Notion Project Tracker for Architectural Studios

A central project management hub built specifically for architecture practices

Running an architectural studio means managing dozens — sometimes hundreds — of live projects at once. This Notion Project Tracker for Architectural Firms has been purpose-built to give studio leaders and teams a single, clear source of truth for every project, without overcomplicating workflows or exposing sensitive information.

Designed for internal use only, this tracker is not a client portal. It is a studio operations tool that helps you maintain oversight, accountability, and clarity across all stages of your projects.

Designed for Architectural Practices

This tracker has been developed for studios handling a high volume of projects per year, where visibility, consistency, and team ownership are critical.

To protect sensitive business information:

• Billing is recorded as percentages only, not dollar values
  
• Financial data remains comparable across projects without exposing revenue
  
• The system is designed to support internal decision-making, not external reporting

Views Included

Board View – Studio Overview

The Board View provides a high-level snapshot of all projects at a glance, making it ideal for directors and senior staff.

Track:

• Project name and job number
  
• Address
  
• Assigned staff member
  
• Billing percentage
  
• Council requirements
  
• Key notes and risks

Perfect for weekly reviews, pipeline checks, and leadership oversight.

Table View – Team & Meeting Management

The Table View is designed for internal meetings and day-to-day team use.

Track:

• Staff allocation and ownership
  
• Project status and priority
  
• Stage progress
  
• Meeting notes
• Billing percentage

This view encourages accountability, allowing each team member to manage and update their own project data.

Timeline & Calendar Views – Forward Planning

The Timeline and Calendar views support short-term planning and workload forecasting.

Use these views to:

• Visualise upcoming project timelines
• Identify workload clashes
• Plan staffing and delivery milestones

For best accuracy, timelines should generally be entered no more than one month in advance, unless working on large, long-running projects.

What You Can Track Per Project

Each project entry can record a wide range of information, including:

• Project status and priority
• Assigned staff member
• Stage progress
• Address and job number
• Billing percentage
• Council requirements and status
  • Civil
  • Electrical
  • Hydraulic
  • Acoustic
  • + More (18x pre-build consultant fields)
• Meeting minutes
• Project timelines
• Cautionary items and risks
• Even small details like the client’s coffee order
• Or add custom fields to suit your workflow

Who This Is For

• Architectural studios managing multiple concurrent projects
• Directors seeking clearer oversight without micromanagement
• Teams wanting ownership of their own project data
• Practices using Notion as part of their internal operations

Who This Is Not For

• Client-facing portals
• Financial accounting, time tracking or invoicing systems
• Small firms working on low volume projects (recommended minimum of 5x live projects to see full value)