Create a Client Portal in Notion (+ Free Template)
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- Опубликовано: 28 сен 2024
- In this video, I share my notion client portal with you. I walk you through how it works, how to customise it, how to share it with clients and then how to integrate it with your projects and action steps so you can manage everything in one place. I love this giveaway. If you're a designer, feel free to swipe this and use it for your own projects.
Projects and Action Tasks:
• Managing Projects and ...
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#notion #clientportal #notiontemplate
This is absolutely gold, thank you so much for your free resources and this detailed video. From a Notion Consultant, this is the best Client Portal video I've seen so far!
Thank you so much, Anna! I'm so glad they're helpful
i love this. what i'm trying to wrap my head around is the different types of tasks we have as a team. there's the portal tasks, but then there's other client's portals, there's more niche tasks pertaining to each client that our team should be aware of but the client doesn't need to see, then there's misc team tasks. allllllll of that to say.....is it possible to incorporate the tasks from the client portal into a master task database? i can envision a way to do this, but the problem i would think is preventing each client from seeing everything we don't want them to see. notion desperately need hierarchal tagging/properties.
This is an amazing question. Unfortunately, you are right about it being an issue with sharing data. Right now, there is no way to securely section of part of a master task database. This has been my workaround -
ruclips.net/video/2YGSaMfZaNA/видео.html
It's a paid template overview but the video itself shows a behind the scenes on how I set this up. You could follow the same method by adding your client portal to a Projects template. This does mean multiple databases but I've found it's the most secure workaround.
If you have Notion Home, this will help as it will pull in all your recently worked on databases. If you don't yet have that , it's coming soon. Does that help?
@@chloeforbesk Thanks for the reply!
I checked out ur video. It seems you're keeping those tasks separate, but creating a 'dashboard' where you can see all your tasks at a glance; is this correct?
I was hoping to avoid this, alas another Notion sticking point - i swear, everytime I think I'm on to something...
Although it's slightly annoying, maybe this isn't as big of a deal now with Notion Calendar, as I can essentially combine ALL my tasks that way, no? Or do permissions prevent this in some way?
Just wanted to let you know my name is Keynada and I just purchased your marketing template to save time because I love your work and want to support it. Because you indeed are in helping people and not just money! Thanks! Keep it coming!
Keynada, thank you so much! That means the world to me and I'm really glad my videos are helpful. I'm so glad you're here. Thank you. ❤
Wonderful. I agree with the concept “All in One Place”
This is really huge! Thank you very very very very much Cloë !!!
My pleasure, David :)
Hey there! I love this template, it's the only notion one that I've found that matches my web design process and only needs minimal tweaking to work for me... however I am having a lot of trouble figuring out how to set this up to be linked from the "Action Zone" template. I've watched this video several times and I'm stummmped. I also watched the related video Managing Projects and Actions tasks in notion... I'm tech savvy and this is melting my brain for some reason. I can't even begin to explain where you're losing me but just wanted to share that I'm having this experience. I'm going to keep watching both videos til it clicks.
I'm so sorry I missed this comment. I have a few other videos on my channel walking through this in a bit more detail. The quick answer is that you create a project template and copy this client portal into the project template. After that, any time you apply the template, you'll have access to a new client portal for your new client. I hope that helps. Apologies again for missing this comment when you first posted.
This was super helpful! Thanks so much!
This is incredibly valuable! Thank you!!
❤
i don't know how to duplicate the template for each new client . i have watched the video many times but i still dont understand how to do it
You can add it into a database template. I store it in my Projects database. If you want this video, you can see how it works and build something similar for yourself: ruclips.net/video/2YGSaMfZaNA/видео.html
thanks so much for this, Chloe! Is there a way to manage your own view in the back-end to show multiple clients' requests vs just one client at a time?
Great question, Sarah! There are a couple of ways you could do this.
I currently have my own set up as separate projects in a single dashboard. This means I need to go into each project to work on it but I have it set up so that I get a notification in my action tasks if a client messages via their portal.
This recent live shows a behind the scenes of how it works:
ruclips.net/video/CLI9BpIj9SQ/видео.html&t
Technically, you could pull in all of your active client portals into one page and that would allow you to update multiple clients from one page.
Does that make sense? If not, let me know and I can do a screen share :)
@@chloeforbesk it does make sense, thank you! not sure if this is possible, but is it doable to combine tasks from two clients into one view? E.g. I want to see every client task happening this week ( from 2 different clients) in the same view, so I can keep track of my weekly tasks from multiple, unrelated clients, and do things like move them from in progress, to "need to reach out," to "waiting to hear back," etc. in terms of status?
@@spg223 The way I currently have it set up is one centralised action task database. This means all internal action tasks I need to take (from all clients) are in one view as you describe. The challenge is you can't pull in the client portal tasks into that same view so to update the portal, you'd still have to click in to update or add it as a secondary view for each client.
I look forward to checking out more of your videos.
when i am sharing to my client the client portal no tanles/database tables are shown please help me
Hey :) This is often because the
client doesn’t have permission on the databases themselves. If you go into the databases and check these are shared too, this should resolve your issue. I hope that helps.
Hi Chloë, for some reason the Client Portal Template isn't duplicating and is coming up with an error.. "Unsaved transactions: Null value found in type column of block table." Any chance this will be fixed?
Hi Jenna, my apologies. This a new issue (past 24 hrs) and I *think* it's because Notion just released their new projects database as it's affecting all current client portals. I'm working on a fix now and will email it out asap. Apologies again for the inconvenience.
Hi Jenna, it should all be fixed now :)
@@chloeforbesk Got it, thank you!
@@JennaKarrerVirtualAssistant yay! :)
Loove this template❤❤Thank you Chloë
❤
Thank you! This is a gold mine of resources! I have two questions:
Are we supposed to use the backend to plan, and the front end is kinda like a quick overview?
Do we manually add the client portal to the resources every time or will a new one generate every time a new client project is generated?
Thanks, Ashley!
Kind of. You can set it up however you like. I use the backend to manage the internal steps that I wouldn't necessarily want the client to see. Then I use the client portal for all the client-facing updates.
I didn't do the the best job of explaining it here but I made another video to try and clarify:
ruclips.net/video/2vs4gwUr8mM/видео.html
This should answer both questions but if you're still unsure about anything, let me know. I'm here to help. :)
You're brilliant! Of course I've subscribed!
Thank you so much, Adrian! I appreciate you :)
hi! I want to purchase your client management dashboard but there is something wrong with the payment system. do you have etsy or somewhere i could buy it ?
I'm so sorry you had an issue with it. You can purchase on Gumroad?
chloeforbesk.gumroad.com/l/client-management
If that doesn't work for you, let me know and I'll add it on Etsy for you :)
How do you give access to your clients? Is this considered a Workspaces? Do you pay for the enterrise plan to have a private workspaces for each and every client? Or this is just a basic Notion page?
You can invite your clients as a guest via email. You would lock your databases and provide 'can edit' access. Make sure you are only giving access to this page and all others are restricted. :)
Hola Chloe! Thanks for the video. Do you happen to know of or maybe provide insights for a good way to handle internally your own data base that will nourish individual databases inside each client portal?
Hey :) If I understand your question correctly, I just created a template for this. If you scroll down on this page, there's a video showing the inside. You can also see how i put it together in my latest RUclips live.
chloeforbesk.com/clients
love love love your content! QQ, how do I upload the brand proposal template into the client portal? I know you said to click the dots and move to the client portal, but which dots do I click in the brand proposal? TIA!
Thank you, I’m so glad :) I have it in my sales pipeline then when I close the sale, I move it into the client portal database and mark it as complete.
I hope that’s helpful :)
How do you manage if people don't want to use it and just want to communicate via messages? And have people complained that it's harder on the phone app?
I have only heard people say it was easier once they downloaded the mobile app. I have a couple clients that don't use it and I'm fine with that. I'm happy to accommodate. I still use it for them because my process is built in but messages are via iMessage or email. This is based on your own personal setup and policies. I like being flexible and prioritising the client's preferred user experience. I know other people that are stricter with the tools they ask clients to use. It's up to you as the owner :)
Thanks again for your reply 🙏
Wow thank you so much for this!
My pleasure, Mitch! Thank you for taking the time to comment. :)
Can the client enter their own information without being able to see other people's information?
Yes but it means ensuring only the client has access to this page. For example, if you had a 'Clients' database with this as your database template, you would need to ensure the Clients database is private and only you have access to it. You would then give each client access to the individual pages.
Thank you! Very helpful 🍎
Thank you so much, Henry. I’m so glad! 🍎
Wait does that mean that you have multiple separate project/task database for each client instead of only one ? How do you deal with that ?
I like to centralize my task on one place and that seems inneficient to have like 5 todos spread around 5 dashboard (for each client) instead of one
Hi Nicolas :) I stick this client portal is designed to fit into your project database template. Each client has their own unique portal but it's all managed within one centralised system. One action task database for all internal tasks and a client portal you share with clients. I have an updated video that goes into this in more detail that you can view here. ruclips.net/video/2YGSaMfZaNA/видео.html I hope that helps clear up any confusion :)
Hi Chloe! Is it possible to have all my clients tasks in one Action Zone and have the Client Portal render a Filtered View of that linked database? It seems from my end that its only possible to use this Client Portal when the databases (Project Trackers) are held individually, which means when I'm managing 15 clients I need to click through 15 different task lists each day.
Hi Ashley :)
Unfortunately not without compromising privacy. The reason is that in order for clients to see their tasks, they need access to the action task database. This means they access all tasks including other internal tasks or tasks from other projects/ clients.
In a dream world, we’d be able to only give access to certain tasks but right now, access is granted at page/database level.
One thing you could do is pull in linked views of all client portals into one space. That can save some clicking in and out but it might get messy with lots of clients.
Do you keep this client portal in your private section of your sidebar and make a new on in the public space for each client?
Great question! I have it within my Projects template so that easy time I add a new project, it has a unique client portal
set up and ready to customise.
Thanks for the reply. I guess I’m still a bit confused since I can’t see the file structure.
I have the client portal here that you’re showing now in my notion set up but don’t see how it connects to a project database to overview all of the projects that I have collected to easily jump into one and manage it.
You know I actually just purchased your Client Management Dashboard and spent a couple hours editing a projects client portal. I want to save the edits I made to the Client portal so that all of the client portals are tailored to my exact settings. I ended up deleting it and now have to start over.
Is there anyway you can help me?
This is a masterpiece right there and I really appreciate the time you have invested to bring this to live. I have signed up, confirmed my email but unfortunately I have not recieved the email that with the template download link. Anything I am doing wrong?
Hi Gimba, I'm so sorry. Can you email me chloe@chloeforbesk.com and I'll send access right over? :)
When Im sharing the client portal to another person nothing shows up. To project tracker, they cant write a message and the project process. On my root data base I can see all of if, but once i share it nothing shows up? anyone else have this issue
Hi there, one quick fix might be ensuring that you have provided the client access to all pages and databases. If this doesn't work, would you be able to send a loom video to chloe@chloeforbesk.com? That will help me trouble-shoot the issue for you.
@@chloeforbesk Is that why you have your data bases linked on the same pages? I have all my data bases in a separate file. Also ur goated for replying!!
@@rezt.v.9085 Yes, exactly. It's so easy to forget to adjust permissions but because they are cascading, having them all on one page means you only have to share the client portal page and all others within it will inherit the same permissions (and thank you! :))
everything works!!! Thank youu@@chloeforbesk
This is Awesome!!
you earn my sub.... good work
Thank you so much! :)
Hiya Chloe... I don't get it as you ask for my email etc etc, on the offer of free x3 templates, but when i got to your link I get the chance to "Buy" the templates, please I hope I'm wrong and got this wrong to, and you can correct my option please...
Hi Pippa, if you go to chloeforbesk.com/freebies and sign up with your email, you should receive a welcome email with access to a bunch of free templates including two versions of this client portal. If you have trouble accessing this, can you send me an email (chloe@chloeforbesk.com)? This template is 100% free.
Where's the template link for this? This is awesome!
Thank you so much :) It's in my Notion Starter Pack. You can sign up for free here: chloeforbesk.com/freebies
awww this is very informational! however I cannot find this free template? can anyone help?
Hi Keith, if you go to chloeforbesk.com/freebies and sign up for the free Notion starter pack, you'll get a welcome email with a link to access all my free templates including this one. :)
Thank you so much
Sync client and project databases 6:08
Set-up project backend 10:37
Thank you so much for this
Thank you.
My pleasure, Raj! :)
CANT ACCESS THIS TEMPLATE
@@saneulalikhan7046 you can access it here: cfktemplates.notion.site/Client-Portal-b288c087e14243e09d1dbcd9a0dc65fe?Template
🍎👏🏾
Lisa, you’re the best! 🍎
❤❤❤👏
Are they or are we notified when changes happens on this notion templates? So they'll know they have to check it? I had a somewhat similar portal in a different tool similar to notion. My problem is the client doesn't check it often so I still have to email them to check it :(
Good question. If you tag them (@) within Notion, they'll get a notification in Notion and depending on their settings, via email too. If you are concerned, it might worth asking them to turn on email notifications (Settings & members -> My notifications). That way, it might save some time for you having to both and encourages them to be more active in the platform. I hope this helps.
Thank you for this!!!What permission level do you give to the client to enable them add a chat?
I vary this depending on the client and how comfortable they are using Notion. If they're new, I allow comments only. If they're comfortable, I'll allow editing.
If you give clients ´edit’ access, would they be able to change everything and potentially break the portal for their project? And without edit access I suppose they won’t be able to create Requests. How do you manage this?
@@andrew_2020 They do need edit access to make requests. The only way around this would be to have them comment but I've found that can get messy quickly. One step you can take is to lock your database views. This means they can edit the content but not the database itself. Having a walkthrough the video helps a lot too.
Absolute gold, but ... When I open a New Client Template I there's no Inbox, no calendar and the Client Portal under "Resources" that you mention in the video isn't there ...
Hi Kristoffer. This is the free client portal. All those upgrades are part of the Client Management Dashboard. I see you now have access to that (thank you so much!). Hopefully, these additions will make your client portal much easier to manage. If you have any questions, let me know and I'd be delighted to help. :)
I cant find the Client Portal Template - where do i get this?
Hey :) you can access it as part of my free Notion starter kit here: chloeforbesk.com/freebies
If you work with many projects how do you know if someone made a change or a request, How both ends can get notifications?
We tag (@ name) each other in conversations. The notification then appears in the top left of your Notion workspace with a red dot letting you know. You can also be notified on phone and desktop based on your settings. This makes it easy to click directly into the conversation and respond.I use the 'inbox' as a place to store message threads but the @tag is how we notify each other within messages. I hope that helps.
Thanks 🙏
Hi I just arrived at your channel. Where can I find the link to your template? I really enjoyed this video, Thank You.
Thanks for sharing all these valuable gems! How much do you usually charge for an e-commerce website, including the one-time fee for web design and dev and also the maintenance fee?
Hi Daniel, I don't currently offer any website design services but depending on your needs, I might be able to refer someone.
Ohhh just love this!! Great!! got one question, is this also for the free plan ? Or only when you pay for notion ?
You can use it on the free plan. I do :)
where can iget this template
You can sign up at chloeforbesk.com/freebies :)
Thank you Miss kindlen, this is really helpful
New sub
EPIC! Thank you so much :)
So in the Project Management section, shown at 5:00, where would all the other tasks that relate to the higher level items be? It seems the task "Website Design & Development" is doing an awful lot of work. This could translate into hundreds of tasks in practice.
Hi Christian :) There is two ways you can do this. If you want the client to see these tasks, turn on 'Sub-items' in the database. That way you can nest smaller tasks. If you are thinking about the internal tasks related to a project, I usually keep these in my own action task database and just update the client portal for the deliverable.
For an insight on how I do this, you can scroll down on this page and there's a video showing how i integrate the two.
Chloeforbesk.com/clients
Super helpful for first time notion user. You made it so easy to understand considering notion is not user friendly..
I’m so glad it was helpful ❤️
Hi Chloe! This client portal dashboard is amazing and the exact thing I need for my coaching business, how can I purchase it? Flows well in the command center I have in Notion
Hi Jenny :) I’m so glad! You can access it for free right now. If you go to chloeforbesk.com/freebies and scroll to the Notion Starter Pack. When you sign up, you’ll access this template and around 15 others. ❤️
Thanks for responding Chloe. Any updates on your portal? How is it working for you with new clients
@@Hersurplusstory Great question! So far so good! Tested it with 3 clients this month and it’s been great communicating with them in Notion via comments rather than back and forth through email.
Messaging using the Notion mobile app has been amazing. Like texting with boundaries 😂
Thinking of trying it out or have you already? Would love to hear your thoughts!
@@chloeforbesk Thinking of trying it out as a Money Management/Business Coach. Setting up my process flow and will try with new clients. Working through it. Have you done any updates since trying it with new clients
@@Hersurplusstory That sounds amazing!
I haven’t made any updates yet. I think I’m going to test it all quarter one then make any changes then.
"free"
Hi Tony :) It really is. If you prefer not to sign up, you can access it on Notion's own template gallery.
This lets you duplicate it right into your account.
www.notion.so/templates/client-portal-template
The only difference is you don't access the other 19 free templates i giveaway on my site.
Hey would you recommend a client portal if the client just ordered something small like a flyer?
Great question, Erika! I think it depends on whether you work on multiple projects together. You could customise the client portal to include your various small projects versus steps in an individual project. Let me know if you have any questions around this. I’m happy to help :)
Are you creating new databases for every client and portal?
Yes. It’s a template embedded in my projects database so I just have to click a button and it configures it for me but it is new databases.
@@chloeforbesk have you figured out a way to roll up all client task databases into one primary task database so you don’t have to look at each client page for what’s next?
@@blueprintaccounting Not in a scalable way. I'm really hoping Notion make it possible to part-share a task database so we can manage everything in one database and just give clients access to their individual tasks. It is sort of possible if clients only have 'can view' or 'can comment' access.
In the meantime, what I've done is created a Clients teamspace and I add a linked view of each active client portal in the teamspace so it's easily accessible from my sidebar.
Would either of those be a helpful workaround?
@@chloeforbesk that’s exactly what I’m thinking. When I was testing filtered views of a database my test account was able to remove the filter when they’re invited as a guest. But not when it’s a published page and they’re accessing that way. But then the functionality for the client to edit anything is lost. Trade offs at this point I guess.
@@blueprintaccounting You’re so right about the trade-off. None of it is ideal but the one thing we don’t want to compromise on is sharing ALL of our data.
The whole Notion community especially certified consultants have been asking for this feature so fingers crossed 🤞. Hopefully, there will be an easier solution soon.
Thank you so much! I am a Pinterest Manager and the client portal is very helpful for my business.
I’m so glad it’s helpful, Joanne! Also, you have such a cool business 📌❤️
@@chloeforbesk Yes, indeed! I love my business :)
Wow, this is amazing Chloë! Thank you for sharing - I was wondering if you've started using the new Projects/Tasks feature in Notion and how that has affected your client portal template?
Thank you so much, Shannon!
Good question. This feature is one that a lot of Notion users has manually set up - relations between projects and action tasks. I use my version of that which is very similar. Then for the client portal, I have that integrated into a projects template.
If you want a full look at my current set up, you can see the set up here:
ruclips.net/video/CLI9BpIj9SQ/видео.html
(This is a recent live of my latest template but it’s the exact one I’m using in my own account)
How about you? Are you using the feature? I’d love to hear about your experience :)
@@chloeforbesk Omg you are amazing! I'm only halfway through and this is so helpful and efficient :)
I've just gotten into Notion in the past couple months and my issue is that I had to make my projects and tasks databased public in order for the relevant information to show up in my client portal. Luckily, it's not live with clients but that just feels concerning to me as I don't want my clients to somehow figure out how to access ALL of my projects and tasks.
@@shannonfagan9402 I'm so glad you're finding it helpful, Shannon! :) The way around this is to restrict all access to your projects and action tasks. Only you should be able to see this. If you house the client portal in a project template, you can invite your client as a guest with 'edit access' to only that page. It's a standalone page. That way we can avoid that issue of them being able to client back on the breadcrumbs to see everything. I hope that helps. :)
@@chloeforbesk Great, thanks for explaining that! One thing that I've been researching is having a master task list on your personal dashboards for all projects that includes all the tasks that are inside the different client portals. Have you found a way to do that?
Thank you soooo much
how can i have the exact template you're presenting?
Sign up at chloeforbesk.com/freebies :)
@@chloeforbesk Thank you
Absolutely amazing Chloë, thank you so much for doing this.
Thank YOU for being here! :)
Truly inspiring and very helpful. Thanks a ton!
Thanks, Joe! :)
Where could I get this template? It wasn't available under your freebies option nor on the Notion Templates and Course template on Notion.
I'm so sorry I missed this comment. If you still require access, you can grab it here: chloeforbesk.com/notion-starter-kit