How Playbook migrated his team to Notion to increase team efficiency

Playbook outgrew their old project management tool and needed a workspace that could scale with their creative team. With the help of our team at NotionFlows, they migrated from Shortcuts to Notion, built a custom workspace, and rolled out templates that let their designers hit the ground running.

Company size: 11-50

Industry: Health, Wellness & Fitness

Headquarters: New York, USA

Apps used: Notion

Services: Notion workspace, migration, automation

A fitness platform built for creators

Playbook is a platform where fitness creators can share their content, grow their community, and build their business — all from one app. With more than 500 instructors and over 56,000 workouts, Playbook’s team operates at the intersection of content, tech, and support for creators.

At the heart of this operation is a growing creative team that handles requests, produces assets, and manages internal design systems. But their existing tool, Shortcuts (formerly Clubhouse), was limiting — it lacked the flexibility, structure, and documentation capabilities they needed.

That’s when they reached out to migrate their entire system to Notion — and to rebuild it with scalability in mind.

The Challenge

When we joined Playbook, their team was navigating multiple disconnected tools. They needed to:

1. Migrate cleanly from Shortcuts to Notion

They wanted to bring over their workflows without losing structure or creating friction for the team.

2. Build a workspace from the ground up

Playbook needed a central system for creative requests, project tracking, and internal documentation — all in Notion.

3. Help the design team move faster

Designers needed a way to start new tasks quickly and consistently, without reinventing the wheel every time.

The Solution

We worked closely with the Head of Creative Ops to build a system that was tailored to how Playbook actually works.

Core workspace and task database

At the center of the workspace, we created a unified task database to track client requests and internal projects. It included fields for client, task type, creator tier, deadlines, and assigned team members — giving everyone a clear view of what was happening, when, and by whom.

Automated request capture via Make

To connect external client requests, we set up an automation using Make.com that pulled submissions from Jotform into Notion — and instantly notified the team via Slack. Every new request appeared in the task board, already sorted and ready to go.

Template system for the design team

One of the most impactful changes was the introduction of pre-built templates for the design team. These templates included common project types (like creator onboarding kits, ad assets, and campaign briefs) with built-in structure, so designers could start with the right context every time.

Knowledge base for design workflows

To support consistency and onboarding, we also built out an internal knowledge hub in Notion, documenting processes, design assets, and team guidelines — all easy to find, edit, and expand as the team grows.

Roxana has been so helpful for our team! She helped us migrate to notion and get us set up with all of the tools and training that we needed to be successful. Since then, she's helped us with integrations, fixing bugs and upgrading what we have as our needs changed. She even let us know of new notion tools and offerings we could use when there were updates! We couldn't have done it without her. So thankful for Roxana! ”

Ashley Strich, Head of Creative Operations

The Results

Seamless migration from Shortcuts

No data lost, no disruption. The team moved into Notion with a fully built-out workspace that reflected their workflow.

Faster design workflows

With custom templates, designers could launch new projects quickly — saving hours each week and increasing consistency across deliverables.

Automated task intake

New client requests now go straight from a form into Notion, with Slack alerts to keep the team in the loop — no manual handoffs needed.

Centralized operations

From project tracking to internal documentation, everything now lives in one place. The team has clarity, accountability, and space to focus.

Built for growth

With the right structure in place, Playbook’s creative operations are positioned to scale — adding more team members, projects, and workflows without chaos.