This skill should be used when the user asks about "Notion icons", "page icons", "emoji icons", "icon consistency", "visual organization", "icon meaning", "database icons", "icon color coding", "meaningful icons", or needs to apply consistent, meaningful iconography to Notion pages and databases.
/plugin marketplace add therealchrisrock/basho/plugin install km-notion@baThis skill inherits all available tools. When active, it can use any tool Claude has access to.
references/emoji-semantics.mdreferences/icon-automation.mdA comprehensive system for applying meaningful, consistent icons across a Notion workspace. Icons should communicate purpose at a glance while maintaining visual harmony.
Level 1: Structural (PARA sections) - Fixed, memorable
Level 2: Domain (Areas) - Distinctive per responsibility
Level 3: Type (Database items) - Consistent within collections
Level 4: Unique (One-off pages) - Descriptive of specific content
Notion supports four icon types:
// Standard Emoji
{ "type": "emoji", "emoji": "๐ " }
// External URL
{ "type": "external", "external": { "url": "https://..." } }
// Uploaded File
{ "type": "file_upload", "file_upload": { "id": "..." } }
// Workspace Custom Emoji
{ "type": "custom_emoji", "custom_emoji": { "id": "...", "name": "...", "url": "..." } }
Recommendation: Use standard emoji for maximum compatibility and minimal maintenance. Reserve custom/external icons for brand-specific needs.
Top-level PARA sections use fixed, instantly recognizable icons:
| Section | Icon | Rationale |
|---|---|---|
| Home | ๐ | Universal "home base" recognition |
| Inbox | ๐ฅ | Clearly "incoming/unprocessed" |
| Projects | ๐ | Active, forward momentum |
| Areas | ๐ฏ | Ongoing focus/responsibility |
| Resources | ๐ | Knowledge library metaphor |
| Archives | ๐๏ธ | Storage/filing cabinet |
| Meta | โ๏ธ | Configuration/system settings |
Rule: Never change these icons. They become navigation landmarks.
Each Area gets a distinctive icon reflecting its domain. Choose icons that are:
| Area | Primary | Alternatives | Rationale |
|---|---|---|---|
| Product | ๐ฆ | ๐ฏ, ๐ | Core deliverable/output |
| Engineering | ๐ป | ๐ง, โ๏ธ | Technical work |
| Marketing | ๐ฃ | ๐จ, ๐ฏ | Communication/outreach |
| Operations | โก | ๐, ๐ญ | Execution/process |
| Finance | ๐ | ๐ฐ, ๐งฎ | Numbers/analysis |
| Design | ๐จ | โจ, ๐ผ๏ธ | Visual/creative |
| Sales | ๐ค | ๐ผ, ๐ | Relationships/growth |
| Support | ๐ | ๐, ๐ฌ | Assistance/help |
| Legal | โ๏ธ | ๐, ๐ | Compliance/contracts |
| HR/People | ๐ฅ | ๐งโ๐คโ๐ง, ๐ผ | Team/personnel |
Items within databases should have consistent icons based on their type property. This creates instant visual recognition when scanning database views.
| Type | Icon | Description |
|---|---|---|
| Spec | ๐ | Formal specifications, requirements |
| Guide | ๐ | How-to documentation, tutorials |
| Playbook | ๐ | Step-by-step procedures, runbooks |
| Reference | ๐ท๏ธ | Quick lookup, glossaries, lists |
| Template | ๐ | Reusable formats and structures |
| Concept | ๐ก | Explanatory content, principles |
| Process | ๐ | Workflow documentation |
| Policy | ๐ | Rules, guidelines, standards |
| Report | ๐ | Analysis, metrics, summaries |
| Archive | ๐ฆ | Historical/deprecated content |
Use colored circles for project status (visible in list/board views):
| Status | Icon | Meaning |
|---|---|---|
| Not Started | โช | Planned but not begun |
| Active | ๐ข | Currently in progress |
| On Hold | ๐ก | Paused, waiting on dependency |
| Blocked | ๐ด | Cannot proceed, needs resolution |
| Complete | โ | Successfully finished |
Track knowledge maturity using SECI-based icons:
| Phase | Icon | Meaning |
|---|---|---|
| Socialization | ๐ฌ | Tacit, needs discussion/experience |
| Externalization | ๐ | Being documented, draft state |
| Combination | ๐ | Synthesized, connected to other knowledge |
| Internalization | ๐ฏ | Actionable, ready for application |
| Priority | Icon | When to Use |
|---|---|---|
| Critical | ๐ฅ | Must address immediately |
| High | โฌ๏ธ | Important, do soon |
| Medium | โก๏ธ | Normal priority |
| Low | โฌ๏ธ | Nice to have |
Pages that don't belong to a database should have unique icons describing their specific content. Match the icon to the page's primary purpose.
| Content | Icon | Use For |
|---|---|---|
| Meeting Notes | ๐๏ธ | Scheduled discussions |
| Standup | ๐ง | Daily syncs |
| Retrospective | ๐ | Review sessions |
| Workshop | ๐ ๏ธ | Collaborative work sessions |
| Interview | ๐ค | Candidate/user interviews |
| Announcement | ๐ข | Team communications |
| Content | Icon | Use For |
|---|---|---|
| Decision Record | โ๏ธ | ADRs, documented decisions |
| Proposal | ๐ก | Ideas for consideration |
| Roadmap | ๐บ๏ธ | Future planning |
| Strategy | ๐ฏ | High-level direction |
| OKRs | ๐ช | Objectives and key results |
| Post-mortem | ๐ฌ | Incident analysis |
| Content | Icon | Use For |
|---|---|---|
| Brainstorm | ๐ญ | Ideation sessions |
| Sketch | โ๏ธ | Early designs |
| Prototype | ๐งช | Experimental work |
| Research | ๐ | Discovery findings |
| Inspiration | โจ | Reference collection |
| Content | Icon | Use For |
|---|---|---|
| Architecture | ๐๏ธ | System design |
| Diagram | ๐ | Visual documentation |
| API Docs | ๐ | Integration reference |
| Schema | ๐๏ธ | Data structure |
| Changelog | ๐ | Version history |
| Troubleshooting | ๐ง | Debug guides |
| Content | Icon | Use For |
|---|---|---|
| Checklist | โ | Task lists |
| SOP | ๐ | Standard procedures |
| Escalation | ๐จ | Emergency contacts |
| On-Call | ๐ | Support rotation |
| Runbook | ๐ | Operational procedures |
| Audit | ๐ | Compliance checks |
While Notion doesn't support icon colors directly, you can achieve color coding through careful emoji selection:
๐ด ๐ ๐ก ๐ฅ โ ๏ธ ๐จ - Alerts, blockers, urgent items
๐ต ๐ข ๐ ๐ฉต - Active, healthy, stable items
โช โ๏ธ ๐ง โฌ - Configuration, settings, meta pages
Status Traffic Lights:
๐ด Blocked/Critical
๐ก Warning/On Hold
๐ข Active/Healthy
Progress Indicators:
โฌ Not started
๐ฒ In progress
โ
Complete
Quality/Health:
๐ Excellent
๐ Good
๐งก Needs attention
โค๏ธ Critical
โ Using ๐ for a meeting note just because you like it
โ
Using ๐๏ธ consistently for all meeting notes
โ Some projects have ๐, others have ๐, others have no icon
โ
All projects have status-based icons (๐ข, ๐ก, etc.)
โ ๐ด๐ฅโ ๏ธ๐จ on one page (redundant urgency)
โ
๐ด for blocked status (single clear signal)
โ Major area dashboard with no icon
โ
Every navigational page has an appropriate icon
PARA Structure:
๐ Home ๐ฅ Inbox ๐ Projects ๐ฏ Areas ๐ Resources ๐๏ธ Archives โ๏ธ Meta
Resource Types:
๐ Spec ๐ Guide ๐ Playbook ๐ท๏ธ Reference ๐ Template ๐ก Concept
Status:
โช Not Started ๐ข Active ๐ก On Hold ๐ด Blocked โ
Complete
Priority:
๐ฅ Critical โฌ๏ธ High โก๏ธ Medium โฌ๏ธ Low
SECI Phases:
๐ฌ Socialization ๐ Externalization ๐ Combination ๐ฏ Internalization
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