Managing Clients
Keep your client list in sync with Notion and control who can log in.
Where clients come from
Portalize treats your Notion Clients database as the source of truth. In the dashboard, open Clients and click Sync Clients to import or update clients from Notion.
Sync does not send login emails. After syncing, clients request a magic link themselves at your portal login page.
What sync does
- Creates new clients when a row with a valid email appears in Notion
- Updates names and Notion page IDs for existing clients (matched by email)
- Removes Portalize clients whose email no longer exists in Notion
- Skips rows without a valid email address
Client login flow
- Client visits
portalize.app/p/your-slug(or your portal login URL). - They enter the email that matches their row in your Notion Clients database.
- Portalize sends a magic link via email. By default it is single-use and valid for 15 minutes; you can change expiry and allow reusable links under Settings → Client Login.
- After clicking the link, they land on their portal dashboard.
The email must already exist in Portalize (via sync). If not, login shows "No account found with this email for this portal."
Portal access toggle
Each client has a Portal access toggle on the Clients page. When disabled, the client cannot complete login even if they have a valid magic link. Use this to pause access without deleting the client or removing them from Notion.
Why Notion page IDs matter
Sync stores each client's Notion page ID alongside their email. This ID is required for relation-based and rollup-based view scoping - the portal checks whether a record's Client relation includes that page ID.
If scoping shows no data for a client, confirm they were synced after client identity was configured and that their Notion row has the correct email.
Plan limits
Each subscription plan caps how many clients you can have across your agency. If Notion has more new clients than remaining slots, Sync asks you to choose who to import instead of picking an arbitrary first few. At the limit, Sync still updates existing clients — remove one or upgrade to import someone new.
| Plan | Max clients |
|---|---|
| Free | 3 (read-only client edits) |
| Starter | 10 |
| Professional | 50 |
| Agency | Unlimited |
Manage your subscription under Billing. Free forever — no credit card required. Upgrade anytime.
What clients see
- A personalized dashboard with enabled views and recent activity
- Each enabled view as a sidebar item (Projects, Tasks, etc.)
- Search and status filters on view list pages
- Editable fields you configure per view (see Editable Fields)