TL;DR If you’ve spent hours perfecting your Notion life planner setup — from your task boards and journals to your custom dashboards — the last thing you want is to lose your progress when switching to a new workspace. Whether you’re creating a new Notion account for work, reorganizing your personal setup, or collaborating with others, migrating your Notion life planner properly ensures a smooth transition.
Migrating or copying your setup in Notion may seem technical at first, but the process is actually simple once you understand how to use Notion’s export, import, and sharing tools correctly. This guide walks you through every step, ensuring your databases, templates, and connected workflows remain intact.
Key Takeaways
- You can move your Notion planner to a new workspace using export and import features.
- Sharing pages between workspaces helps preserve formatting and relations.
- Databases, templates, and linked pages can all be copied seamlessly.
- Always check permissions and integrations before deleting your old workspace.
- Using the All-in-One Life Planner from planmypersonalbrand.com simplifies migration and organization.
1. Why You Might Need to Migrate Your Notion Life Planner
There are several reasons you may want to copy or migrate your planner setup:
- Starting a new account or workspace for personal vs. professional separation.
- Collaborating with a team or partner in a shared environment.
- Reorganizing your workflow into a cleaner, more structured layout.
- Switching from a free to paid Notion plan with expanded features.
Whatever the reason, proper migration ensures you keep all your progress, templates, and data relationships intact.
2. Preparation Before Migration
Before copying your Notion setup, spend a few minutes preparing your data:
- Audit your current workspace: Identify which pages, templates, or databases you want to move.
- Clean up duplicates: Delete any redundant or outdated pages.
- Check integrations: Disconnect unnecessary third-party integrations that might cause syncing errors.
- Back up your data: Export your workspace as a safety measure. Go to Settings & Members > Settings > Export content.
This ensures you have a reliable backup if anything goes wrong during migration.
3. Exporting Your Notion Planner Setup
Notion provides several export options depending on what you’re migrating:
- Single Page Export: Open your planner page, click the three dots (•••), and select Export. Choose HTML, Markdown, or PDF.
- Workspace Export: Go to Settings & Members > Settings > Export content, then select Include subpages. This option exports your full setup.
The HTML export is best if you plan to import pages into a different Notion workspace since it maintains structure and links better than PDF or Markdown.
4. Importing to a New Workspace
Once your files are exported, log in to your new Notion workspace and do the following:
- Create a new page titled something like “Imported Life Planner.”
- Click Import (you’ll see this option in the sidebar or on the empty page).
- Choose the format you exported — ideally HTML.
- Upload your exported folder or file.
Your pages will now appear in your new workspace, though you might need to re-link certain databases or reformat headers.
5. Copying Pages Between Workspaces (Without Exporting)
If you’d prefer a faster method, Notion also allows copying pages directly between workspaces:
- Open the page you want to copy.
- Click Share in the top-right corner.
- Toggle on Share to web (temporarily).
- Copy the link and open it in your new workspace.
- Click Duplicate in the top-right corner to copy it into your new account.
This approach keeps your structure intact and requires no downloading or uploading — perfect for smaller setups or template transfers.
6. Reconnecting Linked Databases and Relations
After migration, you may notice some linked databases or relations no longer connect properly. To fix this:
- Go to each database view (e.g., Tasks, Goals, Notes).
- Check the “Relation” and “Rollup” properties to ensure they’re pointing to the correct linked page.
- If any links broke, re-add the relationship manually using the database property editor.
This step ensures your system functions exactly as before — especially if you rely on task rollups, goals tracking, or dashboard summaries.
7. Syncing Your Templates and Dashboards
If you’ve built your Notion planner using a template, simply duplicate your template directly into the new workspace. This ensures your layout, colors, and widgets stay consistent.
Alternatively, you can install a ready-made, fully structured setup like the All-in-One Life Planner from planmypersonalbrand.com. It includes:
- Pre-linked databases for tasks, habits, and goals
- Built-in dashboards for personal, career, and wellness tracking
- Seamless syncing options across devices
This saves you from manually reconnecting every page after migration.
8. Handling Shared Pages and Permissions
If you’ve shared pages with others (e.g., accountability partners or collaborators), you’ll need to re-establish sharing permissions in the new workspace.
Steps:
- Open each shared page in your new workspace.
- Click Share > Invite people.
- Add your collaborators’ emails or Notion usernames.
- Assign the right access (View, Comment, or Edit).
This ensures your collaborators retain the same access level they had before.
9. Common Migration Issues (and Fixes)
- Problem: Images or embeds don’t appear.
Solution: Re-upload any missing files manually; they may not transfer during export. - Problem: Linked databases not syncing.
Solution: Recreate relations manually using the database property editor. - Problem: Page formatting looks off.
Solution: Apply your preferred template or layout again after import. - Problem: Shared permissions lost.
Solution: Re-invite collaborators to the new workspace.
10. Final Checklist Before Deleting the Old Workspace
Before removing your old workspace, double-check:
- All key pages and databases exist in your new workspace.
- Permissions are correctly re-assigned.
- Files, images, and embeds display properly.
- Your dashboard layout matches your original setup.
- Your integrations (Google Calendar, widgets, etc.) are reconnected.
Once confirmed, you can safely delete or archive your old workspace.
Follow-Up Questions
- How do I move shared Notion pages without breaking links?
- Can I migrate my Notion workspace between personal and team accounts?
- What happens to integrations like Google Calendar after migration?
- Is there a way to export templates only?
- How do I back up my Notion planner automatically?
Conclusion
Migrating your Notion life planner to a new workspace doesn’t have to be complicated. By exporting your content, reconnecting your databases, and verifying permissions, you can preserve your entire digital system in minutes. Whether you’re starting a fresh workspace or merging multiple setups, preparation and consistency are key.
To make this process even easier, start with the All-in-One Life Planner from planmypersonalbrand.com. It’s designed to simplify transitions between workspaces, keeping your planning tools unified, organized, and ready to grow with you.