Build a Client Portal & Pipeline System in Notion (FULL Tutorial)
Managing clients effectively is crucial for freelancers, consultants, and agencies. This guide shows you how to create a complete client management system in Notion with custom pipelines and professional client portals.
Setting Up Your Client Database
Create a new Notion page and add a board view database titled "Clients." Configure your properties! Here are some of my recommendations but you can add any properties that make sense for you.
- Email address
- Phone number
- Status (pipeline stage)
- Client photo as cover photo
Creating Your Client Pipeline
Replace Notion's default statuses with stages that match your workflow. Here is a sample workflow but you can also create your own statuses here:
- Prospect - New leads
- Discovery Call - Initial consultation
- Negotiation - Discussing terms
- Active - Current clients
- Lost - Non-converts
- Done - Completed projects
Hide unused columns while keeping them pinned for easy access.
Building Client Portal Templates
Next you can create a template inside the Client database. This can greatly streamline your workflow. Some of my recommendations are:
- Notes section with AI meeting notes
- Internal documents area
- Client portal page (forward-facing)
The client portal page can contain:
- Welcome message
- Project description
- Timeline calendar
- Invoice tracking
- Document repository
- Notes section
Sharing Client Portals
When ready to share, choose appropriate permissions! One thing with Notion is that you cannot share a URL that is locked with a password. The only options are to share it with permissions, or you can share it to the web but make it undiscoverable by search engine.
- Can View - Clients see content but can't edit
- Can Comment - Clients can view and comment
- Can Edit - Can edit but not share
- Full Access - Full collaboration (use carefully)
Benefits of This System
Centralized client information - Keep all client details, communications, and documents in one accessible location, eliminating the need to search through emails or multiple platforms
Professional branded portals - Create impressive client-facing spaces that reflect your brand identity and enhance your professional image
Scalable template system - Easily replicate your workflow for new clients without starting from scratch each time, allowing your business to grow efficiently
Cost-effective solution - Eliminate the need for multiple subscription-based tools by consolidating everything in Notion's affordable platform
Fully customizable workflow - Adapt the system to match your unique business processes rather than forcing your business to fit into rigid software constraints
This Notion system streamlines your entire client lifecycle from prospect to project completion, saving time and improving client relationships. The visual pipeline gives you clear oversight of your business while providing clients with a seamless, organized experience that sets you apart from competitors.
Ready to Get Started?
Be sure to watch the video below if you’d like a video guide:
Want to skip the setup? If you prefer ready-made solutions, check out some of these pre-built templates that you can customize immediately.
ULTIMATE Coaching Workspace & Client Portal
ULTIMATE Freelancer Dashboard & Client Portal
Need something completely custom? My design services can create a tailored client management system that perfectly fits your business needs!