Set up a Notion database for client projects
Use Notion Plus in 2026 to build one central database for tasks and deadlines. Steps follow the real order from first login to testing filters.
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Notion Plus costs 10 euros per user per month in the 2026 tariff. Begin by creating an account at notion.so with this license. Without the paid plan, guest permissions are missing.
Set up account and pick workspace
Sign in with the company email. Select the existing workspace already used for internal notes. Skip this step and every new entry lands in a private area that colleagues cannot reach.
Create new database
Click „+“ and choose „Database – Table“. Name it „Client Projects“. Add columns: Project name (Text), Client (Select), Start (Date), Deadline (Date), Status (Select with values „open“, „in progress“, „done“). Miss one column and later filters become unusable.
Extend properties
Add a Rollup column that counts linked tasks from a second database. Connect both databases with a Relation. Without the Relation you never see how many open tasks belong to a project.
Build views
Create a Calendar view sorted by Deadline. Add a second Board view grouped by Status. Extra views cost nothing yet save daily clicks. Skip them and you stay stuck in the default table, losing sight of deadlines.
Set permissions
Open „Share“ and invite two colleagues with „Can edit“. Grant customers guest links set to „Can comment“. Without these settings outsiders stay locked out or see everything.
Import first entries
Copy ten active projects manually from the old Excel list. Use CSV import only when columns match exactly. A faulty import creates duplicates that later require tedious cleanup.
Test filters and sorting
Open the Calendar view and filter for „Deadline is this week“. Add sort by Client. If the filter fails it is usually caused by wrong date formats in the entries.
Check mobile app
Install the Notion app on your phone in version 8.4 or newer. Open the database offline. What often goes wrong: relations appear empty because sync has not finished. Wait two minutes or force a manual sync.