The Optimal Flowlearn
Work systems
Notion

Notion workspace administration

Learn to structure a Notion workspace, organise its databases and review permissions and maintenance so your team can use it with clear working agreements.

Intermediate12 h · 6 × 2 hSpanish & English
Contact

Find your starting point

A good fit when you already use Notion and need to decide how the workspace is structured, accessed and maintained.

Another option to consider

Teamwork in NotionIf you only need to find, update and share information within an existing structure, choose the everyday-use course.
Hours and sessions
12 hours live · 6 sessions of 2 h.
Group size
Up to 12 participants per trainer as a reference, adjusted to the practice and feedback.

What you will learn

  1. 01

    Design a page and database structure for a chosen process.

  2. 02

    Configure relations, views and templates, and check them with valid and incomplete data.

  3. 03

    Define ownership and access, identify duplicate or outdated information and document a maintenance routine.

A proposed programme

You will design a request workspace for a fictional department, with linked projects and documentation. Start with a small structure: decide where each piece of information belongs, build the databases and check that someone else can use the system. The work ends with data and access tests and a maintenance guide.

We adapt the selection and depth of the modules to the group's starting point and goals.

01

Workspace architecture

Navigation, responsibilities and criteria for separating documentation, data and working areas.

You will work on

  • Translate a request's journey into pages, request and project databases, and shared documentation.
  • Define where each piece of information is maintained and who reviews it, without creating a database for every process view.
  • Prepare an entry page connecting the department's work with its instructions.
Practice
Map and build the minimum structure for a department receiving requests for two fictional projects, separating instructions from work records.
How you will check it
A navigable structure and a map explaining where each type of information is created, consulted and maintained.
02

Model your information

Properties, relations, views and templates using examples adapted to your process.

You will work on

  • Choose properties and relate each request to its project, checking that the link opens the right reference.
  • Create views for requests awaiting review and by project using the same data, without confusing filters with permissions.
  • Prepare a template with instructions and test two requests to identify incorrectly inherited relations or values.
Practice
Create requests for the Faro and Atlas projects using the same template; correct a prefilled relation and find another request without a project in a review view.
How you will check it
Two requests linked to the correct projects and an incomplete entry visible for review, without duplicating the databases.
03

Administer and maintain

Permission reviews, structural changes and ways to identify outdated information.

You will work on

  • Agree what two test profiles should be able to view, comment on or edit, then compare this with their effective access.
  • Review inherited access and shared links; apply options available in the plan and test them again.
  • Record a structural change, its owner and a routine for reviewing incomplete requests and outdated documentation.
Practice
Exchange coordination and review profiles, check pages, databases and linked documentation, and deliver a short administration guide with outstanding adjustments.
How you will check it
A matrix showing expected and observed access, checked corrections and a guide for repeating the review.

Requests connected to their projects

Teaching example

Suggested practice: design a department's request system, link requests to their projects and check data and access using test profiles. The work ends with a short guide for reviewing and maintaining the structure; the case is agreed for each edition.

Fictional classroom case. The Operations department coordinates the Faro and Atlas projects. Each request needs context, an owner and a project reference; the coordinator maintains the structure and the reviewer checks the work using the agreed access.

Starting point
Requests are copied into separate pages for each project. Instructions are duplicated and there is no clear way to find entries missing context.
First attempt
The first version centralises requests and adds a template, but the template retains the Faro project. A request created for Atlas is linked to Faro; a filtered view is also mistaken for an access restriction.
What we review
The trainer asks participants to remove the project that should be chosen for each request from the template, test two projects and add an incomplete-entry review view. Access is checked separately using test profiles: a filter organises data but does not replace permissions.
Result
Each request relates to its project and instructions have a shared reference. The request without a project remains visible for correction; the access matrix records what each profile can open and do, with the necessary adjustments.

A request, its project and its review

  1. Requests

    • Review the delivery guide

      Owner and status · Atlas project

    • Update instructions

      No project · needs completing

  2. Projects

    • Atlas

      The request's reference and shared context

    • Faro

      Another project · do not inherit it in the template

  3. Administration

    • Data and access

      Review incomplete entries and test two profiles

    • Maintenance guide

      Owner, changes and next review

Teaching illustration of a fictional case; this is not a Notion screenshot.

Before calling it complete

  • Requests for Faro and Atlas open their correct project through the relation.
  • A request without a project appears in the review rather than disappearing among filters.
  • Permissions are tested with each profile, including linked references.

Sessions to put it into practice.

Reference edition · 12 h live

Reference edition: 12 live hours across 6 sessions of 2 hours. Building, testing and review take place during the sessions in a practice workspace. Features and order are adjusted to the plan and group; any preparation or additional work is agreed before starting.

  1. Session 12 h

    Decide the architecture

    Define the process, its entities and owners; map the structure of requests, projects and instructions.

    By the end

    A system map with an agreed location for each piece of information.

  2. Session 22 h

    Build databases and relations

    Create properties and connect requests with projects; load a few fictional records to check the model.

    By the end

    An initial structure with relations pointing to the correct project.

  3. Session 32 h

    Prepare views and templates

    Organise tracking without duplicating data and test a template with requests for different projects.

    By the end

    Tracking views and a template that does not carry over the wrong project.

  4. Session 42 h

    Check data and incomplete cases

    Work through a complete request and one without a project; check what appears in each view and how to correct it.

    By the end

    Recorded tests and an incomplete entry that can be found for review.

  5. Session 52 h

    Test access

    Compare expected and observed permissions using two profiles, including linked pages and references.

    By the end

    A tested access matrix and justified adjustments.

  6. Session 62 h

    Review and hand over the system

    Complete a variation of the case, review the system with the trainer and document maintenance and outstanding changes.

    By the end

    A reviewed classroom system and an administration guide another person can follow.

If your team needs to go further

  • Migrating real information, reorganising the company's workspace or applying access policies in production requires a separately agreed scope, ownership and validation.
  • Advanced formulas, automations and integrations can be added in another edition; this programme focuses on architecture, modelling and administration that can be tested.

Learn with someone who designs work systems.

Guillermo Mascaraque Piña

Guillermo Mascaraque Piña

Notion certified consultant

Over two years of experience designing systems for companies across industries and sizes.

Guillermo is the planned trainer for this programme. Dates, language and his availability are confirmed when the edition is agreed.

Once you have a foundation, go further.

Extensions with their own scope, agreed separately from the initial training.

Continuation · 6 h

Internal champions: teach and support colleagues

Help colleagues learn a work task: prepare a short explanation, observe their attempt and give useful feedback. Choose the AI or work-systems application for each edition.

View programme →

With guidance, practice and support.

Each delivery includes working materials, feedback on practical work and assessment against the agreed objectives.

See materials, support and terms

Materials you can keep

Downloadable, versioned guides, exercises and review criteria for internal use.

To prepare and complete the delivery

A short recommendation, an editable communications kit and a group learning report.

TOF’s own certificate

A certificate of achievement after the agreed assessment. It is not a vendor certification.

A month of email support

On the content covered, up to two accumulated hours for the whole group.

Your team carries out the practice. Implementation services are agreed separately. See the scope →

Notion Solutions Partner

Notion Solutions Partner

Our experience as a Notion Solutions Partner brings practical context to organising information, databases and team workflows.

Our partner profile ↗

The partnership belongs to The Optimal Flow. Learn’s certificate is issued by TOF; it is not a vendor certification.

Keep learning

Other options for the task you want to work on. Each link explains what that programme adds.

Work systems

Teamwork with agile methods

To define planning and review agreements that inform the design of your workspace.

View course
Work systems

Team innovation with Miro

To explore a problem together and agree criteria before turning it into an information structure.

View course

What does your
team need to learn?

Tell us what you want to work on, how many people would take part and where you are based. We will prepare a proposal with scope, sessions and a budget.

Contact

Would you like to ask about FUNDAE?

We check eligibility for each company and edition, subject to requirements and available training credit in Spain. Funding is neither automatic nor guaranteed. Official FUNDAE information ↗

Discuss eligibility
The Optimal FlowlearnNotion

Notion workspace administration

Learn to structure a Notion workspace, organise its databases and review permissions and maintenance so your team can use it with clear working agreements.

12 live hours6 sessions of 2 hoursIn Spanish or English

Reference edition: 12 live hours across 6 sessions of 2 hours. Building, testing and review take place during the sessions in a practice workspace. Features and order are adjusted to the plan and group; any preparation or additional work is agreed before starting.

Who it is for

People designing, administering or coordinating a company's Notion workspace who need to make decisions about structure, access and its ongoing development.

By the end you will be able to

  • Design a page and database structure for a chosen process.
  • Configure relations, views and templates, and check them with valid and incomplete data.
  • Define ownership and access, identify duplicate or outdated information and document a maintenance routine.

Before we begin

Regular Notion use and permission to edit the structure in a practice environment. We review the plan, available features and authorised information before selecting relations, views and access options.

You need regular Notion experience and permission to create and edit databases in a practice workspace, with fictional data and two authorised profiles for access tests. Before starting, we review the plan and its permission options; if it does not support the record-level access needed, we adapt the structure and exercise. We do not use sensitive information or publish company databases.

Your trainer

Guillermo Mascaraque Piña
Notion certified consultant

Over two years of experience designing systems for companies across industries and sizes.

Guillermo is the planned trainer for this programme. Dates, language and his availability are confirmed when the edition is agreed.

Course online · theoptimalflow.com/en/training/courses/notion-workspace-administrationinfo@theoptimalflow.comVersion 1 · Document reviewed: 13 October 2026
The Optimal FlowlearnNotion workspace administration

Programme sessions

  1. Session 1 · 2 h

    Decide the architecture

    Define the process, its entities and owners; map the structure of requests, projects and instructions.

    Result: A system map with an agreed location for each piece of information.

  2. Session 2 · 2 h

    Build databases and relations

    Create properties and connect requests with projects; load a few fictional records to check the model.

    Result: An initial structure with relations pointing to the correct project.

  3. Session 3 · 2 h

    Prepare views and templates

    Organise tracking without duplicating data and test a template with requests for different projects.

    Result: Tracking views and a template that does not carry over the wrong project.

  4. Session 4 · 2 h

    Check data and incomplete cases

    Work through a complete request and one without a project; check what appears in each view and how to correct it.

    Result: Recorded tests and an incomplete entry that can be found for review.

  5. Session 5 · 2 h

    Test access

    Compare expected and observed permissions using two profiles, including linked pages and references.

    Result: A tested access matrix and justified adjustments.

  6. Session 6 · 2 h

    Review and hand over the system

    Complete a variation of the case, review the system with the trainer and document maintenance and outstanding changes.

    Result: A reviewed classroom system and an administration guide another person can follow.

A fictional classroom case

Requests connected to their projects

Fictional classroom case. The Operations department coordinates the Faro and Atlas projects. Each request needs context, an owner and a project reference; the coordinator maintains the structure and the reviewer checks the work using the agreed access.

By the end of the exercise: Each request relates to its project and instructions have a shared reference. The request without a project remains visible for correction; the access matrix records what each profile can open and do, with the necessary adjustments.

Course online · theoptimalflow.com/en/training/courses/notion-workspace-administrationinfo@theoptimalflow.comVersion 1 · Document reviewed: 13 October 2026
The Optimal FlowlearnNotion workspace administration

What we will work on

Workspace architecture

  • Translate a request's journey into pages, request and project databases, and shared documentation.
  • Define where each piece of information is maintained and who reviews it, without creating a database for every process view.
  • Prepare an entry page connecting the department's work with its instructions.

Practice: Map and build the minimum structure for a department receiving requests for two fictional projects, separating instructions from work records.

Model your information

  • Choose properties and relate each request to its project, checking that the link opens the right reference.
  • Create views for requests awaiting review and by project using the same data, without confusing filters with permissions.
  • Prepare a template with instructions and test two requests to identify incorrectly inherited relations or values.

Practice: Create requests for the Faro and Atlas projects using the same template; correct a prefilled relation and find another request without a project in a review view.

Administer and maintain

  • Agree what two test profiles should be able to view, comment on or edit, then compare this with their effective access.
  • Review inherited access and shared links; apply options available in the plan and test them again.
  • Record a structural change, its owner and a routine for reviewing incomplete requests and outdated documentation.

Practice: Exchange coordination and review profiles, check pages, databases and linked documentation, and deliver a short administration guide with outstanding adjustments.

Extensions agreed separately. Migrating real information, reorganising the company's workspace or applying access policies in production requires a separately agreed scope, ownership and validation. Advanced formulas, automations and integrations can be added in another edition; this programme focuses on architecture, modelling and administration that can be tested.

What accompanies the programme

  • A downloadable, versioned guide, exercises and review criteria; keep a copy for internal use.
  • A short recommendation, editable kit and group learning report. Responsibilities, a prior access check, handover and recipients are agreed for each delivery.
  • TOF’s own certificate of achievement after passing the agreed assessment. It is not a vendor certification.
  • Email support on the content covered for one calendar month after the last session. A maximum of two accumulated hours for the whole group, with a response time of up to two working days.

Clients provide licences unless expressly agreed otherwise. Recordings are agreed in advance. Implementation, work carried out independently by TOF, production deployment and ongoing maintenance are quoted separately. Delivery link access is agreed per delivery. Later updates and specific support require agreement. Structured documents and text alternatives; participation needs reviewed before starting.

Full format and terms → theoptimalflow.com/en/training/how-we-teach
Course online · theoptimalflow.com/en/training/courses/notion-workspace-administrationinfo@theoptimalflow.comVersion 1 · Document reviewed: 13 October 2026