Client Portal
Template Pack v2.0

This question is more common than you might think!

Softwares like Dubsado, Honeybook, or Bonsai are "CRMs" (Client Relationship Management) softwares, so they are managing the paperwork part of booking, onboarding, offboarding, etc versus tools like Notion, Asana, and ClickUp which are "PM" tools (Project or Task Management) softwares that handle the minutia of the project itself once the client has booked.

The reason I prefer to have both is that no PM tool can also manage contracts (and contract software on its own can often be more expensive than paying for a CRM) with legally binding signatures, AND invoicing, AND process related automations, AND scheduling, AND email templates, AND ...etc. 😁

Paying for a software like Dubsado, Honeybook, or Bonsai is basically like paying for your first assistant, only instead of costing you $20-50/hour, they're $20-50/month. It can host your inquiry form, questionnaires you might use during the booking/onboarding/offboarding process, set up automations to trigger for payment reminders, thank you emails when they submit a form, sending forms on a schedule, contracts with legally binding e-signatures that are easy for the client to sign without needing Adobe Sign or some other software, and invoices to accept card or bank payments, etc. Basically, –handle the business side of things before, during & after each project.

While PM tools can't do most of that, they're GREAT at task management for each project so you can set up a checklist of things that have to happen in every website build, or every branding project, or every packaging design project, etc. –so you never forget a step and the client can interact with that list for transparency or to send information you need to do the work. Dubsado/Honeybook/Bonsai may have "lite" task management built in, but it's nowhere near as effective or useful.

So basically, I use Dubsado to collect new client information, to book their project's spot, to onboard them while I set up their portal in Notion, then run stuff in the background during the project like reminders (for them or for me) and even to automatically send the review forms at the end of the project, MEANWHILE, the client is only in Notion with me to submit their content, ask questions throughout the project, and see status updates, etc. as I work.

I won't say all "new" designers need a CRM when they get started; I didn't have Dubsado until 2 years into biz myself, but it sure does make things easier & more smooth when you have it! You're never wondering when to send which email, etc. Otherwise, this is the general thought process I had, pre-CRM: “send proposal? then when to send the contract? When to send the invoice? OK, that's 3 emails. When I get the payment, they'll get a receipt from the payment processor, maybe, then I should tell them they're confirmed for that spot but if they sign the contract at 8pm do I send the email then? Then they'll know I'm working at 8pm... Don't want to seem desperate... So I'll send it at 8am the next day! But what if they signed it at 8pm on a Saturday, then they don't get confirmation until Monday? Ugh!”

⏯️ For more detail, watch these YouTube videos:

• see the extremely basic Dubsado portal in the very beginning of the Client Portal video, and 

• see more of the processes I have set up in Dubsado so you can see what I'm (still) using the CRM for, vs the portal in Notion

I hope that helps to make a bit more sense of it! 😃

If you want to be able to quickly copy this to your account, make some edits & start using it fast? Then yes; the easiest way to get up & running to be a current (or soon-to-be) user of Notion.

That said, if you’re down with recreating this system in another software, that’s fine too! I just don’t have it ready-to-go for anything outside of Notion.

Nope! The free plan should work for nearly everyone in the beginning as long as:

• you're truly using it alone (ie: no team or virtual assistant, etc is using it with you, as clients will be invited as guests, not team members). If you use it with a team member, then you'll have a limit on number of blocks created together (elements you can add to a page).

• you don't need to add large files; the file size limit on free plans is 5MB per file added, but no overall storage limit.

• up to 10 guests can be active at once, so make sure you deactivate or remove older clients from that status when their project is over.

So I'd start with the free plan, then upgrade when you find a limitation you need to get past.

Yep! Honestly, it’s a bit trickier to template-ize and use with clients than in Notion, so I’m deprecating it.

It’s still in the student materials though, so you’re still welcome to choose it after you’ve purchased, but I will no longer be updating that version, as of 2024.

You don’t have to until after you purchase. This way, you can watch ALL the videos on each version if you want, and then make your decision based on what feels easiest for you.

Easiest answer – go with your gut. You can always switch later!

That said, I’ve tried a lot of Project Management tools and Notion is one of the easier & most flexible options to get started with.

No! Not if you present it like, ‘this is what has to happen in order for me to give you the high-quality site you want.’ Then it just becomes a matter of deciding how much they want it, and how much that great end-result is worth to them.

Also, I tend to talk about the homework like a hand-holding guide experience, rather than busy work that will only waste their time.

That will depend on how much you change or edit. For my own version, I tell clients it will take about 2 weeks to fit this homework into their day-to-day schedule with the least amount of pressure or stress, –more time is always better.

Yes! It wouldn’t be a full portal system if it didn’t. 😉

There’s no time-limit! Both the templates & the accompanying mini-course will be available for the life of this shop, so you can come back to it any time & access whatever you need, as you need it.

Yes, –most definitely! In fact, it was just updated in Feb. 2024, actually!

When that happens, anyone who has purchased it before will be notified via email & will have free access to whatever changes are added, even if the template price increases.

Due to the nature of digital products with immediate access, there are no refunds for this template because it's not possible for you to "return" a digitally delivered copy of the template for a refund once you've been granted immediate access. #sorrynotsorry

If you're not sure if this template is right for you, make sure you watch the video above where you can get a sneak peek of what it's like inside, how to use it, and read all of these FAQs if you haven’t already.