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 one-time magic link (valid for 15 minutes) via email.
- 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."
During initial setup, the wizard's invite step can optionally add a single client manually and send a magic link — but ongoing management uses Notion + Sync Clients.
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 per portal. If sync would create clients beyond your limit, new rows are skipped until you upgrade or remove clients.
| Plan | Max clients |
|---|---|
| Starter | 5 |
| Professional | 20 |
| Agency | 50 |
Manage your subscription under Billing. All plans include a 14-day free trial.
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)