How to track architecture projects in Notion, step by step

Step 1: create the Projects database

1. 1

   Create a database

   On a new page type /database and choose a table. Name it Projects.

2. 2

   Add the core properties

   Status (Enquiry, Proposal sent, Active, On site, On hold, Completed), Phase (concept, developed design, technical, construction), Client, Fee type, Lead, Key date.

3. 3

   Add a summary block

   In a database template add headings for brief, scope, constraints and next step.

4. 4

   Enter your live projects

   Start with three to five active jobs.

Step 2: build four views

• Board grouped by status: the whole practice at a glance.
• Calendar on key date: submissions, site visits and meetings.
• Table grouped by phase and sorted by key date: the working list.
• Needs attention: filtered to key date in the next 14 days, or no next step recorded.

Step 3: relate Drawings and Approvals

Create Drawings (sheet number, title, revision, status) and Approvals (decision, date, approver) databases and relate each to Projects. On each project page add linked views of its drawings and approvals, so one page shows the full picture.

• How to run a drawing register in Notion
• Track client approvals in Notion

Step 4: set the routine

A tracker only works if it is part of the week. Put the daily and weekly views on the studio home page so they are the first thing people see.

What mistakes should you avoid?

• Building eight databases before using one.
• A page per project with copied lists instead of one Projects database and linked views.
• Too many properties: if nobody filters by it, delete it.
• Deleting relations to tidy up; hide them instead.

Frequently asked questions

How do I track architecture projects in Notion?

With a Projects database (status, phase, client, key date) and views for status, dates and what needs attention, then linked Drawings and Approvals.

How long does it take to set up?

A basic tracker takes an afternoon; relating drawings and approvals adds a day.

What properties should a project database have?

Status, phase, client, fee type, lead and key date at minimum.

Is there a ready-made architecture project tracker?

Yes. ArchitectOS provides a Projects database, dashboard and linked databases ready to use.

Can I track fees as well?

Yes, with a Fees & Invoices database related to Projects; use your accounting software for invoicing.