Client Profile Details
Navigating the Client Profile
Once you’ve created a client, their profile page becomes your mission control - where project details, shared assets, workflows, and notes all come together in one beautifully organized hub.
At the very top of the client page, you’ll notice a few dropdown sections. These hold all the “properties” (aka: fields or columns, if you’re used to more traditional platforms). In Notion-speak, property = field. Easy enough.
These properties are grouped into four main sections:
- Basic Info
- File Sharing Links
- Associated Content
- Everything Else
To reveal the details in each section, just click the little arrow next to the section name. This “toggle to open” move is something you’ll see a lot throughout The Setup OS - so it’s a good habit to get into early.
Basic Info
This is the quick-glance client info you’ll want on hand:
- First Name
- Last Name
- Email Address
- Photo – This defaults to a laptop pic (classic). Want to zhuzh it up with a photo of your actual client? Go for it! Remember you can also personalize their icon and cover photo to their own brand details!
- Referral Source
File Sharing Links
This section helps you keep client files neat and easy to access - especially if you're using a Google Drive setup (which we recommend).
Yes, you can upload files directly to Notion… but there are some annoying limitations:
- Not all file types are supported
- There's a size cap
- And if you want to download them later? It's one. at. a. time.
Not ideal.
That’s why I recommend collecting files through an external platform like Google Drive (I use Google Drive, so that's just what I'm going to say from now on). It’s faster, more flexible, and easier to organize - especially when you’re working with lots of assets across multiple clients.
You’ll make a few more specific decisions about file collection and uploads later in your setup, but for now, just know this is where you’ll want to paste the links to your organized folders.
Here are the fields included:
- Canva Folder URL
- File Sharing URL – Link to the client’s main Google Drive folder (the one with their name on it).
Below are individual folder links to collect specific types of assets - this is the list of SUBFOLDERS I recommend putting in the client's main folder. These match the structure used in your Onboarding Questionnaire, so it all ties together beautifully later:
- Email Signature Photo
- Logos / Headshots
- Fonts
- Product
- Docs & Content
These folders don’t actually live in Notion, but you’ll link to them here so they’re always at yours & your clients' fingertips when needed.
Associated Content
- Client Files – Use this for miscellaneous uploads from the client that aren’t tied to a specific workflow. Think: random brand guides, testimonials, or one-off notes you don’t want to lose.
- Projects – Every time you work with a client, a project will show up here. On first contact, there’ll just be one — the one Setup OS auto-created.
- Private Notes – Jot down anything you want to remember that the client shouldn’t see. Even if they somehow opened this section, these notes remain private. Just start typing in the field and click +Create to make a new one.
- Workflows – This one’s often hidden behind “1 more property.” It’s there, promise. While you won’t add workflows here, it’s a great spot to see a quick list of everything you’ve ever mapped for that client. (The real workflow breakdown happens further down the page - we’ll get there soon.)
Everything Else
This section contains hidden properties that power the system behind the scenes.
You don’t need to open it. You don’t need to edit it. You don’t even need to understand it.
They’re doing important, nerdy things - so let them live their best invisible life.
Just don’t delete anything, cool?