How do I connect Notion to my workspace?

Go to Workspace settings, open Integrations, choose Notion and select Connect. On Notion's own screen, choose the pages and databases to share with Worktivity. Back in Worktivity, link each shared database to a Worktivity project. The pages of a linked database appear in its Worktivity project as tasks. Worktivity only sees the databases that are shared with its connection.

Which pages and databases does Worktivity see?

Worktivity can only read the pages and databases that you share with its connection in Notion. When you connect, Notion's own screen shows the permissions first and then lets you select the pages to share; choose the pages and databases there. If you share a parent page, the databases under it appear too.

If a database turns up missing later, you can add it without connecting again: open the database in Notion, choose the ... menu, then Connections, and add Worktivity. Then return to the Notion connection in Worktivity.

What you need

You need the Owner or Co-owner role. Your plan must include integrations (Trial, Growth or Pro). On Starter the Notion card shows an upgrade prompt instead of the Connect button, and anyone who is not an owner sees a note to ask the workspace owner.

How do I connect Notion?

1. Open Workspace settings, then Integrations.
2. On the Notion card, select Connect.
3. On Notion's own screen, sign in if asked, approve the access and choose the pages and databases to share with Worktivity.
4. You return to Worktivity and the connection appears under Your connections. If Notion does not share the name of the workspace, the connection is called Notion workspace.

One connection covers one Notion workspace.

How do I link a Notion database to a Worktivity project?

Open the connection with Manage. The list shows the databases you shared. Select Connect database next to a database. You have two choices:

• Create a new project. The name is suggested from the database name. You can also pick a customer, which is optional.
• Use an existing project. Pick a project from your workspace.

Each page of the database arrives in that Worktivity project as a task, and Worktivity updates them regularly. To start a sync yourself, open the connection and select Sync now.

Why is my database missing from the list?

The database has not been shared with the Worktivity connection yet. In Notion, open the database, choose the ... menu, then Connections, and add Worktivity. If the database sits under a page, sharing that page is enough. Then return to the Notion connection in Worktivity and open the list again. You do not need to connect Notion again.

How are Notion people matched to Worktivity employees?

Notion people are matched to your employees by email address, so you do not have to match them one by one. If a person cannot be matched, or the same email belongs to more than one employee, the person is marked Needs review and you match them by hand under People. The same goes for a person whose email Notion does not share. Guests of your Notion workspace are not listed, so a task assigned to a guest arrives without that assignee.

What comes over from Notion, and what does not?

• Each Notion page of a linked database arrives as one task in the linked Worktivity project. The title of the page is the title of the task.
• The status, assignee, due date and priority come from the properties of the page. How Worktivity finds them is explained below.
• The text inside a page does not come over, so tasks have no description.
• Relations, formulas, rollups and tags do not come over.
• A page that is deleted or archived in Notion stays in Worktivity.
• When a page is completed, its completion date in Worktivity is the time the page was last edited, which is an approximation: Notion does not keep a completion time.
• Importing only reads: your Notion pages and databases are never changed.
• The one thing Worktivity can send back is tracked time, and only if you turn on Write time back.

How does Worktivity find the right properties in my database?

Notion databases have no fixed fields, so Worktivity looks at the type of each property and not only at its name. Where more than one property fits, it takes the one with a usual name first, and otherwise the first one in alphabetical order.

• Status. A property of the Status type. A page counts as completed when its status is in the group named Complete. The groups To-do and In progress, and a page without a status, count as open. A group with a different name does not count as completed, so in a Notion workspace where the groups have been renamed the pages stay open in Worktivity. If the database has no Status property, Worktivity uses a checkbox: one named Done, Completed, Complete or similar, or the only checkbox in the database. A ticked box means completed. With neither, pages stay open and you close the tasks in Worktivity yourself.
• Assignee. A People property. Usual names are Assignee, Assignees, Assigned to or Owner (Turkish names such as Atanan and Sorumlu also work); otherwise the first People property. Only that one property is read, so a second People property such as Reviewer is ignored.
• Due date. A Date property named Due, Due date or Deadline (Turkish names such as Bitiş tarihi also work); otherwise the first Date property. For a date range, the end date is the due date.
• Priority. Only a Select property named Priority (or Öncelik). Its options Urgent or Critical, High, Medium or Normal, and Low become the priority of the task. Any other property or option name gives no priority.

Worktivity does not ask you which property to use. If your database has two People properties or two Date properties, the one it picks may not be the one you meant.

Can Worktivity write tracked time back to Notion?

Yes, if you turn on Write time back on the connection. It is off by default and only time tracked after you turn it on is sent. Notion has no time entries, so Worktivity adds a comment on the matching page: one comment per person per page per day, after the day is over. The comment reads like "Name tracked 1h 20m in Worktivity on 14 Oct", with the name of the person who worked and never their email address.

The comment is added through the Worktivity connection, and the name of the person who worked is in the comment text. If the page is no longer shared with the connection, or Notion does not allow the connection to comment, the comment is not written. Worktivity only adds comments: it never changes or deletes anything else in Notion.

How do I disconnect Notion?

Open the connection and select Disconnect. Syncing stops and the access Worktivity holds is deleted. Worktivity also asks Notion to end that access; if that request fails, disconnecting still works. Tasks that were already synced and your people mappings stay in Worktivity. To stop Worktivity from reading a single database without disconnecting, remove Worktivity under Connections in that database's ... menu in Notion.

Frequently asked questions

Does connecting Notion change my Notion pages? No. Importing only reads. The only thing Worktivity can add to Notion is tracked time as comments on pages, and only if you turn on Write time back.

Why is my database not in the list? It has not been shared with the Worktivity connection in Notion. Open the database, choose the ... menu, then Connections, and add Worktivity.

Why is a finished page not completed in Worktivity? Worktivity counts a page as completed when its Status is in the group named Complete, or when its Done checkbox is ticked. A page whose status sits in a group with another name stays open.

Whose name is on the comment? The comment is added through the Worktivity connection. The name of the person who worked is in the comment text.

Can I connect more than one Notion workspace? One connection covers one Notion workspace.