Client Delivery
Giving clients visibility without exposing internal notes
Prepare a client project view, check item permissions and inspect reports before sharing internal work.
Give clients a prepared view of agreed milestones, deliverables, decisions and actions they own. Keep internal working notes separate. Before inviting anyone, inspect the client view and any report or export they could receive. A guest label does not protect text placed on a shared item.
Decide what the client should see
A client may need the current deliverable, its review date and an explanation of a moved milestone. They rarely need staffing discussions, draft negotiations or untested ideas. If an internal concern affects delivery, turn it into a useful external update: what may change, when the team will know and whether the client needs to act.
Use separate records for internal preparation and client communication. Before sharing an existing task, inspect its comments, attachments, fields, linked items and notification text. Check file contents as well as filenames.
Check the boundary in the tool
In Teamwork.com, a task can be made private to selected project members. Subtasks inherit the parent task’s privacy and cannot have their own privacy setting, so inspect the parent before adding an internal subtask. Project permissions also affect which areas a client user can access.
In monday.com, consult the Shareable Boards documentation before sharing a board with a client. Do not place internal notes on any board that forms part of the client view, and check sharing settings as part of the pre-share review.
In ClickUp, consult the Dashboards feature availability and limits guidance before you share a Dashboard. Verify the client’s access and the underlying items in the same review, so the Dashboard does not expose more than you intend.
Key platform-specific visibility safeguards
- Teamwork.com – Task privacy
- Subtasks inherit parent task privacy; cannot be set independently
- monday.com – Shareable Boards
- Must be reviewed before sharing; avoid placing internal notes on shared boards
- ClickUp – Dashboards
- Access and data exposure depend on underlying items; verify limits and permissions
Inspect reports separately
A report can reveal more than the live client view. Teamwork.com’s task-list report options can include private tasks, logged time and PDF comments.
Teamwork.com’s custom-report documentation warns that the data visible in a report is based on the report creator’s project access and permissions, and viewers will see all data the creator can see.
Inspect the complete generated file and its recipients before sending it. Where the product permits, preview a shared view with an account that has the intended recipient’s permissions. Check names, rates, draft comments and unrelated client information in every available format you plan to share.
Keep the boundary current
Make someone responsible for approving client-visible material. Repeat the access check when fields, automations or report templates change. Remove access at the end of the engagement according to the organisation’s retention rules, while preserving the agreed delivery and decision record.
