Build an Advanced To-do List in Notion with Me!
Vložit
- čas přidán 25. 07. 2024
- ✅ Get my Notion templates:
creativecovehq.etsy.com
🧠 Notion Second Brain Template:
creativecovehq.etsy.com/uk/li...
In this video, I show you how to create an advanced to-do list in Notion that allows you to create subtasks for each project. It also shows you your progress in each project.
Timestamps:
0:00 - Introduction
0:28 - Tour of to-do list
2:45 - Setting up the projects database
4:38 - Setting up the tasks database
5:20 - Linking the databases together
7:32 - Grouping the tasks by project
8:43 - Adding properties to the task list
9:49 - Add a progress bar
11:07 - Filter by current projects
12:59 - Filter by completed tasks
13:48 - Adding a new project
14:54 - Add default icons
Check out my Notion templates: creativecovehq.etsy.com
I don't know what it is about your tutorials/guides, but they've been the most helpful and easy to follow, even compared to the bigger Notion CZcamsrs. I was organizing my projects as pages and putting them under toggled headings for the status, but this completely changes how I manage projects. One additional thing I added was a status property for Ideas, Planning, In-Progress, On Hold, and Completed. (Obviously Completed projects will automatically move to the Archived tab, but it felt wrong not having it in there lol) I then sort the table by status and have it sorted to show the In Progress projects at the top, since I have quite a few in the list. Anywho, thank you!
Thank you for the feedback, I appreciate it! I do try to make them as easy to follow as I can.
That's a great idea, I'll add that to mine as well :)
sorry for the dumb question but did you add this to the main projects or to the task list?
I find the bigger Notion CZcamsrs aren't begginer friendly. They Assume you know what you don't know and just end up confusing me. I like that she started from a fresh page.
Amazing template, thank you so much for releasing this video! And its great that all the filtering/sorting is handled automatically, I just set it once and forget about reranging items as tasks are complete!
I'm glad you like it!
Super helpful! Thank you!
This is amazing thank you. I have a lot of projects. The progress bar is so easy. You explain clearly and simply.
You’re very welcome! I’m glad it was helpful to you 😊
Simply awesome!! Thanks for your sharing this impressive utilization.
Thanks, you're very welcome! :)
Your videos are concise, clear and overall very helpful. You’re doing a great job. Thanks so much much. 😊
You are so welcome!
This is amazing. Thank you!
I watched like 5 tuts on this subject and all five of them I finished the video more confused than when I started and FINALLY you explained it to me perfectly. Thank you so much!!!
You're very welcome! Thanks for watching :)
Great tutorial, you explain things in a way that makes it easy to not only replicate but understand what is actually been shown. Thanks :)
Thank you, I'm glad you found it helpful! :)
your explanation is so easy to understand! thank you!
Glad it was helpful! :)
Thank you sooooo freaking much for creating this video. I was searching so much for an efficient database system to keep track of all my records of projects and activities and wasn't able to find one. I also checked other videos but they have complex formulas which is hard for a notion beginner like to me to understand. This was a great help, and I loved the part that it was so simply broken down so that I could understand it. Thanks again for the video!
You're very welcome! Glad I could help :)
Thank you! You have such a talent to explain. I have now a beautiful template for my to do list, which is motivating. I also added the video link at the bottom in case I forgot what to do. I am your fun now 💌
Thank you for your kind comment! I'm so glad I could help :)
amazing video and pretty practical. thank you
You’re welcome! 😊
Great video.
Keep up the good work.
Thanks!
That was amazing! You were the only one that I really could follow and actually worked, I was almost giving up hahahaha Thanks for the great tutorial!
You're welcome!!
This video was Super useful for me. Your explanation is incredible. Thank you so much.
You're welcome! I'm glad you found it helpful :)
I was trying to create a database for projects and task list. After lot of search I end up with this one and it did the job just like I wanted. Thanks for this.
I'm glad you found it helpful! :)
Had never used the rollup before. Thanks for showing a great way to use it! Also, amazing and simple task system :)
You're very welcome!
I LOVE YOU!🤗
Thank you so much for amazing tutorial! Keep it up!
Thanks, I'm glad it's helpful :)
This was sooooo helpful thank you so much
You're so welcome!
Combined this with another tuto leadin' to magnificent results!
Wonderful! I'm glad you found it helpful :)
seriously
AMAZING! Thank you!!
You're very welcome! :)
Thank you very much, this is very helpful 👍👍
You are welcome!
Wow! You are the best. I have been searching for this explanation to apply in my dashboard and tried many videos and wasted lots of hours, but only yours worked for me. Thank you!
You're welcome!
@@creative_coveIf I want to add columns to the Tasks table, with Column 1 indicating the number of hours required for each job, Column 2 showing the hours spent so far on the job, and Column 3 displaying the hours remaining to complete the job, how can I do that? Additionally, I would like to make the progress bar in the Project update according to the hours in Column 3. Can you help me with this in a simple way according to this tutorial?
Finally a database that catch my eyes and seem simple and fun rather than overwhelming
Thanks a lot for the clear and neat video
You are welcome!
Thank you soo much, this was really helpful. Keep uploading mahn.
I'm glad you found it helpful :)
You are the best. Huge respect for you🎉
Thank you! :)
Thank god I found this video, this was just what I needed. It's hard to find tutorials that show you how to make a progress bar from a basic checkbox property applied to documents rather than multiple checkbox properties that measure progress (usually habit trackers). I needed a task checkbox tracker by document(task) and this is the answer I've been looking for. Thanks!
You're welcome!
Awesome and very helpful video! As a total Notion nooby I learned a lot of things in this one!
Glad it was helpful!
Thank you for the tutorial, now my projects are more organized and I don't feel overwhelmed by them 🙏😊
You’re welcome 😊
this is exactly what i needed. thank you
You're welcome! Glad you liked it :)
Thank you a lot !
You are welcome!
great video!! Can you make a tutorial on how to get a progress bar for all the tasks completed
hello
thanks for this pretty practical video
Glad it was helpful!
This was so helpful thanks!!
I'm glad you found it helpful :)
your work is not going un noticed thank you for this!!!
That’s very kind, thank you! 😊
Best tutorial on this I've seen so far, and I saw too many.
LOL. Right?
@creative_cove Thank you very much for your sharing. Could you help to improve the progress bar. In your video it just counts the amount of tasks not hours. Any chance to make it coorect? Could you please share how to connect the task with the calendar as well?
TYSMM
No problem! :)
amazing
This video was amazing, thank you! Do you have any other video about featuring a calendar into this so that it shows what days you completed each task?
I have a video on setting up a calendar on Notion but it's not specific to this video. It wouldn't be too difficult to connect up a calendar to this database though :)
@@creative_cove I managed to sort of do it. By duplicating the task list and changing the view to calendar. And when a task is completed, I also manually set its date for today, so it appears on the calendar.
It would be nice if you could do a tutorial on how do the same thing but have the task automatically appear on the calendar when you check it as completed, without having to manually set the date like I am doing now.
Thankies :D
great list thank you!!!! i love doing my to do lists as a weekly planner, how can i recreate this same list everyweek?
No problem! For the weekly planner, you could use a button. Inside the button you can set it to add pages to the database every time you click it.
@@creative_cove i could not do it:( can you tell me the steps more specific
Nice video, It looks like a mini PARA system.
I have watched many videos about Notion, but you explain the things and concepts in simple way and it is very effective and this is a very good video, thank you. Also, how did you make the project automatically go to archive when it reaches 100%?
Thank you so much! I added an advanced filter for where 'Progress does not equal 1' OR 'Progress is empty' and that filters them out. :)
I really appreciate what you have done with the project and the individual tasks. I also watched your video about creating a Daily Planner, which shows the days of the week when tasks are completed. I was wondering if it's possible to merge the daily planner database with the project tasks database for better clarity on when the project tasks will be completed. I hope I'm not confusing you, but I believe it could be a great way to combine the best of both worlds. What do you think?
That's a great idea. You could probably do this by adding an extra property to the sub-tasks database for the days of the week. You could then set up a separate view of the database with a tab for each day of the week (like I did in the daily planner video). I'm glad you're enjoying the videos! :)
Hey! So, I've got a question and I haven't been able to find the answer anywhere but would it be possible to have a spreadsheet, have the progress bars be part of that spreadsheet and have the progress bars be linked to a check box system WITHIN the row? So like when you open up the row to add more info it'd be in there?
Eres increíble ¡Muchas gracias!
No he podido avanzar en mi plantilla de finance notion :( tengo dos base de datos, una que es para gastos y otra para gastos por categoría. En la plantilla de gastos tengo un to do (donde lo ideal es marcarlo cuando ya he pagado o gastado el dinero de x producto. En mi otra base de datos donde estan los porductos x por categorias, lo presupuestado y lo gastado en relacion a mi base de datos anterior (de gastos).... No se como relacionar mi to to de gastos con mi barrita de presupuesto en mi base de datos de gastos por categoriaaa..... :( ayudaa
Tengo otro video sobre crear una plantilla de finance - solo busca en mi canal. Para tu base de datos, puedes usar un rollup. Necesitas una relación antes pero entonces puede añadir un rollup que calcular cuánto dinero he gastado en total. Esto se puede mostrar como una barra de progreso.
¡Espero que esto ayude!
Is there a way I can do this on Microsoft Excel?
Easy to follow, thank you. I appreciate if you can advise me on one issue, I can't get the progress bar when I have sub-projects in my project list, is there any way to combat this issue?
I just tried this out on mine and it looks like you can make the progress bar work on the sub-projects but you still need to add the individual tasks to the task database and when you select project, you can pick the sub-project.
I live you … I was trying to that automatic progress bar and frustrated for a week
You're welcome!!
Lol i wrote live I meant Love 😍
This was really valuable! I was wondering, when you want to repeat a project like “make a CZcams video” do you usually write out all the tasks again, or do you have a method you can suggest for streamlining repeat projects and task lists like this?
Buttons are great for this! You can create a button, call it something like 'Add New CZcams Video' and set the button to add all the tasks to the database. This would allow you to add all the tasks with just one click.
@@creative_cove thank you so much! I’m sorry to bother you more, but I can’t figure out if I’ve optimized it to the best it can be. If I want to keep the progress bar system shown in this video, am I right in thinking you have to press the button to create the new task list in the task manager and then manually create a new project for it and link them using the relations function again each time? This is the only way I can see it will work. I tried just adding the list to make it repopulate when pressing the button, and I linked it to a page in the project database called “create CZcams video” but it kept a running total of all of the previous tasks and the percentages were wrong.
Great video. Quick question - I seem to be having trouble with the ARCHIVE section. I followed all of the steps but can't seem to get any completed (100%) projects to display under ARCHIVE. Any suggestions?
You'll need to set the filter for the Archive to 'if Progress equals 1' rather than 100%, this is just down to how Notion reads the numbers. Hope this fixes it!
Can this be combined with the Eisenhower matrix format?
Yes, definitely!
I do not get the progress bar for some reason.. other everyting works fine. this is the best one out there yet
Oh wow I was so tired when i did that yesterday. all you need is to scroll on the property lol
thank you again
Is there a way to take the sum of the hours of the tasks per project and have the total hours in the project?
Great video!
Sure, you could do this using a rollup in the project database.
I’d like my ‘type’ selections to also duplicate in the tasks how can I do this please?
You can add a rollup property to the tasks database. For 'relation', select the Projects database and for 'property', select the Type property and ensure 'calculate' is set to 'show original'. This will pull through the type into the task database.
Is it possible to make the progress percentage be adjusted by a combination of number of tasks comepleted weughted for the hours involved. For example, if just 1 task takes 3 hours out fo the total time of 6 hrs, and we have 6 more tasks that take 30 mins each, then completing that task should make the progress be shown as 50% and not 15% (whoch is what the current template will output)
👍
This would be great feature!
i love your voice
is it possible to move the task to archive without adding anything in the Tasks by project? There are some projects where I don't need to separate by tasks
You could add a checkbox to the projects database to check off completed projects. Just add a filter to only show projects where the checkbox is unchecked so they're removed from the view once they're complete :)
@@creative_cove Thank you for your help! it works now
I accidentally deleted a task instead of hide, now my new project templates won't appear properly in the tasks, can you help? :(
Thank you, that was most helpful.
Now I have a question, when you have things that are repetitive such as Write a Blog Post or Make a CZcams video can you make a template for it so that you don't have to recreate each task every single time you make a new one?
I know i can always duplicate the project but isn't there a way to make it a template?
Yes, if you hover over the database you should see a blue 'New' button appear at the top right-hand corner. Click on the arrow next to it and it will allow you to add a new template. You can then also set these tasks to recurring (by clicking on the three dots next to the template and select recurring) so that they auto add themselves at regular intervals. Hope this helps! :)
@@creative_cove i had to step away from the computer but will check soon.Thanks
This is almost TOO in-depth for me lol. The maintenance and upkeep I'm hoping will take care of itself.
Wow, that 7:10 tip was pretty happening.
What makes it be considered advanced?
Can I buy this template ?
Not this exact template but I do have some others in my store 😊
1. Could "we" inquire of your background that has enabled you to design such beautiful yet complex templates? Business and graphics arts major? : )
2. If we can't afford (or in real life don't need) said beautiful but complex templates, is there a way to donate to you for your awesomeness?
3. Where else besides your Etsy shop can you be seen or heard or read?
4. I have a friend in the UK. Do you know.....? : )
She wrote at 1:25am Hawaii time. Zzzzzzzzzzzzzzzzzzzzzzzzzzzzzzzzzzzzzzzzzzz...
I just taught myself Notion over the last few years. I actually got my degree in science but now I run my own media company (so nothing to do with science haha). I just love creating useful Notion templates!
I believe you can donate via the 'Thanks' button that should appear somewhere underneath the video but honestly there's no need. Just watching and liking the videos is more than enough and really helps me grow the channel.
Right now the main place to find me is here and on Etsy. I've been meaning to setup a website but haven't got round to it get. Maybe when I have a bit more time I'll finally get round to it. 😊
Seems like you should just change the task property rather than always deleting it. That's two steps.
That is basic.
[7 months later...April 19 2024]
I'm so mad at you! I need to go out to do errands, but here I sit doing this tutorial step-by-step, even copying your data! Now it's almost 2pm! LOL.
This is an incredible tutorial. By far one of the tops (although @redgregory and @theProductiveDude are also quite good).
The ONLY issue I have with most tutorial videos by anybody, is the fast speech. To remedy that, I set Settings > Playback Speed to 0.75 (sometimes even slower for some CZcamsrs).
Your tutorials are superb. Thank you so much for these gifts that keep on giving. I wish you health, prosperity, and the very best in all you do for years and years to come.
--- Tana-Lee
LOL. I HAD to stop before this finished, because I HAVE to go do some errands. But I'll be ba-a-a-a-a-ack! : )
Haha I'm glad you're enjoying the video and getting some use out of it! Apologies about the errands haha 😊
@@creative_cove Augh! I replied but got zapped. No links allowed in YT comments??? (I linked to one of your vids.)
Anyway, great stuff. Back to 6 Essential Tips, and on to the navigation bar.
Best of everything to you!
I love how your tuturoials are super easy and I hate that I found your channel just 2 months prior to my exams 😭… btw lots of love and appreciation for your work 🫶🏻🫶🏻✨
Thanks for watching! 😊