Notion setup

Conductor uses Notion's native Projects & Tasks template. No custom databases. Follow these steps to configure it for the gatekeeper workflow.

Step 1: Add Projects & Tasks template

1. In Notion, click Templates in the sidebar
2. Search "Projects & Tasks"
3. Click "Add to workspace"
4. Rename "Projects" to "Initiatives"

This gives you two linked databases with built-in views, progress tracking, and calendar sync.

Step 2: Add custom properties to Initiatives

Open the Initiatives database. Add these properties:

Property	Type	Options
Line	Select	portfolio / product / software / editorial / services / operate
Priority	Select	P1 / P2 / P3
Description	Text	—
Timeline	Date range	—

Step 3: Add custom properties to Tasks

Open the Tasks database. Add these properties:

Property	Type	Options
Line	Select	portfolio / product / software / editorial / services / operate
Stage	Select	(all 40 stages — see below)
Estate	Select	prototype / lab / portfolio-org

Stage options (single Select with all values):

Portfolio:  intake, classify, prioritize, capacity, review
Product:    discover, explore, score, build-gate, ship-signal, archive
Software:   frame, design, implement, verify, promote, deploy, document
Editorial:  assign, report, draft, edit, fact-check, localize, stage, publish, update
Services:   offer, lead, propose, contract, deliver, invoice, complete, archive
Operate:    run, observe, change, incident, retire

Step 4: Create gatekeeper views

In the Tasks database, create a filtered view for each gatekeeper:

View name	Filter	Layout
Portfolio Work	(no filter — sees all)	Board grouped by Line
Product Work	Line = product	Board grouped by Stage
Software Work	Line = software	Board grouped by Stage
Editorial Work	Line = editorial	Board grouped by Stage
Services Work	Line = services	Board grouped by Stage
Operate Work	Line = operate	Board grouped by Stage

Also create a "My Tasks" view: filter by Assignee = Me.

Step 5: Connect Google Calendar

1. Notion Settings → Connections → Google Calendar
2. Connect your Google account
3. In the Tasks database, the Due Date property now syncs to your calendar
4. In the Tasks database, the Due Date property now syncs to your calendar

Step 6: Create Notion integration for agents

1. Go to https://www.notion.so/my-integrations
2. Create integration named "Conductor Agents" (Internal)
3. Copy the Internal Integration Secret → store in Bitwarden as CONDUCTOR_NOTION_READ_TOKEN
4. Share both databases with the integration (click "..." → Connections → Add "Conductor Agents")

Step 7: Delete old databases

The custom databases created earlier (Initiatives, Workstreams, Deliverables) should be manually deleted from the Notion UI. They're under the "Conductor State" parent page.

Verification

• [ ] Projects & Tasks template added
• [ ] Custom properties added to both databases
• [ ] Gatekeeper views created
• [ ] Google Calendar sync working
• [ ] Notion integration created and token stored
• [ ] Old custom databases deleted