How to Build a Wiki in Notion
Build a team wiki in Notion from scratch. Page structure, navigation, permissions, and maintenance best practices.
Step-by-step
How to Build a Wiki in Notion
Plan your wiki structure
Map out top-level sections before building: Company (mission, values, org chart), Teams (per-department pages), Processes (how-tos, workflows), Tools (setup guides, access info), and Policies (HR, security, expenses).
Create the wiki home page
Create a top-level page called 'Wiki' or 'Knowledge Base'. Add a clean layout with icons and links to each section. Use column blocks to organize links side by side. Add a callout block for 'Recently Updated' or 'Getting Started'.
Build out section pages
Create sub-pages for each section. Use consistent formatting: every page starts with a brief description, then content organized under clear headings. Use toggle blocks to hide detailed content that not everyone needs.
Set up permissions
Use Notion's Team Spaces (Business/Enterprise) or page-level sharing to control access. Engineering wiki pages can be restricted to engineering team members. Set default access levels per space.
Establish a maintenance process
Assign an owner to each wiki section. Create a 'Wiki Review' database tracking each page's owner and last review date. Set a quarterly review cadence — owners verify their pages are accurate and update stale content.
Tips
Pro tips
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Add a 'Last Updated' callout at the top of important pages so readers know how current the info is
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Use synced blocks for information that appears in multiple wiki pages — update once, changes everywhere
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Create a feedback system — add a 'Was this helpful?' section or a linked comment thread at the bottom of wiki pages
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Use Notion's built-in table of contents block (type /table of contents) on long wiki pages
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