🔲 TaskFlow Alchemy: Projects, tasks, ideas, and recurring events using ONE single Notion database

This system was designed to transform chaos into clarity by knowing exactly what to focus on while having all your notes in the same place.

As crazy as it sounds, I've spent over two years fine-tuning this "perfect project manager" to get it to where it is now. The secret to doing more is doing less. And it all starts by knowing what to focus on. Use my obsession creating this (I use this for both my 9-5 and personal business) to your advantage.

Watch this video (10 mins) alongside screenshots and annotations on this page to see how this template works. While this setup appears simple on the surface (relative to other Notion project managers), it leverages over 50 properties working behind the scenes to create a powerful all-in-one project manager using the power of Notion.

Benefits of using this system

✅ Keep projects organized - Use built-in page templates to instantly see + filter related subtasks for each project.

✅ Differentiate tasks from ideas - Keep your to-do list manageable by marking anything as an idea by simply changing its status. Once changed, it will be hidden from all views except for the "On Radar" (ideas) view.

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

✅ Build for clarity and speed - Recurring events, canceled entries, and ideas can be viewed independently while table view displays custom groups—including one marked ready to archive for fully completed tasks and projects.

✅ Archive entries in a single click - When moved, project and subtask hierarchy is retained, along with completed dates when archiving entries. No broken links or juggling multiple databases since projects, tasks, recurring events, etc. are not separated in the first place.

✅ 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 using list and timeline views.

✅ In-Depth Documentation - DETAILED documentation on how formulas, views, properties, and sorting options were originally set up in case you ever need a reset.

↑ I treat this premium template of mine as software, and your link to TaskFlow Alchemy's overview page when purchasing this includes lifetime updates, an index of every view and formula, original settings, and all original view configurations.

Emoji References

Since Notion tends to cut off information when using narrow pages (like the included "dashboard page"), emojis are used on every view to quickly communicate information like status, priority, date, etc. without details getting cut off.

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

No previous Notion experience is required. This essentially functions as a web/app using Notion's framework.

Although this works as intended solo, adding guests or collaborators on is as easy as adding a person property and inviting them to the TaskFlow Alchemy database. Please consider purchasing additional “licenses” for each person onboarded when using this template as it helps support me in making additional Practical Notion templates.