Rollup properties in Notion let you pull data from a related database and display it in your current database. For example, you can show the total project budget from a linked Tasks database or the average rating from a Reviews database. This feature is useful when you need to summarize or calculate values from a separate table without duplicating information. This article explains how to create a relation between two databases and then set up a rollup property to show the data you need.
Key Takeaways: Setting Up a Rollup Property in Notion
- Create a Relation property first: A rollup depends on an existing relation between two databases; without a relation, the rollup option is unavailable.
- Pick the related property to roll up: Choose a specific column from the related database, such as a number, date, or text field.
- Select a calculation function: Use Show Original, Count, Sum, Average, or other functions to transform the rolled-up data.
How a Rollup Property Works in Notion
A rollup property reads data from a database that is linked to your current database through a relation. When you add a relation property to a database, you connect each row in the current database to one or more rows in a target database. The rollup then looks at one specific property in the target database and either shows the original value or applies a calculation.
For instance, imagine you have a Projects database and a Tasks database. Each project has many tasks. You can create a relation from Projects to Tasks, then add a rollup that counts the number of tasks per project or sums the estimated hours from the Tasks database. The rollup updates automatically when you change data in the related database.
No special permissions or paid plan is required to use rollups. The feature works on all Notion plans, including Free. However, the relation property only links two databases within the same workspace. You cannot create a relation across different workspaces.
Steps to Create a Relation and Then a Rollup Property
Follow these steps to set up a rollup property from a related database. The example uses a Projects database and a Tasks database, but you can adapt it to any pair of databases.
- Open the database where you want the rollup
Navigate to the database that will display the rolled-up data. In this example, open the Projects database. - Add a Relation property to the current database
Click the + button in the last column header. Select Relation from the property type list. In the dialog that appears, choose the target database (Tasks) from the dropdown. Click Create Relation. - Link rows between the two databases
In the Projects database, click inside the new relation cell for a project row. Select one or more tasks from the Tasks database. Repeat this for each project row to establish connections. Without linked rows, the rollup will show empty values. - Add a Rollup property to the current database
Click the + button in the last column header again. Select Rollup from the property type list. - Configure the rollup settings
In the rollup configuration panel, set the following:- Relation: Choose the relation property you created earlier (e.g., Tasks).
- Property: Select the property from the target database that you want to roll up (e.g., Estimated Hours).
- Calculate: Choose a calculation function. Options include Show Original, Count, Count Values, Count Unique Values, Sum, Average, Median, Min, Max, Range, Earliest Date, Latest Date, Date Range, and Checked Percent. For summing hours, select Sum.
- Click Done or close the panel
The rollup column now displays the calculated value for each row. For example, the Sum of Estimated Hours shows the total hours for all tasks linked to a project.
Common Mistakes and Limitations When Using Rollups
Rollup Shows Empty Values Even After Setting Up the Relation
The most common cause is that no rows are linked in the relation. Open the relation column in the source database and ensure at least one target row is selected. If the relation shows a blank cell, the rollup will have nothing to calculate.
Rollup Property Shows Incorrect Numbers
Check the calculation function in the rollup settings. For example, if you want a total but selected Average, the result will be different from what you expect. Also confirm that the property you are rolling up contains numeric values and not text. Text properties rolled up with Sum or Average will show zero or an error.
Rollup Does Not Update After Changing Data in the Related Database
Rollups refresh automatically when you make changes in the related database. If the value does not update, reload the page by pressing F5 or Ctrl+R. If the issue persists, check that the relation property is pointing to the correct database and that the rollup property is configured correctly.
Cannot Select a Specific Property in the Rollup Configuration
The Property dropdown in the rollup settings only shows properties that exist in the target database. If you do not see the property you want, open the target database and add that property first. Rollups cannot reference properties from a third database unless you create a chain of relations and rollups.
Rollup Calculation Functions: Options Compared
| Function | What It Does | When to Use |
|---|---|---|
| Show Original | Displays the raw value from the related property without any calculation | When you need to show the exact value from a single related row |
| Count | Counts the number of linked rows | Counting tasks per project or items per category |
| Count Values | Counts how many linked rows have a non-empty value in the selected property | Checking how many tasks have a due date assigned |
| Count Unique Values | Counts distinct values in the selected property across linked rows | Finding how many unique assignees exist across linked tasks |
| Sum | Adds all numeric values from the linked rows | Total budget, total hours, total cost |
| Average | Calculates the arithmetic mean of numeric values | Average rating, average hours per task |
| Median | Finds the middle value when numeric values are sorted | Median task duration when outliers exist |
| Min | Returns the smallest numeric value | Earliest start date, lowest price |
| Max | Returns the largest numeric value | Latest due date, highest priority number |
| Range | Calculates the difference between the max and min values | Spread of dates or costs across related items |
| Earliest Date | Returns the earliest date from a date property in linked rows | Project start date based on earliest task start |
| Latest Date | Returns the latest date from a date property in linked rows | Project end date based on latest task due date |
| Date Range | Shows the span from earliest to latest date | Displaying a project timeline range |
| Checked Percent | Calculates the percentage of linked rows where a checkbox property is checked | Progress percentage for task completion |
Choose the function that matches the insight you need. For example, use Checked Percent to show project progress and Sum to show total cost.
You can now set up a rollup property from a related database in Notion. Start by creating a relation between two databases, then add the rollup and pick the property and calculation function. For advanced use, consider chaining multiple rollups to pull data through several levels of relations. To edit or remove a rollup, click the property name in the column header and choose Edit Property or Delete.