TL;DR: Create a new Notion page, add a database with properties for Status, Priority, Due Date, and Owner, then switch between Table, Board, and Calendar views to manage every project from one place. This guide walks you through building a flexible project tracker in about ten minutes, no templates required.
Step 1: Create the Page and Database
Open Notion and click “New page.” Give it a clear title like “Project Tracker.” Type “/database” and choose “Database – Inline” to embed it directly in the page. Notion creates a default table with a Name column—this will hold your task or project names.
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Step 2: Add the Essential Properties
Click the “+” icon at the top-right of the table to add properties. Add a Status property as a “Select” type with options like Not Started, In Progress, Blocked, and Done. Add Priority as a Select with High, Medium, and Low. Add a Due Date property as a “Date” type, and an Owner property as a “Person” type if you’re working with a team. These four properties form the backbone of any solid tracker.
Step 3: Populate Your First Entries
Click into the first row and type your first project or task name. Fill in the Status, Priority, Due Date, and Owner for each entry. Don’t worry about perfection—you can always edit later. Aim to add every active project so the tracker reflects reality from day one.
Step 4: Create Multiple Views
Click the “+” next to your current view tab and add a Board view grouped by Status—this gives you a kanban-style workflow. Add a Calendar view using the Due Date property to see deadlines at a glance. Add a Table view filtered to show only “In Progress” items for a focused daily dashboard. Rename each view clearly, such as “Kanban,” “Deadlines,” and “Today.”
Step 5: Sort, Filter, and Polish
In each view, use the Filter and Sort options to surface what matters. Sort by Priority descending, then Due Date ascending. Add a filter to hide “Done” items in your daily view. Finally, add a cover image or icon to the page for quick visual identification in your sidebar.
Tips for Long-Term Use
Review the tracker every Monday and archive completed items monthly to keep it fast. Use Notion’s “Relation” property later to link tasks to meeting notes or docs. Duplicate the page as a template so you can spin up trackers for new quarters or clients instantly.
FAQ
Q: Can I use this tracker for personal projects?
A: Absolutely. Remove the Owner property and keep Status, Priority, and Due Date—it works just as well for solo goals like learning a skill or planning a move.
Q: Do I need a paid Notion plan to build this?
A: No. Every feature in this guide—databases, views, filters, and sorts—is available on Notion’s free plan for individual use.
Q: How do I stop the tracker from becoming cluttered?
A: Archive completed items at the end of each month, keep only active projects in your main views, and use filters to hide “Done” statuses in your daily dashboard.
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