Three ways to manage client projects in SmartSuite

Executive overview

Managing client projects in SmartSuite isn't one-size-fits-all. The right setup depends on project volume and complexity. Three structures cover the full spectrum: one solution per project, one record per project, and a linked-records hybrid.

The linked-records approach gives the best balance of customisation and centralisation for most agencies and service businesses.

Project per solution (the complex option)

• One SmartSuite solution = one client project
• Best for whale projects: large, expansive engagements with many moving parts (e.g. new construction, major renovations)
• Suits businesses with one or two huge clients, or very low project volume
• Allows fully separate databases per project: task plans, vendor/contractor CRM, quotes, and inspiration/mood boards
• Drawback: constantly creating new solutions creates navigation confusion for teams; dead links when projects end

Project per record (the simple option)

• One SmartSuite solution holds all projects; each project is a single record
• Tasks, due dates, and assignees tracked via a checklist field inside each record
• Best for: virtual assistants, musicians, ad hoc consultants, productised services — anything quick and low-complexity
• Lower learning curve; calmer, less cluttered workspace
• Limitation: no separate databases, so field customisation per project type is limited

Linked records hybrid (the Goldilocks option)

• One solution for all client work; each record = one project
• Deliverables tracked in a separate deliverables database, linked back to the project record
• A separate CRM database stores evergreen client information (preferences, company details), linked to any project
• Project checklist holds only project-management tasks; all creation tasks live in deliverables
• Auto-generated record titles pull in client name, project type, and record ID dynamically — no manual typing

Why this structure wins

• Single place for all client work — no hunting across multiple solutions
• Each database has fields perfectly customised to its workflow (project fields vs. deliverable fields vs. CRM fields)
• Automations and integrations set up once, apply to all clients
• Field settings, overdue spotlights, and permission rules configured once, not per project

Working with clients inside SmartSuite

Five options, roughly ordered by client friction:

1. Share view — generate a shareable/embeddable link to a specific app view; send via email or WhatsApp; client sees a read-only snapshot
2. Guest user — invite client into SmartSuite free (view + comment only); best to restrict access to a tailored view or dashboard; discuss during kickoff
3. Form view — client submits a form outside SmartSuite; creates a new record in your deliverables or projects database; no login required; currently create-only (update not yet supported at time of recording)
4. Share by email — send a PDF of any record to a client directly from SmartSuite; useful for clients who prefer email and don't want system access
5. Automated emails — trigger emails when conditions are met (e.g. deliverable ready for review); uses dynamic fields to personalise; can also fire internal team notifications to prevent teammates editing content already sent to a client

Native client portals were in development at the time of recording and expected to launch soon.