Switching from Monday.com to Notion is a common move for teams that want more flexibility, better documentation, or a lower price point. While Monday.com excels at structured project management, Notion’s all-in-one workspace appeals to teams that need docs, wikis, and databases in a single tool.
This guide walks you through the entire migration process.
Before You Start
Why Teams Switch
The most common reasons teams move from Monday.com to Notion:
- Cost: Monday.com requires a minimum of 3 seats and gets expensive quickly. Notion’s free plan is generous for small teams.
- Documentation: Monday.com lacks built-in docs and wikis. Notion combines project management with knowledge management.
- Flexibility: Monday.com’s board structure is powerful but rigid. Notion’s databases can model almost any workflow.
- All-in-one: Instead of Monday.com + Google Docs + Confluence, teams use Notion for everything.
What You’ll Lose
Be honest about the trade-offs:
- Automations: Monday.com’s built-in automations are more powerful than Notion’s
- Time tracking: Not natively available in Notion
- Dashboards: Monday.com’s visual dashboards are more polished
- CRM features: Monday.com has dedicated CRM boards
If any of these are critical to your workflow, consider whether Notion can cover them (often with workarounds or integrations) before committing.
Step 1: Audit Your Monday.com Workspace
Before exporting anything, document what you’re working with:
- List all boards: Note which ones are actively used vs. archived
- Identify board structures: Column types, groups, automations
- Check integrations: What tools connect to Monday.com?
- Note permissions: Who has access to what?
- Export your data: Monday.com lets you export boards as CSV or Excel files
How to Export from Monday.com
- Open the board you want to export
- Click the three-dot menu (⋯) at the top right
- Select “Export board to Excel”
- Repeat for each board you need to migrate
Save all exports in a folder — you’ll reference them when building Notion databases.
Step 2: Design Your Notion Workspace
Don’t try to recreate Monday.com in Notion. Instead, design a structure that leverages Notion’s strengths:
Recommended Structure
📁 Team Workspace
├── 📋 Projects (database)
│ ├── Board view (Kanban by status)
│ ├── Timeline view (Gantt)
│ └── Table view (spreadsheet)
├── ✅ Tasks (database, linked to Projects)
├── 📝 Meeting Notes
├── 📚 Knowledge Base / Wiki
└── 📊 Dashboard (linked database views)Map Monday.com Concepts to Notion
| Monday.com | Notion Equivalent |
|---|---|
| Board | Database |
| Group | Database view with filter |
| Item | Database page/row |
| Column | Database property |
| Update | Comment or page content |
| Dashboard | Linked database views on a page |
| Automation | Notion automations (limited) or Zapier |
Step 3: Build Your Databases
Create your core databases in Notion:
-
Create a Projects database with properties matching your Monday.com columns:
- Status (Select): To Do, In Progress, Review, Done
- Priority (Select): High, Medium, Low
- Owner (Person)
- Due Date (Date)
- Tags (Multi-select)
-
Create a Tasks database with a Relation property linking to Projects
-
Set up views: Create Board, Timeline, Calendar, and Table views for each database
-
Import data: Copy-paste from your exported CSV/Excel files, or manually enter active items (often faster than bulk import for small datasets)
Step 4: Recreate Key Workflows
Status Workflows
Monday.com’s status columns map to Notion’s Select properties. Create the same status options and set up Board views grouped by status.
Automations
Notion’s built-in automations cover basics (property changes triggering notifications, status updates). For more complex automations, use Zapier or Make to connect Notion with your other tools.
Dashboards
Create a Dashboard page in Notion with linked database views. Use filters to show:
- Tasks due this week
- Projects by status
- Items assigned to specific team members
Step 5: Onboard Your Team
- Start with a pilot group: Move one team or project first
- Create a “How We Use Notion” page: Document your conventions, naming rules, and workflows
- Run a 30-minute training session: Show the core workflows
- Keep Monday.com read-only for 2 weeks: Let people reference old data while adapting
- Gather feedback after week 1: Adjust your Notion setup based on real usage
Step 6: Clean Up
After your team is comfortable (usually 2-4 weeks):
- Archive or cancel your Monday.com subscription
- Download a final export for records
- Remove any integrations pointing to Monday.com
- Update your Zapier/Make automations to use Notion
Common Mistakes to Avoid
- Don’t recreate Monday.com exactly: Notion works differently — embrace its flexibility
- Don’t migrate everything: Only bring active projects and recent data
- Don’t skip the wiki: One of Notion’s biggest advantages is combining project management with documentation
- Don’t ignore templates: Notion’s template feature lets you standardize how new projects and tasks are created
Timeline
| Phase | Duration |
|---|---|
| Audit & planning | 1-2 days |
| Build Notion workspace | 2-3 days |
| Migrate active data | 1-2 days |
| Team onboarding | 1 week |
| Parallel running | 2 weeks |
| Full switch | Week 4 |
Next Steps
Ready to make the switch? Start by exploring Notion’s pricing plans and reading our full Notion review. You can also check how Notion compares to Monday.com for a detailed feature breakdown.
Frequently Asked Questions
How long does this take?
Most users can complete this process in 15-30 minutes by following the step-by-step guide above.
Do I need any technical skills?
No advanced technical skills are required. This guide walks you through each step with clear instructions.
What tools do I need?
See the requirements section above for the complete list of tools and accounts you’ll need to get started.