5 Best Tips to Use Notion to Create Your Client Portal

Managing projects with clients can feel like herding cats. Email chains spiral out of control, there’s endless back-and-forth, and you get that sinking feeling when you realize you’ve lost track of something crucial.

But don’t worry. Notion is your best friend here. With great structure and design, you can easily manage your projects with clients and avoid all the problems mentioned above.

Today, I’m going to share my top tips for using Notion to create a client portal, organize your projects and wow your clients.

Why You Need A Client Portal

Why is something so simple often neglected? A central hub for all project information is the cornerstone of organized chaos. Think of this client portal as your command center. Everything your client needs to know, and everything you need to do, lives here.

By setting up a client portal, you’re creating a single source of truth for each project. No more digging through endless email threads or trying to remember what you promised in that phone call last week. Everything is right there, neatly organized and easily accessible.

But how do you create the perfect client portal?

Start by thinking about what information your clients need most. This might include:

• Project timelines and milestones
• FAQs and project-specific guidelines
• Important documents and files
• Communication logs
• Payment information and invoices

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Why Notion is the Perfect Tool to Build a Client Portal?

The beauty of Notion is its flexibility. You can customize your client portal to fit your specific needs and those of your clients.

Once you have one template, you can easily duplicate it for each new client. (What a time-saver!) Creating a dedicated workspace for each client is like giving them their own VIP treatment.

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5 Tips to Create An Idea Client Portal

Tip 1: Define Clear Roles and Responsibilities

Misunderstandings ruins projects. To avoid them, clearly outline everyone’s role.

I create a dedicated section in my Notion Client Portal where I spell out who’s responsible for what. This includes not just the core team members but also any subcontractors involved.

Trust me, this saves countless hours of back-and-forth.

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Tip 2: Visualize Progress with Database Views

Humans are visual creatures who love to see progress, moving tasks from “To Do” to “Done.” That’s why using visual tools in Notion is essential for tracking project progress.

I combine tables, gallery views, and calendars to create a dynamic representation of my projects. For a project timeline, the calendar view is invaluable. To track task progress, gallery views are perfect. For detailed information, tables are the way to go. It’s like having a custom-built dashboard for your entire project.

Gallery views with progress bars are excellent for tracking the status of individual projects. Tasks related to a project automatically update the project’s progress bar when completed.

The real magic happens when you combine these visual tools with Notion’s filtering and sorting capabilities. Create views to see high-priority tasks due next week or separate ongoing projects from finished ones. Tailor your client portal to meet specific needs.

Remember: Check in with your clients about their preferences. Some may prefer detailed written reports, while others might be happy with a weekly screenshot of the Kanban board.

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Tip 3: Put All Related Documents into Your Client Portal

Notion allows you to store and organize all the documents related to your project in one place.

Create a dedicated section within your client portal for important documents such as contracts, project briefs, and reference materials. This ensures that both you and your client can easily access and review any necessary files at any time.

P.S. If you use Google Drive to store some of your documents, you can also embed them for easy access. This saves clients from having to navigate through different platforms.

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Tip 4: Make it Easy for Your Client to Provide Feedback

Client feedback is invaluable, but gathering it can often be challenging.

In Notion, I create a dedicated feedback section within the project delivery area. It’s straightforward, accessible, and encourages open communication.

Plus, since everything is centralized, there are no more lost emails or forgotten comments. It’s like having a direct channel to client insights.

Additionally, you can create a specific page for client feedback after the project is completed. Embed any form application you prefer to collect their feedback and use it to enhance your performance.

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Tip 5: Leverage Notion’s Collaboration Features

One of the biggest challenges in project management is ensuring everyone stays on the same page. While making it easy for clients to provide feedback, you can further encourage collaboration by:

• Inviting your team and clients to collaborate within the workspace.
• Using @mentions to tag individuals in comments or tasks.
• Creating shared documents for brainstorming and gathering feedback.
• Utilizing the comment feature for discussions and approvals.

These strategies help maintain clear communication and foster a collaborative environment.

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Tools You Can Use to Make Your Client Portal Better

1. Meeting Scheduling Tools: Streamline appointment setting with tools like online appointment scheduling system by Google Calendar and Calendly.
2. Feedback Collection Forms: Gather client feedback efficiently using platforms like NoteForms, Tally, Typeform, and Google Forms.
3. Cloud-Based Storage: Ensure all important documents are easily accessible by integrating Google Drive or Dropbox.
4. Communication Platforms: Enhance real-time collaboration with platforms like Slack. With the latest Notion AI feature, you can easily access Slack conversations, streamlining communication and summarizing information.

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Ready to Elevate Your Client Management?

Feeling swamped by managing client projects? I get it. But I’ve got just the thing for you—my comprehensive client portal template!

It’s designed to streamline your workflow, improve communication, and guarantee that nothing slips through the cracks. Imagine having a centralized hub where all project-related information lives. Sounds dreamy, right?

Click below to jumpstart your journey with my client portal template and elevate your project management skills to new heights. Trust me, you won’t look back.