Notion for Designers (Project Tracker & Client Portal)

[@gracedanye]

Like this is just what I needed for my client portal and onboarding process !!!! This is PURE GOLD, thank you sooo much !

[@Squarestylist]

Thank you so much!!!

[@ArcDesignHaus]

Thank you for going into detail about how you share your Notion document and what you teach the clients in your walkthrough video! Almost no one speaks about these little details, so that was super helpful!

[@Squarestylist]

Glad that piece was helpful!

[@commemavoie]

This is an incredibly helpful guide to using Notion as a project dashboard new and exactly what I was looking for. Thank you!

[@Squarestylist]

Thank you so much! I’m glad it’s helpful! ✨

[@JessicaGarcia-d5m]

So beautiful and easy to navigate. Thank you for sharing your Notion magic.

[@Squarestylist]

Of course! Glad it's helpful!

[@jessicaduran8835]

This is gold! Thank you so much!

[@Squarestylist]

yay! Thank you!!!

[@elisabethwaller8232]

Rache, this is an incredible resource! Thank you! Adopting it ASAP.

[@Squarestylist]

You're so welcome!

[@시금석-b2n]

반갑네요. 나도 유사하게 고민했던 부분이거든요 ^^

[@naomiabigail-en1bp]

Hi there, absolutely love the template! The only thing I can't figure out is adding pre-loaded tasks with different week numbers, dates and phases. When I add the pre-loaded tasks to a project, they already seem to have set dates, weeks, etc. As I also do stationery projects, I'd love to add my own tasks, without having to go back into each new project to manually change the sequence and such when adding the project template. Would love your help with this, many thanks.

[@Squarestylist]

Hi there! This is possible but I'm not able to provide personalized support at the moment. I provide high-touch support in my programs, Standout Squarespace and Standout Shopify.

[@RadiantCreative]

Just purchased and look forward to digging in! What form builder are you using?

[@Squarestylist]

Thank you! I shared the form builder that I use in this video: www.squarestylist.com/blog/add-file-upload-forms

[@BelindaMilne]

Love this template so much. With the fonts you used for welcome and projects as an example was this done in Notion or did you design them in Canva and add them in???

[@Squarestylist]

Hi! This is how I add fonts: kzbin.info1XrMUHvRShs

[@93_LivesStudio]

im curious why you have a process checklist in the reference list which clients can view but the task list is only viewable to you, for your workflow your proccess checklist looked more detailed do you hide that page somehow from clients?

[@Squarestylist]

Sure! Happy to clarify. I found that my clients get overwhelmed when seeing all the tasks. The checklist is a simplified view for them so they can focus on THEIR deliverables. I also work with my team and contractors on some tasks and I want our tasks to not be visible to the client.

[@majiinteriors9288]

Hello!! This template is so beautiful and thoughtful. Im just wondering hoy does the "hidden" sections work? I mean how can I make sure the clients are not seeing the tasks section? Thanks!!

[@Squarestylist]

Thank you! As long as the entire tasks database is not intentionally shared with the client - then it won't be visible to them.

[@majiinteriors9288]

Thanks for answering!! @@Squarestylist So if the client scrolls down they won't be able to see the database? Sorry Im still a bit confused. When you share a page with someone don't they receive access to everything on that page?

[@JPCorsino]

Hi, Great vid. Does the client have to have a notion account or can they edit in the published website view?

[@Squarestylist]

Thank you! If you wish them to add comments or make edits, clients need to create a free account. Simply invite them as a guest. Do not invite them to be a part of your workspace. But I know designers who share the portal with clients just for their reference so they just shared the unique link to the portal without creating an account.

[@JPCorsino]

@@Squarestylist Thank You for your quick response. Great information.

[@lenaeggler6304]

Amazing video! Can you please explain where you manage internal project? Do you use the same project template as for client projects? How would you then change the needed phases? Because you don’t need phases like “Onboarding” for internal projects, right? I’d be do appreciative for your insight!🙏

[@Squarestylist]

Hi! Yes I use the same project dashboard for personal projects. We may actually add more phases- then filter the view based on the project type. That is a more advanced use case though so I wasn't able to cover it here.

[@envisionedbrands]

Hello darling, thank for this template. I purchased it and had a question, I can't seem to resolve. I want to hide the pre-loaded tasks from clients, but I can't figure out how to do that. Do you mind letting me know how to? Thanks!!!!

[@Squarestylist]

Hi there! Thanks for purchasing the template. You may click the six-dot icon (⋮⋮) opposite the pre-loaded tasks toggle and click delete. If you need further assistance, you may send a support ticket via squarestylist.com/support

[@envisionedbrands]

@@Squarestylist tab so so my only option is to delete? Can’t hide like the other part above?

[@Squarestylist]

@@envisionedbrands yes we have to delete it for it to not be visible to the client. You may delete it after pre-loading the tasks.

[@EmmaJeffs-b9s]

This is really great resource and love the design of it. Thank you so much for sharing it. I have a set task list for myself for each project for each Phase . Rather than use the dropdown and drag the tasks each time into the Phases in the database when I create a new project can I just add them to the master template so they will just appear when I make a new project? Would love if you had any insight if i can do this. Thank you

[@Squarestylist]

Hi there! This is possible but I'm not able to provide personalized support at the moment. I provide high-touch support in my programs, Standout Squarespace and Standout Shopify.

[@Marry-it7uc]

Hi, how did you change the fonts?

[@Squarestylist]

I upload them as image or svg from Figma.

[@KatherineMoran]

Is the reason the tasks list at the bottom is not visible to the client because it is a linked database view, and the original database is not visible? (Just want to understand the functionality).

[@Squarestylist]

Indeed! It’s a linked database view and will only be visible if we invite the client to the original database.

[@emsky73]

Does the template include most of the notion features you outline in your video?

[@Squarestylist]

yes I used the exact same template in this video

[@aubreyjonesco]

Love this!! How do you use the chat button/feature on the client portal?

[@Squarestylist]

Thank you! Do you mean the comment feature?

[@aubreyjonesco]

I meant the “chat” toggle button, is that just a page devoted to commenting back and forth…or do you have an integrated communication system?

[@Squarestylist]

@@aubreyjonesco got it! It's just using the comment feature of Notion. It's sufficient though since the comment feature of notion is robust. You may refer to 22:41 timestamp of the video above. More so, clients get email notifications when we mention them. I centralize all communications via that chatbox/comment box

[@aubreyjonesco]

awesome insight! ty love

[@GrecoFPV]

does the client need a notion account to be able to interact with it ?

[@Squarestylist]

Yes, clients need to create a free Notion account to be able to leave their comments.

[@JecelynShenkin]

Are the clients able to check off the checklist items if they only have comment access?

[@Squarestylist]

Not when they only have "Can comment" access. But I am actually the one checks off the tasks.

[@JecelynShenkin]

OK that's helpful to understand. Thank you for your quick reply!@@Squarestylist

[@feliciaroberts168]

lol, just purchased - it doesn't look the sample in this video to me?

[@Squarestylist]

Please message us via squarestylist.com/support and please share what you see on your end.

[@harryholic]

Hiya there! I just purchased your template and it's amazing so far! I have a question if you don't mind. How come that the table of task at the very bottom is not going to be visible to client? Is there anything i should do to make them invisible for the client? Thank you so much!

[@Squarestylist]

Hi! Thanks for purchasing the template! It's best not to show the database of tasks to the client. Otherwise, they will see the tasks for your other clients too.

[@harryholic]

Hello, thank you so much for the quick reply! I understand. I was just wondering how come that the table can be invisible, when they are inside the project page. I agree that client best not see it, and I'm a little afraid they can see the table since they are inside the page So I thought I have to do something to make sure that the table will be invisible to client even when they are inside the page that we are going to share to the client Will the table be automatically invisible, or is there a setting I need to recheck to make sure my client can't see it? Thank you so much for being helpful to us designers :')

[@Squarestylist]

@@harryholic yes rest assured it won't be visible to clients by default unless you share the entire database of tasks to the client. You may also try sharing one of the dashboards to your alternative email address to confirm.

[@TheMorningLoft]

Hi :) How did you do the embedded signature at 9:04?

[@Squarestylist]

Hi I use the form builder that I shared in this video: kzbin.info/www/bejne/moiZdYSeiMlmgKs

[@emsky73]

Hi. Ive bought your template but I was wandering I'm a complete beginner with Notion. I can see that I have copied the template link to Notion but was wandering how I use it. Do you have a tutorial as to what is included in the template and how to use it and set it up? I understand that this video is what you link to as an explanation. But I'm still confused, many thanks

[@Squarestylist]

Hi! You may get in touch via [e-mail] for specific questions. Note that we don’t provide personalized support but we can point you to the right resources.

[@meganlarkins8151]

Hey! I just started using your template and I’m noticing that my clients have access to every single page - meaning they can see every client’s dashboard (the master task dashboard, and master project dashboard). I’m stuck on this one major pain point, because I don’t want clients to see other clients information. How are you doing this for your agency to avoid them accessing everything?

[@Squarestylist]

Hi there! Clients should not see the master database by default. They should also not see the table of tasks in their portal. Did you also share these with them when you invited them as guests? You may also get in touch via squarestylist.com/support so you can share screenshots with us.

[@meganlarkins8151]

@@Squarestylist hi! Thanks so much for responding. So, now I’m curious, what is the benefit of using this portal and not sharing the task tables with them? Is it more so just for onboarding client data and then the task management is for your agency side of things? Thanks for your time ❤️

[@Squarestylist]

@@meganlarkins8151 great question! From experience, my clients get overwhelmed when they see the table of tasks. They get confused what to click et al.Most of the deliverables there are for me and my team members. Hence, what's visible to clients is simply the checklist at the top with the to do lists per phase. This way, they are updated on what they need to do at every stage without the need to navigate the database.

[@racheljnarrates]

Fantastic video! Would you feel comfortable sharing where you create your forms?

[@Squarestylist]

Thanks for purchasing the template! I’ll share more about my form builder in my next video. I’ll publish it next week 🤩

[@Squarestylist]

Hi! Circling back to share the form builder that I use: kzbin.info/www/bejne/moiZdYSeiMlmgKssi=o5_Y0ID5d3Sde9Yx

[@racheljnarrates]

THANK YOU! @@Squarestylist