Notion databases use properties to organize and track information. A Status property lets you mark where each item stands in a workflow, such as To Do, In Progress, or Done. By default, Notion provides a simple three-state status, but you can create custom groups to match your exact process. This article explains how to set up a Status property with custom groups, rename options, and choose colors for each stage.
Custom groups allow you to break a single status into sub-states that share the same general category. For example, a group called In Progress can contain In Development, In Review, and Awaiting Feedback. This keeps your database organized without cluttering the top-level status bar. You will learn the steps to create these groups and apply them to your database views.
After reading, you will be able to build a Status property that reflects your team’s workflow. You’ll also understand how custom groups affect filtered views and kanban boards. The process works in any Notion database, including free plans.
Key Takeaways: Setting Up Custom Status Groups in Notion
- Add a Status property to any database: Click the + icon in the table header and select Status from the property list.
- Rename default statuses by clicking the label: Change To Do, In Progress, or Done to match your workflow.
- Create custom groups using the three-dot menu on a status: Add a new status and then group it with an existing one using the Group with option.
- Reorder and color each status within a group: Drag statuses in the property settings panel and pick a color from the palette.
What a Status Property With Custom Groups Does
A Status property in Notion is a special property type designed for task tracking. It displays a horizontal progress bar in table views and a lane in kanban board views. Each status item can belong to a group, which is a collection of statuses that share the same high-level stage. For example, you might have a group called Review that includes Needs Edits, In Review, and Approved.
Custom groups help you avoid dozens of unrelated statuses. Instead of listing every small step as a top-level status, you nest them under a parent group. This makes the property cleaner and filters more predictable. When you filter a database view by a group, all statuses within that group are included.
Before you begin, ensure your database has at least one row. You can add the Status property to any existing database or create a new one. No special permissions or paid plans are required.
Steps to Create a Status Property With Custom Groups
Follow these steps to add a Status property, rename the default options, and build custom groups. The instructions assume you are using a table database view, but the same property applies to board, list, and calendar views.
- Add a Status property to your database
Open your Notion database. Click the + icon in the last column header of the table. Type Status in the search bar and select Status from the property type list. A new column appears with three default statuses: Not started, In progress, and Done. - Rename the default statuses
Click the name of any status in the column header area. For example, click Not started and type Backlog. Press Enter. Repeat for In progress and Done to match your workflow, such as Active and Complete. - Add a new status to an existing group
Hover over the Status column header. Click the three-dot icon that appears. Select Edit property. In the property settings panel, scroll to the Status section. Click Add a status. Type a name, such as In Review. Press Enter. The new status appears at the bottom of the list. - Move the new status into a custom group
In the same property settings panel, locate the status you just added. Click the three-dot icon next to its name. Select Group with. Choose the group you want it to join, such as Active. The status now appears indented under that group in the list. The group label appears above it in the table column. - Reorder statuses within a group
In the property settings panel, click and drag the six-dot icon next to any status to reorder it. The order determines the sequence shown in the column and the progress bar. Place the earliest stage at the top and the final stage at the bottom. - Change the color of a status or group
Click a status name in the property settings panel. A color palette opens. Choose a color. To change the group label color, click the group name in the list and pick a color. The group color applies to the progress bar when any status in that group is selected. - Remove a status from a group
In the property settings panel, click the three-dot icon next to a status that is already grouped. Select Ungroup. The status moves to the top level of the Status list. It retains its name and color but no longer belongs to any group.
After completing these steps, your Status column displays the custom groups. Each row shows the group label and the specific status. In a board view, each group becomes a lane, and statuses within that group appear as cards in that lane.
Common Mistakes and Limitations With Custom Status Groups
Statuses appear in the wrong group after adding
If a new status appears outside any group, you must manually group it. Open the property settings panel, click the three-dot icon on the status, and select Group with. Choose the correct group. Notion does not automatically assign new statuses to a group.
Grouped statuses do not show in filtered views correctly
When you filter a database view by a group, all statuses within that group are included. If you filter by a specific status instead of the group, only rows with that exact status appear. Use the group filter option to include all sub-statuses. To filter by group, select the Status column in the filter, choose Is, and then pick the group name from the dropdown.
Cannot delete a group once created
Notion does not allow you to delete a group directly. To remove a group, ungroup all statuses within it. After the last status is ungrouped, the group label disappears from the property settings panel. If you later add a new status and group it with a previously deleted group name, Notion recreates the group with the same name.
Board view lanes do not match expected groups
If your board view shows lanes for each individual status instead of groups, you likely selected the wrong grouping property. Click the board view name, then click Layout. Under Group by, select the Status property. The board then groups cards by the top-level group label, not by each individual status.
Status progress bar shows incomplete colors
The progress bar in table view uses the group color. If a status has no group, the bar uses the status color. To ensure consistent coloring, assign all statuses to a group and set the group color. Individual status colors are ignored in the progress bar when the status belongs to a group.
Notion Status Property: Default vs Custom Groups
| Item | Default Status (No Custom Groups) | Status With Custom Groups |
|---|---|---|
| Number of statuses | 3 fixed (Not started, In progress, Done) | Unlimited, grouped under custom labels |
| Grouping capability | None | Group multiple statuses under one label |
| Board view lanes | One lane per default status | One lane per group, not per status |
| Filtering options | Filter by individual status | Filter by group or by individual status |
| Progress bar display | Shows color of selected status | Shows group color for any status in that group |
| Customization effort | None required | Requires renaming, adding, and grouping steps |
You can now create a Status property with custom groups that matches your team’s workflow. Start by adding the property to a database, rename the defaults, and build groups for each stage. Use the property settings panel to reorder statuses and assign colors. For complex processes, group related statuses to keep your database clean and your filters consistent. As an advanced tip, use the Status property together with a Formula property that calculates the number of items in each group, giving you a live count of tasks per stage.