How to Create a Client Portal from Notion (Step-by-Step Tutorial)
Turn the Notion databases you already have into a secure, branded client portal. This step-by-step tutorial covers preparing your databases, connecting Portalwith, filtering per client, and going live on your own domain.
You already track tasks, deliverables, and invoices in Notion. The problem is sharing them: raw Notion links expose too much, look unbranded, and confuse clients. This tutorial walks through turning those same databases into a clean client portal — where each client signs in and sees only their own data.
No code, no migration, and your team keeps working in Notion exactly as before.
What you'll need
- A Notion workspace with at least one database (Tasks, Projects, Invoices — anything works)
- A free Portalwith account (2-week pro trial included)
- About 15 minutes
Step 1 — Prepare your Notion databases
The portal mirrors your existing databases, so a little structure goes a long way:
- Create a `Clients` database if you don't have one — one row per client or company.
- In each content database (Tasks, Invoices, Tickets…), add a relation property pointing to `Clients`.
- Tag every row with the client it belongs to via that relation.
That relation is the whole trick: it's what lets the portal show each client only their rows, automatically.
Already have a "Client" select or relation property? You're done with this step — Portalwith works with what you have.
Step 2 — Connect Notion to Portalwith
Sign in to Portalwith and authorize the Notion integration. You choose exactly which databases to expose — nothing else in your workspace is readable. Portalwith auto-maps common fields (status, dates, assignees) and you can adjust the mapping anytime.
Step 3 — Set up the portal layout once
Decide how each database should appear to clients:
- Pick a view per database — list, table, or gallery.
- Hide internal properties (cost columns, private notes, internal statuses).
- Choose which select options are visible if some stages are internal-only.
This is a one-time setup. From here on, everything updates live from Notion.
Step 4 — Brand it and add your domain
Upload your logo, pick colors that match your brand, and connect a custom domain like portal.youragency.com. Clients see your brand, not Notion's.
Step 5 — Invite your clients
Share the portal link. Clients sign in with their email — no passwords to manage — and the relation property from Step 1 filters everything: Client A never sees Client B's tasks or invoices.
Test it yourself first: add your own email as a client contact, sign in, and confirm you only see that client's rows.
Step 6 — Keep working in Notion
That's the whole workflow. Change a task status in Notion and the client's portal reflects it instantly. No exports, no duplicated tools, no "let me update the client spreadsheet."
When the built-in portal isn't enough
Some teams eventually need more than a portal: a reporting dashboard for leadership, automated intake workflows, a full marketing site, or an AI assistant that answers client questions from your workspace. The team behind Portalwith builds those as custom services — from small automations to complete client experiences, with a free scoped proposal first.
Start your portal
Ready to try it? Create your client portal — free plan available, and the two-week trial unlocks every pro feature while you set up.