What people complain about in Notion

Capabilities people described needing that Notion does not give them, taken from the highest-scoring problems first. These are individual accounts written in each person’s own terms, so two entries may describe the same underlying gap in different words.

• Reliable document storage with automatic backup and version history to prevent data loss
• Reliable mobile note-taking app with guaranteed offline access and fast page loading
• A guided tutorial that prevents confusion during initial use
• Reliable undo functionality that works even after accidental deletions
• Version history that automatically saves and makes restoring previous versions easy
• Automated property data aggregation and management platform
• Simplified property management interface requiring minimal manual setup
• Automated client onboarding system with templates
• Integrated feedback capture directly on creative files within workflow
• Unified platform that eliminates tool-switching for core agency tasks
• Client-facing progress dashboard that reduces status inquiries
• Dedicated maintenance request portal with photo submission
• Centralized photo storage linked to work orders
• Automatic receipt capture and per-unit cost tracking
• Offline-capable note-taking app with Arabic support
• Shopping list editor that works without internet connection
• Photography-specific proposal software with mobile optimization
• Proposal platform with built-in engagement analytics for photographers
• Purpose-built freelancer management software that eliminates the need to manually configure a generic tool for client, project, and payment tracking
• Photorealistic virtual office with spontaneous conversation triggers
• Proximity-based spontaneous communication feature in remote collaboration tools
• Integration that converts async requests into instantaneous walk-by chats
• A purpose-built client follow-up tracker that automatically surfaces next actions without manual database setup
• A dashboard that consolidates last update, next step, and waiting status across all clients
• A tool that alerts when a client has gone quiet or a promise is overdue

The manual processes people built around the gap. A long workaround list is the strongest evidence a problem is real: someone is already paying for it in time. Where several people described the same workaround, it is marked.

• May use alternative apps or access Notion via web browser on mobile
• shouting & swearing at it
• reset itself to the original default somehow
• spent over 600 hours updating property spreadsheets
• Notion setup with 15 different tables
• Manually setting up client onboarding each time
• Using WhatsApp messages for feedback on videos and designs
• Switching between 5-6 tools to complete single tasks
• Clients asking repeatedly for progress updates instead of self-service
• WhatsApp threads with tenants for maintenance communication
• Photos buried in camera roll
• Repair receipts scattered across email
• Uses custom PDFs for proposals
• Uses Notion page as proposal template
• built a simple Notion setup to keep everything in one place
• Schedules a 15-minute Zoom call for any quick question
• Uses Slack for async but still ends up scheduling meetings for sync
• Tried Gather virtual office but found it gimmicky like a video game
• manually digging through emails, notes, old conversations to figure out what needs attention
• uses spreadsheet, CRM, Airtable, Notion, or basic checklist to track statuses

The problems themselves

Highest opportunity score first.

• User's documents keep going missing in Notion, causing frustration and loss of trust.

  4High
  Software and Technology·Data Management·DocVault Pro

• Notion mobile app frequently fails to open pages, making it unreliable for on-the-go use.

  4High
  Software and Technology·Software Reliability & Performance·OfflineNote Mobile

• Notion is too slow and has caused complete data loss of work, which reappeared only after switching accounts, causing severe anxiety.

  4High
  Software and Technology·Software Performance·SwiftDocs Pro

• The app's touch UX is poorly designed, with AI-driven features feeling unpolished, and the OS back button is hijacked to close the page instead of dismissing the keyboard.

  4High
  Software and Technology·User Experience·UXSanity Pro

• User finds software unintuitive, experiences data loss, undo function disabled, and version history fails, causing frustration and fear of losing work.

  4High
  Software and Technology·User Experience·TemplateGuide Pro

• A property manager has spent over 600 hours maintaining spreadsheets and a complex Notion setup with 15 tables, but half of it is now unused, indicating inefficiency from manual data management.

  4High
  Property Management·Data Management·PropData Hub

• Small creative agency struggles with fragmented workflows across multiple tools, leading to lost feedback, inefficient client updates, and no centralized view of agency operations.

  4High
  Professional Services·Project Management·AgencyFlow Studio

• Notion app occasionally shows blank notes instead of content, making it unreliable for accessing information on the go.

  4High
  Software and Technology·Software Performance·ReliNote - Offline-First Notes

• Small property operators lack affordable, easy-to-setup maintenance tracking software, relying on scattered communications and manual record-keeping.

  4High
  Property Management·Maintenance & Repair·Landsio

• Notion lacks Arabic language support and offline functionality, preventing users from taking notes or editing lists without internet access.

  3Medium
  Software and Technology·Software & SaaS·NotionSync Pro

• Notion's excessive loading time and lag disrupt workflow and reduce productivity.

  3Medium
  Software and Technology·Software Performance·FlashNotion

• Notion's AI assistant stops working after a few uses, forcing users to upgrade to continue using it.

  3Medium
  Software and Technology·Software Feature Gap·Notion AI Freemium Tier

• The search function in Notion is nearly useless due to no partial word matching, inconsistent database results, and slow performance, making finding information difficult.

  3Medium
  Software and Technology·Knowledge Management·SearchSense Pro

• Notion's mobile app has severe usability issues including difficult content dragging, unscrollable pages, keyboard blocking content, inability to create line breaks with enter, and navigation problems when dismissing the keyboard.

  3Medium
  Software and Technology·Mobile Experience·NotionFlow Mobile

• Photographers waste significant time creating custom PDF proposals that don't improve conversion rates, when clients primarily want to quickly assess style compatibility and pricing clarity.

  3Medium
  Professional Services·Client Management & Booking·ProposalPulse for Photographers

• Users cannot save or access Notion pages offline, preventing them from capturing quick ideas or notes when without internet connectivity.

  3Medium
  Software and Technology·Content Management·NotionSync Offline

• Notion mobile app is slow, clunky, and unreliable for quick note-taking on the go.

  3Medium
  Software and Technology·User Experience·QuickSnap Notes

• Notion's online-only architecture makes it unusable without internet access and causes slow performance due to lack of local caching.

  3Medium
  Software and Technology·Software Performance·NotionCache Pro

• Freelancers struggle to track clients, projects, deadlines, and payments across multiple sources, leading to disorganization and lack of clear income visibility.

  3Medium
  General Business Services·Client Management·FreelanceHub

• Remote workers spend too much time in scheduled meetings because they lack spontaneous, informal communication channels.

  4High
  Software and Technology·Communication & Collaboration·OfficeWalk™