What Is a Notion Template and How Do You Use One?
A Notion template is a ready-made page, database or block structure that you copy into your workspace and reuse instead of building from scratch. Templates can be as small as a meeting-notes layout or as large as a complete system for managing clients and projects. You use one by adding it from Notion Marketplace, duplicating it from a shared link, or creating it inside your own databases and pages.
This guide explains the four types of templates in Notion, how to add and use each one, how to customise a template once it is in your workspace, and how to create your own.
What Is a Notion Template?
A Notion template is a reusable starting point. Instead of opening a blank page and deciding what headings, checklists, databases and properties you need, you start with a structure someone has already designed and fill in your own information.
Think of it like a pre-designed form compared with a blank sheet of paper. The form tells you what to fill in and where. In Notion, a template might contain:
- Pages and text such as headings, instructions, checklists and toggles.
- Databases such as a task list, client tracker or content calendar, with properties like status, owner and due date.
- Views that show the same data as a table, board, calendar or timeline.
- Buttons and automations that repeat common actions for you.
Once you add a template to your workspace, the copy is yours. You can edit, rename or delete anything in it, and your changes do not affect the original. The reverse is also true: if the creator later updates their version, those changes do not appear in your copy automatically.
The 4 Types of Templates in Notion
The word “template” is used for four related features in Notion. Knowing the difference makes the rest of Notion much easier to understand.
| Type | What it does | Where you find or create it | Example |
| Marketplace templates | Adds a complete pre-built page or system to your workspace | Marketplace in the Notion sidebar or notion.com/templates | A CRM or project management system |
| Shared templates | Copies a public Notion page someone has allowed others to duplicate | A link from a creator’s website or store | A free content calendar from a blog |
| Database templates | Pre-fills each new entry in a database with properties and content | The dropdown next to New in a database | Every new project starts with a kickoff checklist |
| Buttons (insert blocks) | Inserts a saved block layout on a page with one click | Type /button on any page | A “New meeting notes” button |
The first two bring structures into your workspace. The last two help you repeat structures you use again and again once you are working in Notion.
How to Use a Notion Template (Step by Step)
How to Add a Template From Notion Marketplace
- Open Notion on desktop or web and log in. Adding Marketplace templates is not available from the mobile app.
- Select Marketplace in your sidebar, then browse or search for what you need.
- Open a template to see what it includes, who created it, reviews, how often it has been added and when it was last updated.
- Select Add for a free template, or the Buy option for a paid one. Some paid templates redirect you to the creator’s own store.
- Choose where in your workspace the template should go, such as your private pages or a shared teamspace.
How to Duplicate a Template From a Link
- Open the template link in your browser while logged in to Notion.
- Select Duplicate at the top of the page.
- Choose the workspace you want to copy it into.
- Find the new copy in your sidebar and start editing.
If there is no Duplicate option, the owner has not allowed the page to be copied, so it cannot be used as a template.
How to Use Database Templates
Database templates are one of Notion’s most useful features. They make sure every new entry in a database starts with the same properties and content.
- Open a database and select the dropdown arrow next to New.
- Select New template, give it a name, and set any default property values, such as a priority or an assigned person.
- Add the page content you want every entry to include, such as headings or a checklist, then go back to the database.
- To use it, open the dropdown next to New and choose the template when creating an entry.
You can also set a template as the default, so it is applied automatically to every new entry. For recurring work, a database template can be set to repeat daily, weekly, monthly or yearly, so Notion creates a new copy on schedule, for example a weekly team meeting page every Monday.
How to Use Buttons for Repeated Content
Buttons are best for layouts you add to a page repeatedly, such as a daily log or a meeting agenda.
- Type /button on a page and select Button.
- Name the button, for example “Add daily update”.
- Choose the Insert blocks action and build the layout you want to repeat.
- Select Done. Each click now inserts that layout on the page.
Buttons can also add pages to a database, edit database entries and send notifications, so they can do more than copy text.
How to Customise a Notion Template
A template is a starting point, not a finished system. After adding one, these quick changes make it fit how you work:
- Delete sample data such as demo tasks or example clients.
- Rename properties and statuses to the words you already use, for example “In review” instead of “Pending approval”.
- Remove what you will not use. Fewer properties and views make a template easier to keep up to date.
- Adjust views and filters so each view answers a real question, such as “What is due this week?”
- Edit the database templates inside it so new entries match your process. Changes to a database template apply to new entries, not to pages already created.
- Move it to a shared teamspace if your team will use it.
- Rebuild any forms from scratch, so responses go to you rather than the template’s creator.
Remember that on Notion’s Free Plan you can use or turn off automations that come with a template, but you cannot edit them or create new ones.
How to Create Your Own Notion Template
Any Notion page can become a template you share with others.
- Build and test the page with the databases, views and instructions you want others to have. Remove any private information.
- Open Share and select Publish to publish the page to the web.
- Turn on the option to allow duplication (shown as Duplicate as template), so visitors can copy it into their own workspace.
- Share the link with your team, clients or audience.
- Optionally submit it to Notion Marketplace, where templates are reviewed before being listed and can be offered free or paid.
For templates used only inside your own workspace, you do not need to publish anything. You can simply duplicate a page from the ••• menu in the sidebar, or turn structures you repeat into database templates and buttons.
Example: A Weekly Team Meeting Using Templates
Here is how the different template types can work together for a common business routine:
- A Meetings database holds every meeting, with properties for date, type and attendees.
- A database template called “Weekly team meeting” includes sections for wins, priorities, blockers and action items, and is set as the default.
- The template is set to repeat weekly, so a fresh meeting page appears every Monday.
- Inside the template, a button labelled “Add agenda item” inserts a consistent block for anyone who wants to add a topic.
The result is a meeting routine that sets itself up each week, with notes stored in one searchable place.
Notion Templates vs. Spreadsheet Templates
People often compare Notion templates with templates in Microsoft Excel or Google Sheets. They solve different problems.
| Factor | Notion templates | Spreadsheet templates |
| Best for | Organising work, documents and processes | Calculations, financial models and data analysis |
| Structure | Pages, databases and linked records | Rows, columns and formulas |
| Views | Table, board, calendar, timeline and more | Mainly grid views and charts |
| Documentation | Notes and instructions live beside the data | Usually kept in separate files or tabs |
| Calculations | Formulas and rollups for everyday totals | Much stronger for complex calculations |
Many businesses use both: Notion for managing work and knowledge, and spreadsheets or Power BI for detailed numbers and reporting.
Common Beginner Mistakes With Notion Templates
- Adding too many templates at once. Start with one that solves a real problem, then add more.
- Duplicating into private pages when a whole team needs access.
- Expecting updates to sync. Your copy will not change when the creator updates theirs.
- Keeping every property. Unused fields make templates harder to maintain.
- Editing a database template and expecting old pages to change. Only new entries use the updated version.
Next Steps
Once you understand how Notion templates work, the next step is choosing the right ones for your business. Start with a simple template for the process that causes the most friction, such as tasks or client follow-ups, and build from there. If you need a system designed around your business, Pentium Solutions builds Notion workspaces and ready-to-use templates for teams.
Frequently Asked Questions
What is a Notion template in simple terms?
It is a ready-made structure, such as a page, database or layout, that you copy into your Notion workspace and fill in with your own information instead of starting from a blank page.
Are Notion templates free?
Many are. Notion Marketplace and independent creators offer free templates, while others sell paid templates with more features, documentation or support.
How do I add a template to Notion?
Open Marketplace in your Notion sidebar and select Add, or open a template link and select Duplicate. You can also create your own templates inside databases using the dropdown next to New.
What is the difference between a template and a database template?
A template usually refers to a full page or system you add to your workspace. A database template is a preset for new entries inside one database, so each new task, project or meeting starts with the same structure.
Can I edit a Notion template after I add it?
Yes. Once a template is in your workspace, you can change anything in it. Your edits do not affect the original version.
Can I use Notion templates on mobile?
You can use and edit templates already in your workspace on mobile, but adding a template from Notion Marketplace requires the desktop app or web browser.
How do I make a Notion template that repeats?
Create a database template, open the ••• menu next to it in the New dropdown, and choose Repeat. You can set it to repeat daily, weekly, monthly or yearly.