The 3 layers to Notion architecture for your business

After consulting with a couple dozen business owners, the ones who has a Notion workspace don’t really know what they’re doing.

And why would they, you don’t know what you don’t know yet.

That’s why you come to a systemization expert like myself, to learn how to build systems the right way.

So here is a “how-to” guide for building Notion systems for your business.

The core idea being, that you want to start with the engine, and build the interface last. Here’s what I mean…

The 3-Layer Notion Architecture:

Layer 1: The Database Engine (Backend)

• Create one master page called "Databases"

• Build ALL your databases here as simple table views

• Add every property your business actually needs

• Connect everything through relations & rollups

• Test with real data, not placeholder text

Think of this as your business's nervous system. Hidden but essential.

Layer 2: The Connection Layer (Relations & Rollups)

• Link your databases together through relations

• Use rollups to pull information across databases

• Create formulas that calculate what you need automatically

• Build templates that pre-fill information

This is where the magic happens. Where data flows between systems.

Layer 3: The Interface Layer (Dashboards)

• Copy database links from your backend

• Paste as linked views on dashboard pages

• Create different views for different use cases

• Filter, sort, and group for specific contexts

Now your team sees only what they need, when they need it.

The Database vs. Tag Decision

Here's a question that gets everyone:

"When do I create a new database vs. just use a tag?"

Simple test:

Multiple items with the same properties? → Database
Just need to categorize something? → Tag

Example: Video formats could be tags. But if each format has specific requirements, templates, and SOPs... that's a database.

The View Strategy

Most people create one view and call it done.

But views are where systems become usable:

• Table view for data entry and updates

• Gallery view for visual overviews

• List view for simple scanning

• Board view for status tracking

Each view serves a different job. Build for the job, not the aesthetic.

The Template Trap

Templates aren't just pre-filled pages.

They're your business logic made repeatable.

Every template should include:

• Pre-filled properties

• Standard formatting

• Linked SOPs

• Relevant automations

Why Most Notion Systems Fail:

They're built for the builder, not the user.

The person who creates the system understands the logic.
But the team just sees complexity.

The Real Test:

Can someone new use your system without asking questions?

If not, it's not a system. It's a puzzle.

The Bottom Line:

Notion isn't about organization.
It's about elimination.

Every click you eliminate.
Every question you prevent.
Every decision you automate.

That's what turns chaos into clarity.

If you want help building a Notion system that your team actually uses...

One that eliminates the "Hey, quick question" Slack messages...

One that runs your business instead of confusing it...

Reply "Notion" and I'll show you how we help businesses like yours systemize & automate their operations so you can scale more effortlesly.

Stop building digital filing cabinets. Start building operating systems.

No fluff. Just systems.
Chris "The Systemizer" Punt