Notion Board views are a popular way to manage projects, tasks, and workflows by grouping items into columns. However, when your board contains dozens or hundreds of items, a single grouping level may not be enough to keep things organized. The Subgroup feature in Notion allows you to add a second grouping layer to a Board view, letting you see your data by two properties at the same time. This article explains how to enable and configure Subgroups in a Notion Board view, what prerequisites are needed, and common pitfalls to avoid when using this feature.
Key Takeaways: Subgroup in a Notion Board View
- Board view > Layout > Group by > add Subgroup: Adds a second grouping level to organize cards by two properties simultaneously.
- Subgroup supports Select, Multi-Select, Status, and Person properties: Only these property types can be used for the secondary grouping.
- Subgroup columns appear as nested sections within each main group column: Each subgroup column has its own header and can be collapsed or expanded independently.
What the Subgroup Feature Does in a Notion Board View
The Subgroup feature in a Notion Board view adds a second grouping layer to your board columns. Normally, a Board view groups items by a single property, such as Status, Priority, or Assignee. With Subgroup enabled, each main column is further divided into sub-columns based on a second property. For example, you can group your board by Status (To Do, In Progress, Done) and then subgroup by Priority (High, Medium, Low). This creates a grid-like structure where each cell contains cards that share both property values.
Subgroup is available in Notion Plus, Business, and Enterprise plans. Free plan workspaces cannot use Subgroup in Board views. The feature works on the Notion web app, desktop app, and mobile app, though the mobile interface collapses subgroups by default to save screen space.
To use Subgroup, your database must have at least two properties of the following types: Select, Multi-Select, Status, or Person. The main group property and the subgroup property can be any combination of these types. Properties like Text, Number, Date, Email, Phone, URL, Formula, Rollup, and Relation cannot be used as subgroup criteria.
Steps to Enable and Configure Subgroup in a Board View
- Open the database in Board view
Navigate to the Notion database that contains the items you want to organize. If the current view is not a Board view, click the view name at the top left of the database and select “Board” from the view type options. If no Board view exists, click “Add a view” and choose Board. - Set the main group property
Click the “Group by” button at the top right of the Board view. A dropdown menu appears showing all properties in your database. Select the property you want to use as the primary grouping. The board columns will immediately reorder to reflect this property. For example, choose “Status” to create columns for each status value. - Enable the Subgroup option
After selecting the main group property, click the “Add subgroup” button that appears directly below the Group by dropdown. If you do not see this button, ensure your workspace is on a paid plan and that the database has at least one eligible property (Select, Multi-Select, Status, or Person) besides the one used for Group by. - Choose the subgroup property
From the list of eligible properties, select the one you want to use for the secondary grouping. The board will now display sub-columns within each main column. Each sub-column is labeled with the value of the subgroup property. For instance, if you subgroup by “Priority,” each Status column will contain three sub-columns: High, Medium, and Low. - Adjust column widths and collapse subgroups
Hover over the edge of any sub-column header and drag to resize the width. To collapse all sub-columns within a main group, click the arrow icon next to the main group column header. To expand a collapsed subgroup, click the arrow again. Each main group column can be collapsed or expanded independently.
Method 2: Using a Saved Board View with Subgroup
If you want to reuse a Subgroup configuration across multiple boards or share it with your team, you can save the view. After completing steps 1 through 4 above, click the view name at the top left of the database. Select “Duplicate view” to create a copy. Give the new view a descriptive name such as “Board with Priority Subgroup.” The subgroup configuration is preserved in the duplicated view. You can also rename the original view or change its layout without affecting the saved version.
Common Mistakes and Limitations When Using Subgroup
Subgroup button is grayed out or missing
The “Add subgroup” button appears only when the database is in a Board view and the main Group by property is set. If the button is grayed out, check that your workspace is on a Plus, Business, or Enterprise plan. Free plan workspaces cannot use Subgroup. Also verify that the database contains at least one property of type Select, Multi-Select, Status, or Person that is not already used as the main group property. If all eligible properties are already used for grouping, you cannot add a subgroup.
Subgroup columns show “No value” for some items
If a card does not have a value for the subgroup property, it appears in a sub-column labeled “No value.” To fix this, edit each card and assign a value to the subgroup property. Alternatively, you can change the subgroup property to one that all cards have filled in. Cards with empty subgroup values cannot be moved into a different sub-column directly; you must edit the property value on the card.
Dragging cards between subgroups does not update the property
When you drag a card from one subgroup column to another, Notion automatically updates the subgroup property value to match the target column. However, if the target sub-column is labeled “No value,” the property is cleared rather than set to a specific value. To avoid data loss, always drag cards to a named sub-column, not to the “No value” section.
Subgroup is not visible on mobile devices
On the Notion mobile app, Subgroup columns are collapsed by default to fit the smaller screen. You can tap the arrow icon next to a main group column header to expand its subgroups. However, the nested sub-column layout may be difficult to navigate on narrow screens. For mobile use, consider switching to a Table or Gallery view instead.
Board View with Subgroup vs Board View without Subgroup
| Item | Board View with Subgroup | Board View without Subgroup |
|---|---|---|
| Grouping levels | Two levels (main group + subgroup) | One level (main group only) |
| Column structure | Each main column contains nested sub-columns | Each main column is a flat list of cards |
| Card filtering | Cards filtered by both group and subgroup values | Cards filtered only by main group value |
| Workspace plan requirement | Plus, Business, or Enterprise | Free, Plus, Business, or Enterprise |
| Property types supported | Select, Multi-Select, Status, Person for both levels | Any property type for main group |
| Mobile support | Subgroups collapsed by default | Full column layout visible |
| Dragging behavior | Updates both group and subgroup properties | Updates only the main group property |
Using Subgroup in a Board view gives you a more detailed way to organize your data without creating multiple linked databases. You can now apply a second grouping layer to your Board view using Select, Multi-Select, Status, or Person properties. To get the most out of this feature, experiment with different property combinations that match your workflow. For example, subgroup by Assignee within a Status board to see who is working on which tasks. Remember that Subgroup is a paid plan feature, so confirm your workspace subscription before relying on it for daily project management.