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About the Whiteboard

The Whiteboard gives your team a simple visual way to see what is happening across your clients and content calendar, without having to work directly inside Notion.

Instead of checking multiple Notion databases, opening individual records, and piecing together what needs attention, the Whiteboard brings that information into one shared view.

At a glance, you can see:

• Which clients have content scheduled each week
• Which weeks have items that need attention
• How much content is currently flagged Red
• What is coming up over the next several months
• The specific Notion records behind any number you see

Think of it as your team's operational dashboard for the content calendar. Notion remains the source of truth, while the Whiteboard makes that information easier to see and act on.

Understanding the Whiteboard

When you open the app, you'll see a grid organized around two things:

Clients across the top, and weeks down the left.

Each cell where a client and week intersect contains a number. That number tells you how much content exists for that client during that week, depending on which view you're using.

The grid

Rows: Your weeks

The rows represent your working weeks, Monday through Friday, and are grouped under their respective months.

This makes it easy to scan the board chronologically and understand what's happening week by week.

Columns: Your clients

Each column represents a client from your Notion database.

Because the client list comes directly from Notion, the Whiteboard stays aligned with your current client information rather than requiring you to maintain a separate list inside the app.

Four months at a time

The Whiteboard shows four months simultaneously:

1. Last month
2. The current month
3. Next month
4. The month after that

The Two Views

Whiteboard

The Whiteboard view is designed to show what needs attention based on the status of each piece of content in the Content Calendar.

Each client/week starts with the total number of content items. Content with a Red status, such as Missing Info, Ready to Film, or Pending Organization, counts as needing attention, so the cell stays red. As those items move into other statuses, they are removed from the count. Once there are zero Red-status items remaining, the number becomes green.

In short: Red = content still needs attention. Green = nothing in that week needs attention.

All Content

All Content simply shows everything scheduled for that client and week, regardless of status. It gives you the full picture of what's inside that week's content, rather than highlighting only what needs attention.

Only the admin and the team lead has access to update this

Getting More Information

The grid is designed to give you a quick summary, but every number can be traced back to the actual content behind it.

Click a week number

Clicking a week number opens the details for that entire week.

You'll see the content items across all clients for that week.

This is useful when you want to answer questions such as:

"What is happening this week?"

or

"What needs to be reviewed across the board?"

Click a client cell

Clicking an individual cell shows the content for that specific client and week.

What you see depends on your current view:

• Whiteboard: only items marked Red
• All Content: all items for that client and week

This lets you move from a high-level overview directly into the specific work that explains the number you were looking at.

Opening the Original Notion Record

The Whiteboard is designed to help you find and understand information quickly, but Notion remains where the underlying records live.

Every item shown in the details pop-up includes an Open in Notion link.

Clicking it takes you directly to that record in Notion.

This means you can use the Whiteboard to:

Spot → Investigate → Open → Take action

You don't have to manually search through Notion to find the item that caught your attention.

Keeping the Whiteboard Up to Date

The Whiteboard gets its information from your Notion databases, so the app periodically refreshes its data.

Automatic refresh

The current automatic refresh schedule is 5:00 a.m. every day.

This means the board updates itself each morning without requiring anyone on the team to manually refresh it.

You can simply open the Whiteboard and work from the latest scheduled data.

Refresh it manually

If you have just made changes in Notion and don't want to wait for the next automatic refresh, use the circular arrow (Refresh) button in the top toolbar.

This pulls the latest available information into the Whiteboard immediately.

Automatic refresh settings

Managers and admins can change the automatic refresh schedule under:

Settings → Display

Available options include:

• Every 5 minutes
• Every 15 minutes
• Every 30 minutes
• Hourly
• Start of day, 5:00 a.m.
• End of day, 10:00 p.m.

The current configuration is daily at 5:00 a.m.

Reordering Your Clients

The order of client columns can be customized by managers and admins.

To move a client:

1. Select and hold the client's column header.
2. Drag it left or right to the desired position.
3. Release it to place the column.

You can also use the arrow keys when a column header is focused.

This is useful if your team prefers to organize clients by priority, workflow, account manager, or another operational convention.

Who can reorder clients?

Managers and admins can change the column order.

Team members can view and use the Whiteboard, but cannot change the client order.