# How to create step-by-step guides in Notion > Source: https://guidie.ai/how-to/create-notion-step-by-step-guides · About 20 min · Updated 2026-10-19 Notion is a good home for how-to guides because a database can hold every guide with an owner, a status and a last-checked date. Here is a setup that stays tidy, and how to fill it without taking screenshots by hand. ## You'll need - A Notion workspace where you can create pages (Full access or Can edit) - Google Chrome with the Guidie extension, signed in to guidie.ai - One task you explain often, to use as the first guide ## Steps 1. **Create a Guides database.** In Notion, add a new page and choose a table database. Name it Guides and add properties: Owner (Person), Tool (Select), Status (Select: Draft, Published, Needs check) and Last checked (Date). These four make it obvious which guides to trust. 2. **Add a database template for a guide page.** Click the dropdown arrow next to New at the top right of the database and select + New template. Give the template a fixed structure: a one-line goal, a 'You need' list, a heading for Steps and a heading for the video. Set Status to Draft by default so new guides never look final by accident. 3. **Record the task once with Guidie.** Open the app the task happens in, click the Guidie extension and press Start. Do the task at normal speed; every click, field and choice becomes a step, with a screenshot from just before the action. Typed text is never recorded. Press Stop when you're done. 4. **Review the generated steps.** Guidie writes one instruction per step, with the button or field name in bold, plus a title, summary and tips. Read it once as if you'd never done the task. If a step is wrong, rewrite or regenerate just that step. 5. **Create the guide page from your template.** Back in Notion, click New in the Guides database and pick your template. Paste the title and goal, then copy the steps under the Steps heading as a numbered list. Notion keeps the numbering when you paste a list. 6. **Add the narrated video.** In Guidie, render the video and download the MP4. In Notion, type /video under the video heading and upload the file. People who'd rather watch can play it without leaving the page. 7. **Publish and set a check date.** Set Status to Published, fill Owner and Last checked, and share the database with the people who need it. Create a filtered view of guides whose Last checked date is more than 90 days old, so the owner knows what to re-record. ## Notion workflows worth documenting first - **Requesting time off**: Usually a form or a database entry in Notion itself. A guide stops the same three questions in chat every month. - **Filing an expense in your finance tool**: Link the guide from your Notion finance page. Expense tools change often, so give it a short check interval. - **Setting up a new laptop or account**: Split it into several short guides (email, chat, VPN) instead of one long one, and link them from an onboarding page. - **Publishing a page to your help centre**: If your team writes public docs in Notion, record the publishing steps once, including who approves. ## Why a database, not a page of links A single "How-to" page with links works for five guides and falls apart at fifty. A database gives every guide properties you can filter on. The two that matter most are **Owner** (who fixes it when it breaks) and **Last checked** (whether to trust it). A filtered view of stale guides turns maintenance into a short list instead of a guessing game. ## Template tips - Put the **goal in one sentence** at the top: "Invite a teammate to the workspace." Readers check in seconds whether they're on the right page. - Keep a **"You need"** section: permissions, accounts or files someone needs before starting. - If you want a one-click way to add a guide from another page, Notion's **button** block can add a page to a database; combined with your database template, that page starts with the right structure. ## Keeping screenshots honest Screenshots go stale faster than text. When a guide's tool changes its design, re-record the task rather than editing images. With a recording tool, that takes about as long as doing the task once, and the screenshots, text and video all update together. ## Frequently asked questions ### Can Guidie export directly to Notion? Not yet. Today you copy the written steps into Notion and upload the MP4 with a /video block. Direct exports are on Guidie's roadmap. ### Should each guide be a separate Notion page? Yes, as a row in one Guides database. That gives you search, owners, statuses and filtered views such as 'needs check'. ### Who can use a Notion database template? Templates live in the database where you create them. Anyone who can add pages to that database can use them. ## Sources - [Notion Help: Database templates](https://www.notion.com/help/database-templates) (checked 2026-10-19) - [Notion Help: Using database templates for teams](https://www.notion.com/help/guides/using-database-templates-for-teams) (checked 2026-10-19) - [Notion Help: Buttons](https://www.notion.com/help/buttons) (checked 2026-10-19)