data management

groovmint stores all of your data inside Notion, which means you're always in control of it. This section covers how to keep your data clean and healthy over time, what to do before making significant changes, and how to export your data if you ever need it outside of Notion.

groovmint data rules

Before anything else, these are the rules that protect your data:

Keeping your data clean

Over time, every productivity system accumulates some clutter - completed recurring tasks, archived Groovs, old habit logs. groovmint is designed to handle this gracefully, but there are a few things worth doing periodically to keep everything running smoothly.

Completing vs deleting

The general rule in groovmint is to complete or archive rather than delete. Marking a task complete preserves your momentum history. Archiving a Groov keeps your growth data intact. Deletion is permanent and removes that history from your charts.

If you do need to delete something, make sure you clean up the related secondary database entries to keep your momentum calculations accurate. The full cleanup guide is in The Hub section of this guide.

Recurring task sequences

If you decide to stop a recurring task sequence, the cleanest way is to set a Stop Recur date on the current task rather than deleting the sequence. groovmint will end the sequence automatically when it reaches that date, with no manual cleanup needed.

Review old data periodically

Every few months it's worth a quick pass through your primary databases to tidy up anything that's no longer relevant - tasks that were abandoned rather than completed, habits you set up but never used, learning pages with no content. None of this will break anything if left, but a clean system is easier to work with.

If you rename a groov

Renaming a groov is fine, but after doing so, visit the Groov Momentum database in the HUB to check that all existing momentum records for that Groov are still correctly associated. In most cases they will be, but it's worth a quick check to make sure nothing has come loose.

If you delete primary data

If you delete a page from any primary database, you'll need to manually remove the related entries from the secondary databases to keep your dashboard accurate. Here's what needs cleaning up depending on what you've deleted:

⚠ Do not touch any entries in the Groovy Mints database under any circumstances. This database stores your all-time high score data and should never be manually edited or deleted.

Exporting your data

If you ever need your groovmint data outside of Notion - for analysis, backup, or migration - Notion's built-in export feature lets you download any database as a CSV file.To export a database:

1. Open the database in the HUB
2. Click the ... menu at the top right of the database view
3. Select Export
4. Choose CSV as the format
5. Click Export to download the file

You can do this for any of the primary or secondary databases. For a full backup, export each database separately and store the files somewhere safe.

Backing up your workspace

Notion doesn't provide automatic backups, so if data integrity matters to you it's worth doing a manual export periodically. How often depends on how actively you use groovmint - once a month is a reasonable cadence for most users.

If you're on a Notion Business or Enterprise plan, your workspace administrator may have additional backup options available.

Moving or duplicating your dashboard

If you ever want to create a second groovmint dashboard - for a different workspace, a team setup, or just a fresh start - the key thing to remember is that the HUB should live outside the dashboard page itself. Both dashboards can then point to the same HUB as a single source of truth, keeping all your data connected.

See the Installation section of this guide for the full guidance on how the dashboard and HUB relationship works.