TaskFlow Alchemy: a single database for Notion that manages projects, tasks, ideas, and recurring events

This Notion system transforms chaos into clarity. It prioritizes your projects, tasks, ideas, and recurring events in a single database that's incredibly easy to maintain and use year after year.

The secret to doing more is doing less. Success begins with gathering relevant information, identifying priorities, and maintaining consistent focus. Unlike other complicated project management Notion templates, this template uses a single database and opts for self-referential filters instead of multiple databases.

While Notion is incredible at what it can do, it can often be cumbersome and frustrating to use. I'm happy to say, no previous Notion experience is required for this template, provided you watch my 10-minute overview on how it all works. This template essentially functions as a web/app using Notion's framework, and is optimized for both desktop and mobile devices. Adding guests or collaborators is as easy as adding a person property and inviting them to the TaskFlow Alchemy database.

Benefits of using this system

✅ Optimized for desktop and mobile - Using single-character emojis, see project and task status, due dates, days remaining, priorities, the next recurring date, how many days ago a task was completed, from any device, using any view.

✅ Keep projects organized - Use built-in page templates to see and filter related subtasks for each project. This goes beyond viewing Notion's native subtasks; it provides a more user-friendly way to view the project hierarchy and what's been completed.

✅ Build for clarity and speed - Recurring events, canceled entries, and ideas are viewed independently. These categories are only visible from their respective views. This helps you stay focused and avoid getting overwhelmed.

✅ Archive entries in a single click - When archiving database entries (for example, year-to-year projects), subtask hierarchy is retained as are completed dates. An automation occurs when tasks are marked complete—behind the scenes, an automation sets a completed date.

✅ See estimated vs. actual times - Completed views easily compare how long tasks took to complete vs. what they were estimated. This template contains two completed views: a list view and a timeline view.

✅ In-Depth Documentation - DETAILED documentation on how formulas, views, properties, and sorting options were initially set up in case you ever need a reset. LIFETIME ACCESS TO FUTURE UPDATES.

Emoji References

Since Notion tends to cut off information when using narrow pages (like the included "dashboard page" that doesn't display in full-width), the solution is to use emojis in every view to quickly convey status, priority, date, etc.

Status-related

🔲 Not Started (default) ❓  Waiting ⏸️  Paused ❌  Canceled ✅  Completed

Priority-related

❗️ Past Due ↑ High priority ↓ Low priority

Date-related

Tasks/Projects

☀️  Due today 🟦  Due tomorrow 🟧  Due yesterday 🟥  Overdue

Recurring Tasks or Events

☀️  Today 🔵  Tomorrow 🟠  Yesterday 🔴  Overdue