Notion project dashboard for architecture practices: 6 views

What goes on an architecture project dashboard?

Six views cover what a small practice checks weekly: where projects stand, how they are paid for, what is due, which drawings need feedback, which decisions the client owes, and which invoices are unpaid. Each is a filtered view of a database you already keep.

What do you need before building the dashboard?

Dashboards fail when the data underneath is inconsistent. Before building views, make sure Projects has a Status select, a Stage select, a Fee type select, and a Project relation exists in Drawings, Approvals and Invoices. If statuses have near-duplicates ('On hold', 'Hold', 'Paused'), merge them now; a chart will show each as a separate bar.

A workable status set is: Enquiry, Proposal sent, Active, On site, On hold, Completed, Cancelled. This matches the project statuses in ArchitectOS, but any consistent set works.

How do you build each view?

1. 1

   Create the dashboard page

   Add a new page called 'Studio dashboard'. Use two columns so views sit side by side.

2. 2

   Add a linked view of Projects

   Type /linked view of database, choose Projects, and set the layout to Board grouped by Stage. Filter out Completed and Cancelled.

3. 3

   Add a chart

   Add another Projects view as a Chart, grouped by Fee type. Notion's chart view is available on the plans that include it; check your plan.

4. 4

   Add Deadlines

   Add a Calendar view of Projects or Tasks by due date.

5. 5

   Add three tables

   Linked views of Drawings (status = Awaiting comment), Approvals (status is not Approved), Invoices (status is not Paid). Show only 4 to 5 properties.

6. 6

   Limit rows

   Set each table to show 5 to 10 rows, with a link to open the full view.

Which stage property should you use?

Use stage names your contracts and clients recognise. If you work to AIA phases, use Schematic design, Design development, Construction documents, Bidding or negotiation, and Construction administration. If you work to the RIBA Plan of Work 2020, use its eight stages, 0 to 7. Our guide to tracking design phases covers both. Keep stage separate from status: stage is where the design is, status is whether the project is active, on hold or finished.

• Tracking AIA and RIBA stages in Notion

How do you keep the dashboard accurate?

The dashboard is only a mirror. Accuracy comes from the update habit: change stage when the stage changes, mark an invoice paid when money arrives, mark an approval when it is received in writing. Add the dashboard to a weekly review and delete properties nobody maintains.

Add a 'Last reviewed' date to Projects and filter a view for anything older than two weeks. It quickly shows neglected projects.

What mistakes should you avoid?

• Too many views: more than eight and nobody reads them.
• Charting free text: use select properties only.
• Copying data into the dashboard: always use linked views.
• Showing every property: choose the few that drive a decision.
• Mixing personal tasks with studio dashboards: give each person their own filtered view.

What does a worked example look like?

Take a practice with eight live projects. The stage board shows three in schematic design, two in design development, two in construction documents and one on site. The fee chart shows five lump-sum projects, two percentage-fee and one retainer. The calendar shows two submission dates this month. The tables show four drawings awaiting comment, three approvals open (two with the same client) and two overdue invoices.

From that one screen the weekly decisions are obvious: chase the client with two open approvals, send the two reminders, and check whether the two submission dates collide with the same team. That is the test of a dashboard: each view should lead to an action. If a view never changes what you do, remove it.

Add one personal touch: a 'This week' linked view of Tasks filtered to the current user, so the same page serves the principal and each team member without clutter.

Where ArchitectOS fits

ArchitectOS (we make it, $79) opens on a studio home with daily and weekly check-ins and a projects dashboard charted by status, DRAW phase and fee type, built on its Projects database. If you build your own, the six views above are a sound target; if you prefer to start with one working, that is what the template provides.

• See what's inside ArchitectOS
• ArchitectOS pricing

Frequently asked questions

What is a Notion project dashboard?

A Notion page that collects linked views of your databases, such as projects by stage, deadlines and unpaid invoices, so you can see the state of the practice in one place without opening each database.

Do I need a paid Notion plan for charts?

Chart views have been offered on specific plans. Notion changes plan features, so check Notion's current pricing page to see whether charts are included on yours.

How many views should a dashboard have?

Six to eight is a practical ceiling. Beyond that the page becomes another thing to maintain rather than something that guides decisions.

Should the dashboard be shared with clients?

Not usually. An internal dashboard shows fees and internal status. For clients, build a separate portal page that shows only what they should see.

Can I track hours on the dashboard?

Only if you record hours in a database. Without time entries there is nothing to show; decide first whether you track time before adding a utilisation view.