Notion Users Overwhelmed Building Complex Systems

“it start small and then it eats your whole life, I have a page just for my jackets with little ratings of how dramatic they are [re: What and how do you use notion?]”

“But it’s not just a note taking app. Notion was meant for docs and collaboration and introduced AI workflows later on, but you can use Notion without AI and it still works. I cannot imagine all my notes in the side bar, i would have hundreds of them Did you build structure in your pages? Did you create databases to store your notes? Or do you have just standalone notes all the way till infinity? [re: How can I make it show ALL OF MY PAGES in the side bar like it used to when notion first launche”

“One of the biggest draw to Notion (and why my small team of event volunteers are having a hard time leaving it) is critically the collaboration/multiplayer feature. Plus publish to web feature. Also would love to know how the performance is like compared to other note taking apps. [re: Presenting Morrow, an open source, privacy focused, and always free alternative!]”

“So I opened a Notion account because my teacher asked for it. « J Bataille » is me. No problem with that, it’s a better platform than most. Went ahead to share access with her; I very carefully lifted her email from Teams, and then updated my preferences to give her reading access, so that everything goes smoothly in her end (she needs it to grade organizational skills or something). Sooo… turns out she then asked me for access. Sigh - I have a deeply rooted hate of two-ways systems. I have alre”

“For a 3-person team with 45 accounts, I'd try fixing the Notion workflow before adding another CRM. I'd keep one database for all trials and paid accounts, with fields like: Account name Stage (trial, paid, churn risk, etc.) Last contact date Next action Next follow-up date Renewal date Owner Then create three filtered views: Follow-ups due today, Overdue follow-ups, and Renewals coming up. Make sure every active account has a next action and date; otherwise, things can still slip throug”

“www.notion-mind.com [re: I'm turning my Notion relation properties into a mind map, and I can't tell if that's just me]”

“Yes please share [re: I'm turning my Notion relation properties into a mind map, and I can't tell if that's just me]”

“Thanks, can you tell me more about link with relations? [re: Getting started with Notion for context and workflows]”

“That's literally my first sentence. [re: Help: Trying to have my notion calendar show in notion calendar database]”

“Actually, having developers build Notion alternatives is a net positive. Large companies inevitably prioritize enterprise clients and high-ticket features, leaving long-standing everyday user requests on the backburner for years. Solo devs and open-source projects bridge that gap because they build directly from user pain points and adapt much faster [re: Introducing Thought Desk: a fast, lightweight, open-source notes app that works offline. A 49,000-row database opens in 0.14 s. Everyday use s”

“I think i am just very used to Notion, where I had a very clear home page with links to my dedicated pages. And I have the homepage auto open as soon as I open the app to make sure its visible! Honestly people seem to use Obsi for so many different applications, i am still figuring it out myself and mostly pulling ideas i saw on this sub-reddit and trying it out. The side bars for myself I just neeed folders for my brain to function, but am trying to reduce folder/folder/folder/folder/ chains. [”

“A lot of people confuse Notion and try to replicate Notion’s structure. The problem is that the structure isn’t just what made Notion, the best tool. I don’t think people get the amount of work that goes behind the scenes in making a product really usable. No one sees the amount of training, testing and maintaining that goes into this, and yet a bunch of Notion replicates only succeed at a particular use case that fits a specific group of people because they can’t find it in Notion. And that’s t”

“notion is a rabbit hole but in a good way, start simple and slowly build i use it for context between different LLMs too, works well once you get the database linking figured out. the trick is not overcomplicating it early, just make a few databases for meetings, projects, accounts and link them with relations for your setup i'd probably start with migrating that excel project plan into notion first, then slowly pipe in meeting notes from chatgpt. once the data is in there both tools can ref”

“Hi all, I'm pretty new to Notion. I stumbled onto it while trying to work around which plugins are approved for tools in the workflows I've set up to automate more of my work (tech sales). Right now my setup is split across two tools. ChatGPT is the only one with read access to our Enterprise GDrive, and it also has Chrome and Slack. Claude has Gong and Slack, read access to CRM and it's much better for slide development. But all my account context lives in ChatGPT, which I use to tr”

“Thats exactly the trap i fell into early on. Built the whole notion sync setup before even thinking about how the agent decides whats worth keeping. Right now my agent just writes everything tagged by project and then at session start pulls a condensed context page. No salience scoring or decay at all yet, which means the context file just gets fatter every week. The golden word trigger idea is interesting. Never thought about weighting combos like that but it makes sense for something like a pm”

“third party, u want know? [re: I'm turning my Notion relation properties into a mind map, and I can't tell if that's just me]”

“How did you make this graph? Is it a built in capability or a third party plugin? [re: I'm turning my Notion relation properties into a mind map, and I can't tell if that's just me]”

“You're onto something I think. One of the best advices actually. I was thinking about something similar but I didn't have a name for it. Business OS is quite fitting. I'll look into this! [re: I just lost my best paying client to ChatGPT]”

“First glance I have no idea what this is supposed to actually do for me. Is this like a mind-map alternative or as a weekly/daily planner or for fleshing out ideas? It seems like a bunch of features put together with no product in mind. It looks cool but you need to explain the product in 1 sentence and to me it doesn't seem like there's enough of a pain point to necessitate a product. [re: Got fired, built a product for a year, and nobody uses it. Tell me why.]”

“Can you create a page in that same database directly in Notion without getting signed out? If that works, I’d try a separate shortcut containing only the Notion create-page action, with a fixed test title and no other steps. That would give support a small example to reproduce, without rebuilding your real shortcut. I’d include the exact iOS and Notion versions and whether the page gets created before the login prompt appears. I don’t know a fix for the sign-out itself. [re: iOS shortcuts signs”

“I'm currently using Notion, but considering changing. I value the built-in version control for text and the ability to structure my pages and notes, cross-referencing them for easy navigation. Today I returned to my book after more than a month and found out that Notion does not allow me to see old versions without a paid plan. So, is there any alternative that combines this functionality and does not require payment? Also, it would be nice to hear about your tools in general. submitte”

“This is actually so funny that you mentioned this cause when I did my api import from notion, my databases looked so bad, so I asked my muse if it could reconfigure/organize it better, and it did! It’s a lot closer to what I see in notion, but def different. Also, the API import is not that great, so I also asked it to categorize all notes into sub folders. It definitely helped. [re: Notion Valuation is too high]”

“Notion is just a fancy frontend for SQLite, but they did come up with the 'block' idea. It was great back in the day when it felt like a great note taking and self study, organising and project management tool for small teams and single users. Now it's really bloated and overly corpocrappy with useless AI nonsense being upsold everywhere. Really felt they abandoned their core mission with the idea you build a good product first then try and sell it. The ai and corporate bloat is sell”

“I think it depends on your goals. If you don't do more than chatting and working with your files then Notion would be my pick. Also because it gives you access to multiple AI agents and not just claude. Although I must admit Opus is running most of my work. I would go for Claud if you are planning to make use more of the creative (coding) aspect of AI instead of it's intelligent (knowledge/data) side. [re: Which subscription has better usage? Notion Business or Claude's 20 dollar plan]”

“Notion’s Enterprise for me is well worth for how much I use it. And so is Claude. My honest take. If you’re using Notion for your day I rather you have one less tab open and just use Notion built in AI [re: Which subscription has better usage? Notion Business or Claude's 20 dollar plan]”

“not right now, but every notion or other famous app feature will be free in mine [re: File-based Notion alternative]”

“Yeah, you got a good-looking foundation going on. Have fun building on it. And I guess be productive too, if that's your thing. 🤭 [re: Moving a timesheet system from Notion and would appreciate some help with formulas + bases]”

“Can I have multiple charts as in Notion paid subscription? 🙂 And, does it work with Notion templates ? [re: File-based Notion alternative]”

“HA that's exactly it!!! I just didn't notice the All views filter cause it was collapsed by default. Thank you, it was bothering me so much 🙏 [re: Moving a timesheet system from Notion and would appreciate some help with formulas + bases]”

“I am trying to develop a new method for file storage. Initially, I considered moving away from the rigidity of folders by using tags, but I suspect the underlying problem remains—it has simply shifted. I need a way to bring order to the chaos of my existing files, as well as those I’ll create in the future. How can one define terms in advance when the domain itself isn't clearly defined? I constantly find myself having to rename files because my conceptual approach has evolved. I’ve been thi”

“what [re: Is there a working Notion client for Linux? Web version lacks page tabs]”

“Toggle would mean actually coding something. I was waiting on several basic tools before I gave up on Notion and went elsewhere. AnyType is pretty decent as a Notion Alternative, but lacks many features still and of course doesn't have any tools that I want. Doesn't have any AI bloat in it so runs a lot better than Notion does so that's a plus. Moving stuff around is annoying if its a bookmark as you could accidently open up the website. [re: I DON'T NEED AI]”

“I just use AnyType now. No AI garbage bloating the program like Notion has now. [re: I DON'T NEED AI]”

“Notion lag was killing me too, the databases got unusable once they hit a few thousand rows with rollups For flashcards the Spaced Repetition plugin is decent but clunky, I ended up writing simple markdown decks with `#card` tags and just reviewing them manually with a checklist. Dataview handles most of what rollups did for me, though it took a weekend to rebuild the queries properly Git sync across Linux and Windows has been fine, just make sure your line endings are set to auto in gitconfig o”

“Notion’s database lag has finally pushed me to find a replacement. My workspace has become very heavy with large reference databases, review decks/flashcard setups, and relations/rollups, and the web app is crawling. I’m primarily on Linux with Windows as my secondary machine, so I’m looking at migrating to Obsidian to keep everything fast, local, and version-controlled via a private GitHub repo. I have a few questions for anyone who made this move: Rollups & Formulas: I know the official Im”

“lol yeah thats the trap, organizing your study plan starts feeling like studying [re: Anyone using Notion to track adult learning or certification goals?]”

“If most of your questions are about pages already inside Notion, Notion AI is probably the smoother choice because it can use the workspace context directly. If you’re asking broader study/work questions, comparing sources, drafting from outside material, or doing longer back-and-forth explanations, Claude Pro is usually the better $20. I wouldn’t judge only by “higher usage” though — hitting limits matters less than whether the AI can see the stuff you actually need help with. For your case, I’”

“Yes I use it. Just don't spend too much time on Notion instead of studying 😂 sounds like you have a good mix going now a [re: Anyone using Notion to track adult learning or certification goals?]”

“Back in school at 38 for a cybersecurity cert while working IT support. My brain is full of ticket queues and now also subnetting. I've been using a simple Notion database to track modules, lab hours, and exam dates, but I feel like I'm barely scratching the surface. submitted by /u/manojy [link] [comments]”

“I use Notion for planning or the "final" version of a new project. I use it to track both personal and business tasks. And I do most of my writing (about Notion, organisation skills, creativity, etc.) in Notion. I use paper to write ideas during meetings (while Notion can and does records what's actually said, paper and pen become my friends for the thoughts I have), I journal daily (morning pages, à la Artist's Way) I track my workout on paper (I do kettlebells and use chalk,”

Como usa? Também quero [re: I spent 6 months building widgets for Notion]

“I'd start with one small dashboard: tasks due today, active projects, and a place to drop notes. Keep those as views of your existing databases rather than making a new database for every page. Then try one workflow for a week. Can you capture something quickly, and can you find the next action later? If not, simplify that bit before adding habits, learning and everything else. A paid plan wouldn't be my first fix for the mess. Pick the specific feature you need first, then check whether”

“all the better reason to switch off notion and just use your own tool [re: UPDATE: Denied by support, launching a daily tracker until Notion reviews my logs]”

“You joke, but the idea of a fully introspectible-at-runtime OS with a clear informational structure really appeals to me... Maybe I need to get more into smalltalk [re: Postman was too much, so I built a lightweight API client for Obsidian]”

“How does the month navigation actually work? Notion has nothing native for that, so is it 12 pre-made pages you click between, or does it really filter the same database? The screenshot just shows the calendar, not the part being claimed. [re: I made an interactive Notion habit tracker that lets you navigate through months]”

“I have a business account and use Notion for literally everything but my calendar and email. I have deleted everything else. You have to be realistic about how you’re going to use it though. I have shortcuts set up on my phone to make adding tasks to my tasks database or projects database just a one click action. I use this a lot for different things and set the shortcut name to whatever makes sense. I also have set times and days to review my notion so everything stays functional and well organ”

“Hello all! I am a user of Notion for a long time, but do not use it to its full potential I think. I am on the free plan, and thinking of upgrading. My problem mainly is that I want you use Notion as a tool that manages almost everything (habits, trackers, projects, learning, notes) but It’s kinda messy. I would like advice on how to handle most of that stuff in Notion and eliminate the other apps from my workflow. How do you manage Notion? Is there any point in going a plan higher? Thanks! &#32”

“I’ve built a lot of custom systems/workflows for people in Notion, including a content management system for my previous in-house marketing team. Relational databases are fun to work with and Notion’s also served me throughout my degree. I asked the question “what problem does this solve for you” because OP had two criteria for their initial request: - an undefined use but requirement for “databases” - cloud-based editing Simply saying someone uses databases is ambiguous. For all I know, they’re”

“My workflow is like collecting information in the internet and just put things that I think important then store in Notion. After that bring a pen and paper start to structure my thoughts and sometimes would type down the conclusion in Notion to prevent forgetting them. Cuz paper work is not convenient for consult [re: For people who use digital and paper system together, what do you use notion for and what do you use pen and paper for?]”

“I am having difficulty visualizing a system that balance the two since notion is pretty powerful. I want some paper element too since I want to use my fountain pens more. I have my calendar planner on paper and that is it for now. What is your system like? And for what reason did you choose to use a diary for example in a ditigal environment over the paper one? Thank you for any answers submitted by /u/SteepPod [link] [comments]”

“I stopped tracking invoices in Notion and went back to a plain spreadsheet. Less upkeep for something I only open once a month. [re: What have you quietly stopped using Notion for?]”

“Does anyone have the desire for a file-based Notion alternative? Notion x Obsidian. In the cloud with nice editing like Notion but based on files like Obsidian (markdown, csv, etc.). That lets agents just dump whatever data is needed in there. I can't store my Excalidraws in Notion, for example. And neither can I store my Claude video projects. submitted by /u/samuelstroschein [link] [comments]”

“Hah! It's my job. Here is the thing, nowadays I just drop a link and tell Notion Ai where to put it, sometimes it just do it by itself. All my tasks, notes, links, habits, projects and more are on Notion. Notion is also a non structured app. So you cannot say like the OP. Remind me to do this, you have to tell AI how to do it initially. After teaching it you can create a skill or tell notion ai to "update their own instructions". Oh slack, btw, is great if you work for a company. I”

“solid point, quick entry vs full app is the real question here imo [re: Quick Notes App paired with Notion]”

“I’ll just add that since Notion implemented Customize layouts on database layouts, I don’t even use database templates much anymore. I do all the work through tabbed views. As soon as you change a tab, it changes across all pages in the database. I frequently make new tabbed views that are dashboard layout style, and contain all sorts of data in different ways. I hear you that that problem is definitely annoying, but honestly since tabbed layouts I almost never need that anymore. It’s like all t”

“double posting. I think I'm figuring it out a bit. so if I am understanding this correct though, Notion requires that boards have the 3 steps labeled "not started", "in-progress", and "done"? And you can only add on top of that? You cannot change those parent steps? [re: How do I add more statuses/groups?]”

“Interesting. I don't use Slack. I tried but didn't see the value (or didn't fully get why Slack is a big deal), I should give it another go. I use Notion as a second brain really, all my thoughts , all the research on various topics, I organize them on Notion. Also, Im using the calendar as the main place to gather gmail calendar+todoist tasks ( it's just brillant). the thing Im struggling with, is to keep m yNotion organized. I spend sometimes more time organizing /cleaning my N”

“Do you need a full fledged notes app, or just an easy method for quick entry? If it's the latter, I've found just using AI and the available notion connectors good enough. [re: Quick Notes App paired with Notion]”

“[Notion] ★ 1/5 (v1.7.346) — One of the most unintuitive apps I’ve ever used. Even the AI assistant built-in can’t answer simple questions. I literally just want to create a kanban style board to track projects in 4 stages but there is no ability to add a 4th step in the board. It just defaults to the “not started”, “in progress”, and “done” steps. Apparently online I’ve read that there is something called statuses and I need to update my database… what database? I have created nothing. This”