How NotionFlows helped The Content Project go from 1,000+ Notion databases to 13 and track every client’s content in one place

The Content Project needed one place to see what every client had planned, what was in production, and what still needed attention. We helped the agency rebuild its Notion workspace around 13 connected databases and bring its weekly whiteboard into a digital view that updates from Notion.

Company size 2–10

Industry Marketing services

Headquarters Aruba

Apps used Notion, Slack, Miro

Services Notion workspace, migration, automation, client dashboards, and training

A creative agency managing content for multiple brands

The Content Project is an Aruba-based creative agency that produces social media content for multiple brands. On any given week, the team might be planning next month’s posts for one client, shooting for another, and sending edits for approval for a third. They needed to see how that work was progressing across the agency.

The Challenge

1. Client work was scattered across Notion. Separate client pages and repeated databases made it hard to see content plans, production tasks, and edits together.
2. The weekly overview depended on a physical whiteboard. The team spent two to three hours each week reviewing the board. As work moved forward in Notion, someone had to update the board separately.
3. Upcoming work was hard to see across clients. The team had to open client pages one by one to check what was planned and where more content was needed.

The Solution

1. Rebuild the workspace around 13 connected databases

We interviewed the team, reviewed how they used Notion and Excel, and mapped the workflow in Miro. The audit surfaced roughly 1,000 databases, many of them copies created for individual clients. We designed a shared structure that connected clients, content calendars, tasks, meetings, brand assets, and content pillars.

2. Give the team one view of client content

We built a central client database and a reusable client page template. From the agency-wide view, the team could see content needs across clients for the current month and the months ahead. Team members could focus on their own assignments, and each client had a dashboard for their content and production progress.

3. Connect the weekly whiteboard to Notion

We kept the layout the team already knew and built a digital version that pulls from Notion. It shows the week’s work by client and what still needs attention. The team can review the board together while day-to-day updates happen in the workspace they already use.

4. Make monthly planning and handoffs easier

We standardized monthly planning and introduced Alfred, a custom AI assistant that helps fill content calendars using each client’s posting rules and content rotation. Slack notifications supported handoffs for edits, revisions, and approvals. We helped the team get comfortable with the system through training, documentation, and feedback sessions.

The Results

A simpler workspace to maintain

The agency went from 1,000+ scattered databases to 13 connected databases. Client pages now share the same structure, so the team can manage work across brands without maintaining a separate setup for each one.

A clearer view of what’s ahead

The team can see what’s planned, what’s in production, and where there are gaps across clients. They can switch from the week’s priorities to the months ahead without opening each client page.

Weekly reviews with up-to-date information

The digital whiteboard uses the same data as the team’s Notion workspace. Changes made during the week show up in the board, and the team no longer has to copy updates across.

A dashboard for every client

Clients have a dedicated place to see their own content and follow its progress through production.

“We hired Notion Flows to revamp our entire Notion platform, and they completely changed how we work. We went from over 1,000 scattered database down to just 13, and we were honestly using Notion to about one twentieth of its potential before they unlocked it for us. Communication was super clear, they were always on time, and they were genuinely open to our ideas and feedback without ever overloading us with too many new concepts at once. They implemented everything we asked for, and if something couldn't be done, it was only because it was outside Notion's own capabilities. It's made our day to day so much easier, in the office, out shooting with clients, and across the whole client experience. I'd highly recommend Notion Flows to anyone using Notion.”

Tyler Cavallaro CEO, The Content Project