Step 1: Create a Fundraiser Home Page

Start with a single top-level page named after the fundraiser, such as "Spring Booster Fundraiser." Everything else will live inside it.

At the top, add a short callout block with the three things every volunteer needs to know: what the money is for, the target amount, and the key dates. Keep it to a few lines. If a parent opens the page and reads nothing else, they should still understand the basics.

Below the callout, add links to the databases you'll build in the next steps. This page becomes the front door for the whole project.

Step 2: Build the Participant Database

This is the heart of the workspace. Create a database with one row per student or family. The properties you add determine how useful it becomes.

Once the properties are in place, create a few saved views. A board view grouped by Status shows at a glance who is still at "Not started." A filtered view showing only rows where "Payment checked" is empty gives your treasurer a clean to-do list.

To show progress toward the goal, add a sum calculation at the bottom of the "Amount collected" column. Copy that total into the callout on the home page once a week. Volunteers like seeing the number move, and it gives the communications helper something positive to share with families.

Step 3: Add a Task Board

Create a second database for jobs. Each task gets a name, an assignee, a due date, and a status. Typical tasks include printing order forms, sending the kickoff message, confirming the pickup location, and arranging volunteers for distribution day.

Switch the view to a board grouped by status. Volunteers can drag their own cards from "To do" to "Done," which means you no longer have to chase people for updates. You'll see progress the moment it happens.

Step 4: Decide What You're Selling

Before you fill the task board, the club needs to agree on the type of fundraiser, because it changes almost every task that follows. An event like a car wash or a spaghetti dinner needs shift schedules and supplies. A product sale needs order tracking, payment collection, and a distribution plan.

If you're leaning toward a product sale, this overview of how a Booster Club Fundraiser typically runs, from the selling window through group ordering and pickup, is useful to read before you build your task list. It helps you add the right steps in the right order instead of discovering them halfway through.

Record the decision on the home page, along with a short note on why the group chose it. Next year's volunteers will appreciate knowing the reasoning.

Step 5: Set Up a Shared Calendar

Add a calendar view to the task database, or create a separate dates database for milestones. Key dates usually include the kickoff, the end of the selling window, the order deadline, and distribution day.

Seeing those dates on a calendar makes gaps obvious. If the selling window ends on a Friday and the order has to be submitted Monday, the treasurer needs time over the weekend to reconcile payments. Better to notice that now than the night before.

Step 6: Store Documents in One Place

Create a simple page for documents: the letter home, order forms, payment instructions, and pickup details. Upload files or write them directly as Notion pages.

Writing them in Notion has an advantage. When a date changes, you update it once, and anyone who opens the page sees the current version. No more three different order forms circulating in backpacks.

Step 7: Set Permissions Carefully

Not everyone needs edit access. Give full access to the coordinator and treasurer, edit access to volunteers who update the task board, and view-only access to anyone who just needs information.

For student data, follow your school's privacy rules. Keep guardian contact details limited to the people who actually need them, and avoid sharing the participant database publicly.

Step 8: Save It as a Template

When the fundraiser ends, duplicate the whole workspace and clear out the participant data. Rename it "Booster Fundraiser Template" and store it somewhere the next coordinator can find it.

Add a short "What we learned" page to the template before you archive it. A few honest notes about what worked and what didn't turn a one-time setup into something the club can improve every year.

Frequently Asked Questions

Do volunteers need a paid Notion plan?

Many booster clubs manage with free accounts and shared pages. Check Notion's current plans to see what fits the number of people who need access.

What if some parents don't want to use Notion?

That's fine. Only the core team needs to work in the workspace. Others can receive updates by email or text, while the coordinator keeps the database current.

Can students use the workspace too?

Older students can help update tasks if your school allows it. Keep any personal or payment information in views only adults can see.

How long does the setup take?

The first build takes a few hours. After that, the saved template means each new fundraiser starts mostly ready.

Is a spreadsheet just as good?

A spreadsheet works for tracking orders. Notion's advantage is keeping tasks, documents, dates, and tracking together in one place that everyone can navigate.