How to track client approvals in Notion for design projects

Why do approvals need their own record?

Decisions get lost after meetings and buried in email. When a question returns months later (which tile did they approve, was that before or after the price change?), a scattered record costs time and goodwill. A dedicated Approvals database makes every decision findable in seconds and ties it to what it changed.

What should each approval entry contain?

How do you set it up?

1. 1

   Create Approvals

   Add the properties above and relate the database to Projects, Drawings and Selections.

2. 2

   Add a database template

   Create an approval template with headings for context, options presented and conditions, so every request is consistent.

3. 3

   Show approvals on each project

   Add a linked view of Approvals to the project page template, filtered to the current project and sorted by date.

4. 4

   Save team views

   Pending (requested, not decided), Overdue (requested more than seven days ago), and Decided this week.

Why separate approval from permission to order?

A client liking a chair is not necessarily approval of its final price, quantity and delivery terms. Use a separate ready-to-order checkpoint on the item: approved specification, confirmed quote, confirmed quantity and agreed lead time. Only then place the order.

How do you request approvals from clients?

• Batch requests weekly instead of sending a stream of single questions.
• Present options with images, cost and lead time in one place, such as a client page.
• State the decision deadline and the consequence of missing it for the programme.
• Confirm the decision back in writing and record it in Notion the same day.

• How to build a client portal in Notion

Is a Notion approval legally binding?

A Notion entry is a record of what happened, not a contract mechanism. Follow whatever sign-off process your appointment or contract requires (signed instructions, change orders), and use the Notion record to find and evidence those decisions quickly.

Frequently asked questions

How do I track design approvals in Notion?

Create an Approvals database with one entry per decision, linked to the drawing or selection it applies to, with dates, approver, method and evidence.

Can clients approve items directly in Notion?

Clients can comment on a shared page; many studios still confirm decisions by email or signed form and record them in Notion.

What is a decision log?

A dated record of decisions on a project: what was decided, by whom, when and what it affected.

How do I see pending approvals?

Save a view filtered to status requested, sorted by request date, and put it on the studio home page.

Should approvals link to drawings?

Yes. Linking to the exact drawing revision or selection item is what makes the record trustworthy.