How to create templates in Notion and share them with others.

If you're using Notion for work—whether it's project management, content tracking, onboarding new employees, or taking meeting notes—you've undoubtedly had to recreate the same page structure over and over again. Creating new tables, adding familiar columns, rewriting headings and instructions. repeating this process for every project, every client, every sprint.

Notion templates are the solution to this problem. You design the page structure once, complete with database, buttons, content blocks, and instructions, then share it as a link. Anyone who clicks that link can instantly duplicate the entire structure into their workspace, ready to use.

Since late 2025 and early 2026, Notion has added many new features related to automation, webhook actions, and database agents—all of which can be embedded into a template, giving users an automated workflow readily available upon duplication. This elevates the value of templates to a whole new level. If you want to share your template with others, scroll down to see more.

Instructions on creating and sharing Notion templates with users.

Step 1: Create a new page to serve as the foundation for the template.

In the Notation sidebar, click the "+ Add New" button to create a new page. This will be the template's root page - all blocks, databases, and content you add here will be fully copied when users duplicate the template.

Step 2: Design the structure and add content blocks.

This step determines the quality of the template. Whatever you add to the page will be present in every copy of the template. Think about what users need when they open the template for the first time:

Options when creating a project in Notion:

1. Blank page (Paper icon): This option opens a completely new page, without any formatting or structure, allowing you to freely create or write from scratch.
2. Empty database (Data table icon): This option allows you to quickly create an empty database to begin setting up properties, lists, or managing data in a tabular format.
3. AI-powered creation (Palm tree and star icon): This feature applies artificial intelligence to help users automatically set up page layouts, generate ideas, or quickly create content frameworks based on their requirements.

You can either create from scratch using the options above, or scroll down and choose a template that suits your needs. When customizing your project, you'll have more options to choose from. Once you're finished, click "Complete".

The most useful blocks to add to a template:

1. Database (Table/Board/Calendar view): The data framework with all the properties and views already established.
2. Callout block: A brief template usage guide, located at the top of the page.
3. Custom button: From December 2025, Notion supports buttons with integrated webhook actions and in-app notifications - you can create a "Send Report" or "Notify Team" button directly in the template.
4. Toggle block: Content sections can be collapsed, keeping the page tidy.
5. Linked view: Connects the database with other pages in the workspace.

Step 3: Review content before publishing.

Before sharing, review the entire page from a new user's perspective. Everyone receiving the template will see exactly what you see now – including the sample data you entered. If you want the template to reach users without data, delete the sample records before publishing. Copy your template link and try sharing it with someone to see how it looks.

Check the list:

1. Do the databases have complete properties and views?
2. Are there clear instructions for use?
3. Has the sample data been processed appropriately?

Step 4: Publish the template using the Publish feature.

Click the "Share" button in the upper right corner of the page.

In the Share table, select Invited people only (1) > select Anyone on the web with the link (2) and select Copy link below (3).

Step 5: Copy the link and share.

After publishing, Notion creates a unique shareable link for your template. Copy this link and share it with anyone you want, via Facebook Messenger , Instagram , Zalo , or similar communication apps.

Advantages and disadvantages of Notion templates

Advantage

1. Save time on iterative processes: Instead of rebuilding from scratch for each project, client, or new team member, a single duplicate template is sufficient. New onboarding teams can start with the full structure in seconds.
2. Standardize processes across the organization: Templates ensure everyone uses the same structure, the same property naming convention, and the same workflow. This is extremely important for large teams that need consistency to compile reports.
3. Sharing knowledge with the community: You can publish your template on Notion Marketplace or share it with the community. Many creators are earning income from selling premium templates, while free templates help build reputation and audience.
4. New features are now integrated: Templates can include button automation, webhook actions, and Database Agent rules – users receive a complete workflow, not just an empty structure.

Disadvantages

1. Automation not fully replicated: Some automation and integration settings (especially those requiring specific credentials) are not duplicated within the template. Users need to reconfigure the authentication themselves – this can be confusing without clear instructions in the template.
2. Difficulty updating after sharing: When you edit the original template, previously duplicated versions don't automatically update. If you discover errors or want to make improvements, users of the older version won't receive the changes.
3. Complications arise when the workspace is too large: Templates containing too many database-linked views can encounter duplication issues – some links may point to the original workspace instead of creating independent copies, leading to unexpected results.

Conclude

Creating Notion templates is more than just a personal time-saving skill – by 2026, when Notion has over 100 million users and continues to add automation and AI features, templates will become a crucial way to package and share entire workflows.

Whether you're creating a template for your internal team or preparing to share it with the community, the principle remains the same: design from the end-user's perspective, add clear instructions, and thoroughly test before publishing. A good template is one that the recipient can start using immediately without asking any further questions.