way relations, and formulas that do the math for you, so you always know exactly where every project stands and who has capacity for more work, without lifting a finger.

What is inside

• Projects database with Status, Priority, Budget, dates, a Project Lead, and automatic Progress %.
• Milestones database to break big projects into meaningful checkpoints, with automatic task counts and progress tracking
• Tasks database for the day to day work, with due date countdowns
• Team Members database to track roles, departments, and workload, so you always know who has room for more work and who is stretched thin

A real workload tracker, not just a task list

This is one of the most useful parts of the system. Every team member has a Weekly Capacity, and the workspace automatically:

• Sums up the estimated hours of every task assigned to them
• Compares that total against their weekly capacity
• Calculates a live Workload % for each person
• Shows a Task stats summary of how much work is on their plate and how much of it is done

This means you can open the Team Members page before assigning new work and immediately see who is underloaded, who is at full capacity, and who is already stretched too thin. No spreadsheets, no guesswork, no overloading your best people by accident. A dedicated Workload view sorts your whole team by percentage, so the person with the most room to take on new work is always right at the top.

Also included:

A full getting started guide walks you through the relationships, the workflow, and tips for keeping everything, and everyone, running smoothly.

Who this is for

Freelancers, small teams, agencies, and anyone juggling multiple projects and people who wants a single source of truth instead of scattered spreadsheets, sticky notes, and half updated task lists, and who never wants to accidentally overload a team member again.