How I create Notion tasks with due dates w. Apple Shortcuts

Hola, mi gente! I’m Jen (aka Biz Strtga). In this tutorial, I’ll show you how I send tasks from my iPhone straight into a Notion task database — complete with priority and due dates — using Apple Shortcuts.

Instead of opening Notion, finding the right database, and manually filling in a new task, I run one Shortcut, answer a few quick prompts, and let the automation handle the rest.

If you already use my Notion + Apple Shortcuts to capture tasks on your phone, this updated version is for you. Notion’s API now uses data sources instead of pointing directly to database IDs, so we’ll wire this Shortcut using your Data Source ID from the new panel. 

Watch the full walkthrough above—recorded before Notion’s data source update—for a visual demo of adding each Shortcuts action, then follow this updated step-by-step guide for the new API details.

Rather skip the build? Grab my 3 Notion Shortcuts for iOS & macOS (with videos) →

What this Shortcut does

With one run, the Shortcut asks you for:

• Task name
• Priority (for example: Low, Normal, High)
• Due date

Then it creates a new task in your Notion database with those three properties filled in.

What you’ll need

• A Notion account
• A tasks database in Notion with properties for Name, Priority, and Due Date
• A Notion internal integration + secret token
• Your database’s Data Source ID from the new data sources panel
• An iPhone or iPad with the Shortcuts app

Save this for setup day

Pin this checklist so you can quickly verify your integration, task database, and data source are ready before you start building the Shortcut.

Part 1: Prepare your Notion integration & database

Step 1 – Create your Notion integration

First, we’ll create a dedicated internal integration that Shortcuts will use to talk to Notion.

Create a new internal integration

Go to Settings & members → Connections → Develop or manage integrations and create a new internal integration.

1. Click + New integration.
2. Select your workspace.
3. Use a clear name like iOS Quick-Add Tasks.

Name and icon (so future you recognizes it)

Choose a name and icon that will make sense later when you see it in your Connections list — especially if you plan to add more automations over time.

Recommended Notion integration capabilities

When you create your Notion integration in My integrations, scroll down to the Capabilities section and make sure these are turned on:

• Read content – lets your shortcut see existing pages and tasks.
• Insert content – required to create new tasks in your database.

You don’t need comment permissions or full user data for this setup. For User Capabilities, I recommend using No user information or Read user information without email addresses to keep things privacy-friendly.

Tip: If these permissions aren’t enabled, your shortcut may fail with a 403 – Forbidden error when it tries to write to your database.

Copy your internal integration token

Once the integration is created, copy the Internal Integration Secret.

• Store it somewhere safe — you’ll paste it into Shortcuts later.
• Treat it like a password and don’t share it in screenshots.

Step 2 – Confirm your tasks database properties

Make sure your properties exist

Your database should have:

• Name – title property for the task name
• Priority – select property (Low, Normal, High, etc.)
• Due Date – date property for the due date

We’ll map these names exactly in your JSON later, so note their spelling and casing.

Open the database as a full page

Click the database title to open it as a full page. We need the full database view (not a linked view) to access Connections and Data Sources.

Quick check: full database vs. linked view

Click the three dots in the top-right of the database page.

• If you see Lock database, you’re on the full database ✅
• If you see “Lock view,” you’re in a linked view — switch back to the source database.

Step 3 – Connect your integration & copy the Data Source ID

Connect your integration to the database

From the full database page:

• Click the ⋯ menu.
• Scroll to Connections.
• Click Connect to and choose your new integration.

If it doesn’t appear, refresh the page and try again.

Save this Data Source ID reminder

Pin this visual so you remember where to grab your data_source_id the next time you build or update a Shortcut.

To copy your Data Source ID:

1. Open the database as a full page.
2. Click the view name (e.g. Table or By project).
3. Select Manage data sources.
4. Use the (⋯) menu next to your source and click Copy data source ID.

Part 2: Build the Apple Shortcut

Step 4 – Create the Shortcut & ask for inputs

Create a new Shortcut

Open the Shortcuts app and tap the + button to create a new Shortcut.

• Name it something like Task to Notion or Quick Add Task → Notion.
• Pick an icon that feels “task-y” so it stands out.

Add three Ask for Input questions

We’ll use Ask for Input to collect:

• Task → text
• Priority → text or list (Low, Normal, High)
• Due Date → date

These become the variables you’ll map into your JSON body later.

Pin your three-question checklist

Save this pin so you always remember the core inputs your Shortcut should capture, even as you experiment with more advanced versions later.

Step 5 – Set up the JSON snippet (without sharing it in this post)

Now we’ll add the JSON body that maps everything together

This is the part where your Shortcut turns those inputs into a valid JSON payload for Notion’s API.

Now we’ll add in the JSON code snippet that maps the connections together. Behind the scenes, this JSON:

• Uses your data_source_id as the parent for /v1/pages
• Maps your three inputs to the Name, Priority, and Due Date properties
• Formats the due date as an ISO 8601 date string (with optional time)

When setting up your variables within the code, be sure that the variables match Notion’s property values and types exactly. For example, your start or due date variable must be in ISO 8601 format (e.g. 2025-01-15T09:00:00) for Notion to read it correctly.

I don’t share the full JSON in this blog (to keep things tidy and up to date), but you can grab the exact snippets I use here:

• Free: JSON Notion Codes Resource (1–3 property examples)
• Fastest option: Notion Shortcuts for iOS & macOS – 3 core shortcuts + video tutorials, already wired to the updated API.

Or skip JSON setup entirely and install the shortcuts from the pack — they include a Quick-Add Task flow, Overdue Tasks view, and Today’s Agenda.

Pin the build roadmap

Use this pin as your high-level reference: capture → map in JSON → send to Notion.

Step 6 – Configure the Notion API request

Send the JSON to Notion

Now we’ll send your JSON body to Notion’s pages endpoint using Get Contents of URL.

• URL: https://api.notion.com/v1/pages
• Method: POST
• Request Body: your JSON text (or dictionary) from Step 5

Then add these headers:

• Authorization: Bearer <YOUR_NOTION_SECRET> (note the space after Bearer)
• Content-Type: application/json
• Notion-Version: 2025-09-03 (or the latest recommended version)

Part 3: Test the Shortcut & confirm the task in Notion

Step 7 – Run the Shortcut and check the response

Look for a successful response

Tap the play button in the Shortcuts editor to run a test.

• Enter a sample task, priority, and due date.
• Let the Shortcut finish running.
• If everything is wired correctly, you’ll see a successful JSON response from Notion.

Confirm the task in your Notion database

Head back to your tasks database and refresh.

• You should see your new task with the correct title.
• Priority and Due Date should match what you entered from your phone.

If something’s off, double-check your property names, data types (dates), and integration permissions.

Common Notion API errors (quick checks)

If your shortcut runs but you see an error message in the output instead of a new task in Notion, here are a few quick things to check:

• 401 – Unauthorized
  Your secret key is missing or incorrect.
  → Double-check the Authorization header is: Bearer YOUR_INTEGRATION_TOKEN (with a space after Bearer).
• 403 – Forbidden
  Your integration doesn’t have access to the database/data source.
  → Open the database as a full page → Connections → add your integration.
• 404 – Not found
  The ID in your URL/JSON doesn’t match a real database or data source.
  → Re-copy the Data Source ID from Database settings → Manage data sources → (⋯) → Copy data source ID.
• 429 – Rate limited
  Too many requests in a short time (this is rare for most solo users).
  → Wait a bit, then try again. Avoid running the shortcut in a rapid loop.

If everything looks correct but you’re still stuck, try sending a single very simple payload first (just a task name) to confirm the connection, then layer on priority and due date.

Best practices for your automation

• Review your headers and Data Source IDs after major Notion updates.
• Keep your integration token secret and rotate it if you suspect it’s exposed.
• Start simple (three properties) before adding more complexity.
• Duplicate your Shortcut before experimenting with new ideas.

Want everything done-for-you?

If you’d rather not fuss with JSON, headers, and tiny details, you can grab my Notion Shortcuts for iOS & macOS pack.

It includes:

• Quick-Add Notion Tasks — add a task (with priority, due date, assignee) in seconds.
• View Overdue Tasks — one-tap list of anything past due so you can triage fast.
• Today’s Agenda — see the day’s priorities in one clean view.
• Bundle bonuses: Brain Dump into Notion + Plan 3 Notion Tasks.

Each shortcut includes clear video instructions, customization tips, and seamless integration with your Notion task databases — already updated for the new data source API.

About Me & How Biz Strtga Can Help

Hola — I am Jen, the Biz Strtga (strat·e·gista)! I help small business owners and freelancers build Notion workspaces that truly support their goals, with a special focus on service providers.

Through my brand Biz Strtga and my shop, Sip and Bloom, I support entrepreneurs and small teams who are ready to turn scattered workflows into a custom Notion ecosystem.

How we can work together

• Ecosystem Build : A full custom Notion workspace for your entire business. We design a complete operating system around your actual workflows, with optional migration, advanced automations, and team training.
• Growth Formula : Deep optimization of an existing Notion workspace. I refine your databases, navigation, and automations so your current setup finally matches how you work.
• Workspace Nurture Package : Three targeted improvements delivered in one week. Ideal when your workspace mostly works but has a few pain points that slow you down.
• Cultivation Session : A 90-minute 1:1 Notion consulting and implementation call. We focus on one big challenge (with room for a couple of smaller ones), then you get a recording and a personalized Bloom Growth Guide with next steps.
• Digital Products – The Apothecary : Ready-to-use Notion helpers and Apple Shortcuts, including Quick Input to Notion and 10 Essential Apple Shortcuts, so you can streamline capture and everyday workflows without a full custom build.

Based in Los Angeles, I am available for Notion workshops, speaking, brand partnerships, and done-for-you builds. If you are ready to make Notion easier to use on your phone and across your whole business, reach out and let us design an ecosystem that actually supports you.