How to set up a private client portal where users can only see tasks assigned to their specific project?

Collaboration & Clients, Productivity & Projects

Goal: restrict visibility so each user sees only their project tasks. This protects data and reduces confusion.

Approach: implement per-project permissions and query filters that surface only relevant tasks to each user.

Who is this for?

- Clients assigned to a project
- Project managers and administrators
- Support and success teams
- Stakeholders overseeing client portals

Before you start

- Defined user roles and projects
- Mapping of users to projects
- Access controls implemented in the CMS

General Process (How it works)

  1. Define project-based access Determine how access is granted by project and who can view tasks.
  2. Map users to projects Collect user-project mappings to drive visibility.
  3. Create task visibility filter Set up queries to show only tasks for the user's project.
  4. Configure post type capabilities Ensure tasks CPT permissions align with visibility rules.
  5. Build portal view for clients Create a client-facing view that respects access controls.
  6. Test with sample users Verify that users only see tasks for their projects.
  7. Document permissions and review Record the rules and schedule a review.
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