Master Your To-Do List in Notion for Assisted Living Success
Apr 10, 2026
Managing or investing in assisted living facilities is no small task. With so many responsibilities on your plate, staying organized is essential. That’s where an advanced to-do list can make a difference.
Notion, a powerful organization tool, allows you to create customizable to-do lists that keep you on track and help you prioritize effectively. Whether you’re managing resident care, dealing with licensing requirements, or scaling your business, a well-organized system can simplify your workload and boost productivity.
Check out the video too👇
Why Upgrade Your To-Do List?
A basic list is fine, but as your responsibilities grow, you need something more dynamic. Here’s why Notion is the perfect platform:
- Dynamic Filters: Automatically hide completed tasks or show only today’s priorities.
- Custom Fields: Add columns for due dates, priorities, or focus areas (like business, personal, or family).
- Streamlined Organization: Group tasks by category or timeline, so you always know what’s next.
How to Create an Advanced To-Do List in Notion
Follow these easy steps to build a to-do list that works for you:
1. Set Up Your Page
- Open Notion and create a new page.
- Choose “Table Database - Inline” for your list.
- Set the page to full width for better visibility.
2. Add Key Fields
Now it’s time to build your table. Add these essential columns:
- Task Name: Label each task (e.g., “Call Medicaid office” or “Review staffing schedule”).
- Due Date: Assign deadlines using the “Date” property.
- Done: Add a checkbox to mark tasks as complete.
For extra organization, consider these additional fields:
- Time of Day: Use a “Select” property for AM, PM, or evening.
- Area of Life: Categorize tasks as Personal, Business, or Family.
3. Add Tasks and Customize
Start populating your table with tasks. Here’s an example:
| Task Name | Due Date | Time of Day | Area of Life | Done |
|---|---|---|---|---|
| Update care policies | Today | AM | Business | ☐ |
| Grocery shopping | Tomorrow | PM | Personal | ☐ |
| Schedule facility tour | Friday | Evening | Business | ☐ |
Use colors to make categories or priority levels stand out.
4. Apply Filters for Focus
Filters keep your list neat and relevant. For example:
- Show Only Today’s Tasks: Filter for tasks due today.
- Hide Completed Tasks: Add a filter like “Done is unchecked.”
- View by Category: Create a view to focus on Business tasks or Personal goals.
These filters make it easier to focus without feeling overwhelmed.
Benefits of a Dynamic To-Do List
- Clarity: See only the tasks that matter right now.
- Flexibility: Easily adjust deadlines or move tasks to another day.
- Motivation: Checking off tasks feels great and keeps you moving forward.
Final Thoughts
A well-organized to-do list in Notion isn’t just about staying productive—it’s about staying sane! With customizable fields and dynamic filters, you can build a system that works for your unique needs, whether you’re managing an assisted living facility or juggling personal responsibilities.
Start simple, add layers as needed, and watch your productivity soar. Notion makes it easy to stay organized and focused, so you can spend less time worrying about what’s next and more time making progress.
Give it a try today—you’ll thank yourself later!
If you need help writing a solid business plan to help you buy an assisted living facility, download our free Business Plan Checklist.
Need help figuring out where to start? Join the next Roadmap Challenge and build your launch plan with me.
Show full transcript 👇
Transcript
00:00:00
creating a to-do list that is dynamic and can adjust to meet your needs is key to helping you keep on track and be productive it doesn't matter so much where you create your list it's that you use it in today's video i'll get into how i create a dynamic to-do list using notion that will help you be more productive hi everybody i'm brandon gustafson i own and operate two assisted living facilities and i created this channel to help people just like you learn the ins and outs of investing in assisted living
00:00:29
welcome to assisted living investing [Music] hey everybody welcome back to the channel in our last video we talked about how to create a basic to-do list in notion today we're going to get into how to create a more advanced to-do list in notion and why it's important for you to understand how you can do that and how it's important for you to understand how to create advanced to-do lists that just make your life a lot easier as you're trying to get things done and be productive in acquiring an
00:01:08
assisted living facility starting a new business whatever it is that you need to do creating to-do lists is really going to help you stay on task and help you get those things done so we're going to get into that in today's video first off the big question why would you want an advanced to-do list the basic to-do list that we talked about in in the last video it's great to get you started it can help you get your thoughts out of your mind and onto paper and and help you start being productive
00:01:35
and start getting things done but you're probably going to get to a spot where you want something that's just a little more dynamic that's gonna be able to handle everything that you need to throw at it and you know with an advanced to-do list in notion you'll be able to use things like check boxes or filters that automatically take that work off of your list by just clicking one button and it's gone you don't have to have an archive you don't have to like fix it or anything like that you
00:01:59
just click one thing and it goes away it's off your to-do list and it's really kind of a cool accomplishment feeling when you get that thing done and taking off your to-do list so that's you know another really good rewarding thing for your mind to just have something go boom take off the to-do list and now you're feeling productive because you got something done i'll tell you i've had days where i had a huge to-do list and at the end of it when i get my to-do list done i feel
00:02:26
awesome i feel incredible i'm so happy to have been so productive and sometimes it's little things and doing those things can snowball you into getting something big done and sometimes it's it's big chunks and it takes a lot of work but you know either way it's it's something that is exciting and something that is going to just help you mentally to get it done and the way that i'm going to teach you how to create this advanced to-do list it's also extremely easy to just bump it back to the next
00:02:51
day so it goes off of your to-do list for today but it's still there so you can work on it again in the future so you still kind of get that little bit of a hit that dopamine hit that makes you feel like you're being productive and cleaning up your to-do list and getting things done uh it's a good way you know we talked about this in a bullet journaling video video with migrating your tasks forward or backwards or things like that the way that i set up my my to-do list and notion i'll let you do something very
00:03:18
similar to that so i'm excited to show you kind of how you do that you know you can use due dates as well as you're doing this to get filters in there that really help you put things on a specific day and keep you on task so with all of that said let's get into the tutorial for today's video on how to create an advanced to-do list in notion now we're in notion uh we're going to do our tutorial on how you can create this advanced to-do list and i apologize if my camera shakes a little bit the screen
00:03:47
for you on the tutorial should not um but i'm i've got quite the setup here um for my videos and so i'm on a not super stable platform um so just excuse my face if it moves around a little bit as as i'm going through this um so the first thing we want to do is you're in notion you've logged in i'm actually in the same spot where we created that basic to-do list and so i've created this page and it's called to-do list i'm just going to keep that name in there
00:04:15
for now but you could adjust it to whatever you need it to be whether it's an advanced to-do list or even if you're just in a different page so i have one that i call counsel time and that's where i kind of put all of my stuff and that's where i you know do all of my things and you can create what's called an inline database and so it makes it basically a table inside of your page and that's actually we're going to do today so you can kind of learn what that process is like so
00:04:41
you've opened your new page um you're on here let's just go right here we'll just call this one um empty we'll just open an empty thing so you have up here it says type the slash for command so we're going to go ahead and type that and then what i want you to do is just type in table and it's going to give you a few options here so this is like a basic table like legitimately just just a grid that you can put on there it doesn't have any filters or anything like that it's just
00:05:10
something so you can organize the way that you have things looking in your in your notion there then the other options here are the table database inline and then there's a table database full page so the full page one is gonna open up a brand new page it's gonna throw everything in there um for you on the table the inline one is what we wanna do and that is going to create a database right here inside of of notion and i'm actually going to come up here into this menu over here and i'm
00:05:42
going to click an icon that says full width so what that does is it just took everything and it expanded it out into the entire page that i'm looking at notion rather than just kind of centering it so it gives you a little bit more screen real estate to work with which for me is is quite helpful okay so now that you have created this inline database um just go ahead and create a title here and we're just going to call this to-do list for now you can adjust this to what you need it to be
00:06:11
and then these parts right here are the different fields that you have so we're going to click in there and it's going to give you an option to change the the name of that field so we're going to call this one task you'll notice down here there's a few options for how you could adjust things a little bit we're just going to call that task for now and then right here in this one that says tags we're actually going to change this one to be called due date and change this and right here you've
00:06:38
got this mul this property type so this is going to say i want it to to be a different thing right now it's a multi-select but i want it to be a date so i'm gonna find the date one right there and then my next one i'm going to create a new field so i just click that plus button and this one i'm gonna put done on here did i get it done or not my property type i'm gonna put a check box in here okay and now i've got this pretty dynamic um to-do list going and i can create all
00:07:10
kinds of different things and here i'll get into that here in just a second but i just want to get these three up here so i got the name of the task the date that it's due and if i've completed it right all right so in here now that you've got your your three fields here you can also add a few others so i have several actually i have i've added things for like the time of day so if it's am pm um and i'll link uh up above the video that i did on matrix planning it's
00:07:38
really helpful to be able to do that and kind of coordinate this with your matrix planning and say yep this is a task that's going to get done in the morning or the afternoon or the evening and so i'll link that up above so you can go ahead and watch that video on matrix planning and how i go about doing matrix planning also you could put i have something that there is this a meeting or is it a task so that i can create some some filters based off of that how important is it high medium low and
00:08:06
then kind of the area of my life that i am working in is it my full-time job is it youtube is it um the facilities that i have is it something for my family it's letting me kind of really slice and dice things and then you can create custom lists and and different things like that which i have done in mine my notion itself is quite robust and has a lot of different filters and different views and things like that this is how you get started you start building it out right here creating a few different fields that let
00:08:37
you do that so how you would do let's just say you want to do a time of day one you could go in here do time of day time of day and we're going to have this be a um we want it to be a select right here so multi-select lets you put in a couple of of pills is what they look like um and then a select just lets you choose one so we're just gonna do time of day and then i'll put am um i'll put pm and i'll put evening like that and so now i get this drop in and i want well this is in the afternoon this one's
00:09:14
gonna be in the morning this one's gonna be in the evening like that okay so you can create some of those and then let's say you have one in here that you want to call um let's just call it area of my life and right here i just put multi-select and let's just call this family um let's do one for job and let's do one for personal okay you can put whatever you want in there and the other cool thing about this is if you come down in here you can lick on this and you could change the
00:09:50
color of that pill so let's say i want my family to be um pink because i live in a house full of girls um so everything is pink um right there and if you are like oh how did i get to that you just click on there you could do it here with am pm so am let's say it's yellow because it's really bright um pm is is going to be um i don't know what color pm let's just call it blue and then evening we'll just keep it at red so you can adjust those colors and things like that really easily in here
00:10:22
the basic thing that i want you to have though is the task name the due date and if it's complete or not um we're going to get into now kind of how you can keep these things clean right so that um you can really focus on on what you need to do so now that you've added all of these fields in here let's just add a couple of tasks let's let's just say brush teeth um and let's see lunch with girls and meeting for facility um and then if i if i'm here at the bottom and i click
00:10:59
oh that enter do it um if i go down here it's going to open up another one and i'm going to just say work meeting kind of really high level um generic things on here so obviously oops let's see this one is going to be personal so i'm going to take off the family of the job this is a family thing um and then this is going to be a job one and this is going to be a job one so this one i would probably actually do like i'll just say facility um so i have it in here oops and hit enter facility
00:11:33
like that and i like to color code things actually and this just did it for me so like work things are gonna be kind of the same color there um and let's see i'm gonna brush my teeth in the the afternoon for some reason um i'm gonna actually let's change that over to the morning um and then my meeting at the facility it was in the afternoon and then my work meeting was in the morning okay so i can just go ahead and add a bunch of those things and then my brush teeth i'm gonna do it so you can see what the
00:12:03
date is today on here but i'll just like click today on there um lunch with the girls is gonna be tomorrow my meeting for the facility is going to be next monday and my work meeting because it's christmas at the time of the filming of this is actually going to be on the 29th okay and so now what i do if i click on done on here it's going to keep it in here right but let's go ahead and create a few filters so up here this is how you kind of keep this clean you click on this this dot menu right here and you're
00:12:34
going to click filter and we're going to add a filter and we want this to just be today's to-do list so what you're going to do in here is click into where it says where and i'm going to adjust this and we're going to say due date is today so boom it just filtered all those things those things are still there they're still going to pop up when the date changes but they are hidden from me right now and you can create different filtered views to say what's happening tomorrow
00:13:07
so these are some of the options in here tomorrow yesterday one week ago one week from now a month ago a month from now you can do exact dates so you can really get something robust so i actually do something where i do a past due so something that is in the past something that is today something that is tomorrow and then i have views for like the the next week and that helps me kind of do things as i do my weekly planning sessions uh it helps me stay on top of things and then the other thing we want to do is
00:13:35
add a filter and we're going to say and the done is not marked as a check mark okay so we want all of the things that are not yet complete so now what i've got is this to-do list this is a to-do list specifically for today all i got to do is brush my teeth and i'm good for the day i just brush my teeth i'm going to click done and it takes it off my to-do list and now it's gone let's say i want to see you know verify that those things are on there i'm actually just going to click this
00:14:10
i'm going to duplicate it and it's going to create this exact same database right here below it this is how you can create different views of that database i'm just going to click over here into the filter and i'm going to drop we can change this one to tomorrow and if i we checked something on there so that's why it's not popping up but lunch with the girls was on there and it was done so if i take it off then it's there or if i just want to say you know what i want to remove all that criteria now i
00:14:39
can see here's my complete to-do list everything is on there it's in that database it exists everything is there and everything's good to go so that's how you can kind of look at it and validate it but that's how you keep it clean um you create this this database this really that's what it is um for those of you that work with data you're like oh this is pretty cool for those of you that don't don't work with data your mind is probably getting blown right now
00:15:02
but it's really a really cool tool that you can use here in in notion to help you stay effective with the things that you need to get done so as you can see as you're kind of working through this and watching what i did there and just all the different filters and things that you can add in here really the sky is the limit you're able to kind of create something that's dynamic that fits your needs it can create all kinds of different fields all kinds of different filters you can do
00:15:33
sorting there's a lot that you can do with this little database and there's going to be a ton of tools that will help you through the process as you're trying to figure out how you want to set this up for your own uh notion and and how you want to use it to to do your own planning sessions so i just highly encourage you to to use a tool it doesn't need to be this it doesn't need to you know you could use there's a ton of applications out there it doesn't matter what you use what you
00:15:58
got to do is just get started and and do it and that's how you're going to be productive so i hope that was a helpful tutorial for you and given i gave you an idea of how you can start using notion to create something that is just dynamic it's going to really help you be productive in the work that you're doing and just staying on top of it creating those to-do lists checking things off getting it out of your inbox and helping you be productive in our next video we're going to get
00:16:23
into where you can find some resources for notion i've gone through some of the the more basic things and how you can get started and i've talked to several people about notion and they absolutely love it and my channel is not a channel about creating things in motion i'm happy to create more videos so comment down below if you'd like more of those and smash the like button for this video if you enjoyed it and and want more content like this but my purpose is to give you tools so
00:16:50
that you can be a productive business owner and i think what i've been able to do for you here in creating some basic things in in notion is going to get you there but if you want more i'm going to give you a few resources in the next video that are going to help you kind of get through and and start really building something that's robust and something that you can create for yourself that's what's really cool about notion is you can customize it to exactly how you want it to be so we'll
00:17:14
get into that a little bit in our next video if you'd like to learn more about investing in assisted living investing make sure you visit me on assistedlivinginvesting.net for other content i've got free resources up there you can set up a consulting call with me i'd love to have a conversation with you and make sure you follow me on my other social media platforms and remember it doesn't take a lot just a little bit just keep going keep making progress step by step by step if you are consistent you will be
00:17:37
successful i promise you can do this thanks for watching and have a great day [Music] you
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