Tips to keep your team’s Notion pages up to date

As your team grows, Notion grows with you. Your processes, your team, your company — scaling often means creating more content to support that growth, whether it's an onboarding deck or outlining new processes.

That documentation is the foundation on which you'll scale. But keeping it up to date and organized is just as important.

Using features in Notion, you can streamline your ability to keep track of what pages need revisions, ensure information stays fresh, and communicate updates to the rest of your team.

Seeing the progression of a page from its creation to the latest version gives your team transparency — and helps you understand what needs an update.

Here are a few ways you can keep informed when you have engineering sprints, marketing projects in progress, and other pages that constantly change.

On the top right of your Notion page, select ••• and click Updates & analytics. Here, you can see all the changes made to the page.

You can also select Notify me to get updates about comments, replies, and @-mentions made anywhere on the page.

Let’s say you’re checking a page’s updates and notice something was changed incorrectly, like your engineering team’s QA process. Instead of undoing each change one by one in Updates & analytics, you can restore an earlier version of the page.

Tap ••• at the top right of the page and select Version history. You’ll see previous versions of the page organized by date. Find the version from before the incorrect QA changes, select it, and click Begin restore.

If your team keeps documents, tasks, or meeting notes in a database, certain properties can help you see when a page was created, who created it, and when it was last edited. This gives you a quick view of recent activity.

To add one, click + Add property in a new database column and choose the property you want to use.

Here are some helpful options:

• Created time — this automatically timestamps the page's creation. If the page is foundational, it might not need action. But if it’s something like a project spec or meeting notes from months ago, it could be a candidate for a cleanup.

• Created by — automatically record the original author of any database page. If you’re going through and organizing any docs or meeting notes, you can mention creators of pages to confirm if those pages are needed any longer.

• Last edited by — see who made the latest changes on any given page automatically. This can show you who’s frequently adjusting pages. Like the Created by property, Last edited by helps when it comes time to clean up the pages in a database because you can see who’s updating pages most.

• Last edited time — another way to see which pages in your database are freshest, the Last edited time timestamps the page's last edit.

You may want to clean up some out-dated pages in your workspace, but might not want to delete them into the digital ether. That's why we suggest creating an archive for every top-level page in your workspace.

This allows you to keep a tidy page but also have some of those old pages for reference — like a product charter that your team might want to reference when building something similar.

Simply create the archive as a sub-page, and drag out-dated sup-pages into it. Learn more.

Whether it's a team wiki or your company's benefits, you probably have pages in your workspace that are frequently used but only need updating every few months. Here's how to keep those pages fresh so your team is getting the right information.

Save yourself the time of restoring old page versions after accidental changes. Let’s say you change your team’s stock option policy. You wouldn’t want a new employee accidentally editing it as they’re reviewing that page.

Click ••• and toggle Lock page. When you lock a page, nothing can be edited or changed by anyone (including you!) until the lock is turned off. You can do the same with databases too.

Instead of doing this in the page's comments, we find it better to make a Callout at the top of the page — so it's clear who owns that page.

Type /callout at the top of your page and type @ and their name to mention them in the callout. That way, they know they're responsible for that page. But maybe even more importantly, anyone who has questions about the page's content knows who to ask.

You can also set expectations of how often page owners need to revise pages by adding reminders. Add a deadline for completing updates with @ followed by the date. For example, typing in @6/30 creates a timestamp that displays the desired date.

Maybe you want someone to go in and check the team wiki again three months from now for updates to benefits policies or the company mission statement. First @ mention them in a page comment on the page you want them to revisit. Then add @remind and enter the deadline for the next round of updates. Click into that @ tag with the date and a calendar window opens up. Here you can set it so that they receive a reminder two days before the due date.