How We Helped ID5 Build a Scalable, Async-Friendly Notion Workspace

Over the past year, we’ve worked closely with the ID5 team to reimagine how they collaborate and organise information across departments and time zones. Together, we’ve built a centralised, custom Notion workspace that helps their 60+ team members work more effectively from anywhere in the world.

About ID5

ID5 provides identity solutions where privacy and addressability work in sync. Its technology supports the entire digital advertising ecosystem, while meeting strict data protection standards, helping media owners grow revenue, advertisers measure results, and platforms maximize data and inventory value.

With a fully remote team based across Europe and the US, the company needed a smarter, more cohesive way to manage knowledge, onboard new hires, plan projects and communicate across time zones. They had outgrown their existing patchwork of tools and were ready for a more integrated approach. That’s where we came in.

Designing a Smooth Onboarding Experience

When we joined, onboarding at ID5 was largely manual. The People team relied on spreadsheets and to-do lists, and each new joiner’s journey had to be rebuilt from scratch. This made things slower and often inconsistent.

We created a dedicated onboarding setup in Notion that gives both the team and new hires a clearer, more supportive process. With pre-filled tasks, team introductions, and structured templates, everything is now in one place and easy to follow. It’s not just more efficient. It also helps new employees feel confident and welcomed from day one.

Project Management That Connects Teams

One of the biggest shifts we introduced was standardising project and task management across the company. Previously, each team had their own way of tracking work, making it difficult to get visibility into what was happening and where things stood.

Now, almost every department manages projects inside Notion using shared templates and views that match their way of working. Whether it’s a product launch or a marketing campaign, each team has clear timelines, assigned tasks, and shared documentation that supports collaboration and execution. It’s made planning smoother and cross-team work far more transparent.

Dashboards With the Right Level of Focus

To make the workspace truly usable day-to-day, we built custom dashboards for different types of users.

Each team has their own space showing only what’s relevant to them, cutting out noise and helping them focus on current priorities. Managers have an overview of their team’s progress and outstanding items, while individual contributors can see what they need to act on without digging through unrelated projects.

We also built dedicated dashboards for C-level executives that offer high-level visibility across departments without overwhelming them with details. This multi-layered approach gives each person the information they need, at the level they need it.

Just as importantly, it respects privacy and sensitivity. Teams can manage internal discussions or documents with the right level of access, without compromising transparency. This flexibility is one of the most powerful aspects of Notion, and we made sure to fully leverage it to balance collaboration with confidentiality.

Connecting CRM Data for Better Visibility

We supported the Sales team by building an automation that connects their CRM with Notion. This setup allows key CRM updates to be surfaced within their Notion dashboards, so other stakeholders can stay informed without needing to jump between tools.

The result is a clearer picture of what’s happening with prospects and clients, fewer manual updates, and a more cohesive flow between teams.

Centralising Event and Off-Site Planning

Planning company-wide events and off-sites used to be a messy, manual process involving multiple calendars and scattered notes. We helped turn that into a clear, repeatable system.

Now, every event begins with a Notion template that includes timelines, checklists, assigned roles and automated calendar syncing. The process is easier to manage, and teams know exactly what needs to be done without chasing information across different platforms.

Supporting Async Work Across Time Zones

Working across time zones means teams can’t always rely on quick Slack messages or live check-ins. We helped ID5 shift towards more async-friendly communication by making Notion their central hub for updates, notes and decisions.

With meeting notes, project summaries and task updates all captured in a single place, team members can catch up and contribute in their own time. It reduces reliance on real-time communication and creates a more inclusive, less stressful way to collaborate across locations.

Training, Documentation and Support That Actually Helps

We didn’t just build the workspace. We made sure the team could use it with confidence.

That included recording detailed Loom videos, delivering live training sessions and hosting regular office hours to answer questions and gather feedback. We also set up a direct line of communication with the ID5 team, so they could reach out at any time with requests or issues. Whether someone needed help understanding a system, making a change, or solving an urgent issue, we were there.

A Living Workspace That Evolves With the Team

One of the things we’re proudest of is how collaborative this project has been. Instead of treating it as a one-time setup, we’ve continued working alongside ID5 to adapt and improve the workspace as their needs have evolved.

That might mean refining an onboarding template, updating dashboards to reflect team changes, or helping new hires get to grips with the system. The result is a flexible, living workspace that’s deeply embedded in how the company operates, and not just a tool that sits in the background.

"Non Code Studio didn’t just build a workspace and walk away. They truly became an extension of our team. They took the time to understand how we work, and helped us shape a Notion setup that actually fits our needs. From onboarding to project management and everything in between, they brought clarity and structure in a way that felt collaborative and really supportive throughout."

— Ludivine Vitet, Senior Vice President, ID5

If your team is growing and struggling to keep things aligned, we’d love to help. Whether you're scaling across time zones or just want a smarter way to work and manage you Operations, we can build a system that fits your rhythm and grows with you.