The real cost of leaving Notion is the move
Max runs a food-products business alone, selling to grocery stores and looking at farmers markets, and works with a group of freelancers. About a month into xTiles, working from the Startup OS template, the question wasn't whether xTiles could do the job. It was how much friction it would take to bring over the Notion board, including a CRM built in Notion, and then to onboard other people.
Max had tried Monday, Trello and plenty of others before. Every switch costs the same things: rebuilding pages by hand, learning a new structure, and teaching it to the people you work with. That cost is often what keeps people in a tool that no longer fits.
Let your assistant carry the pages
The route we recommended on the call skips most of the rebuilding. Claude and ChatGPT can connect to both Notion and xTiles. Once both are connected, the assistant can read a Notion page and recreate it in xTiles as a visual page: sections as tiles, lists as tasks, a database as a collection.
That changes what migration means. Instead of exporting files and rebuilding layouts, you describe what you want moved and check the result.
If you prefer the manual route, the step-by-step Notion migration guide covers rebuilding spaces and projects and turning pasted lists into tasks in bulk.
How to move one page with Claude
Connect both apps
In xTiles, open your profile and connect Claude or ChatGPT in AI integrations. In your assistant, make sure the Notion connector is turned on as well.
Pick one page that matters now
Start with a page you actually use this week, such as an active project or your CRM, not the whole workspace.
Ask for a visual version, not a copy
Tell the assistant where the page should go in xTiles and how it should look there.
Check and adjust
Open the new page, move tiles where you want them and fix anything that didn't come over the way you expected. Then move the next page.
Read my Notion page "Retail accounts" and recreate it in xTiles in my Startup OS project. Turn the accounts table into a collection with the same columns and a status for each store, put the notes into tiles, and add each open next step as a task with a due date. Example prompt
Most Notion workspaces are full of pages nobody opens. Moving only the pages you work with keeps the new workspace light and makes the switch a matter of days instead of a project of its own.
What changes on the other side
- A flatter structure. Spaces work like folders, projects sit inside them, and pages inside a project work like browser tabs. There is less to dig through.
- Visual pages. Tiles sit side by side like sticky notes, so a page reads at a glance instead of as one long scroll.
- Collections for databases. A CRM becomes a collection you can see as a table, a board by status or a calendar by date.
- One planner. Any task with a due date, in any project, shows up in My Planner on that day, including next steps inside a CRM record.
Onboarding the people you work with
The second half of the cost is other people. In xTiles, invite freelancers to a shared space for the work you do together; everything created in it is shared with them automatically. The tile layout is usually easy to pick up without training, which is the part that tends to fail with more complex tools.
Don't let the new tool become the work
Max asked the most useful question of the call: how to avoid fake work.
You can make a really pretty amazing dashboard, and then you never picked up the phone. Max
That's the case for letting an assistant do the moving. Your time goes to the next call and the next order, not to rebuilding a dashboard. Keep the tools that already work for you, whether that's paper for mind mapping or a whiteboard, and move into xTiles only what benefits from living in one place.