How to Set Up Notion Workspace Sub-Brand Theme for Client Projects

When you manage multiple client projects in a single Notion workspace, keeping each client’s branding separate can be difficult. Notion does not offer native multi-brand support per workspace. However, you can create a sub-brand theme for each client project using a combination of Notion’s customization features. This article explains how to set up a dedicated sub-brand theme for each client project, including custom cover images, icons, colors, and template structures.

What a Sub-Brand Theme Is in Notion and What You Need

A sub-brand theme in Notion is a set of visual customizations applied to a specific section of your workspace. It includes a custom cover image, a unique icon, a consistent color palette for databases and text, and a standardized page structure. This approach lets you maintain one workspace while giving each client project its own distinct look.

Before you start, you need the following:

• A Notion workspace where you are an admin or full-access member
• Client brand assets: logo or icon (square, 200×200 pixels recommended), cover image (1500×600 pixels), and brand color hex codes (e.g., #005a9c)
• A Notion plan that supports custom cover images and icons (all plans, including Free, support these features)

The sub-brand theme is not a built-in workspace theme switcher. You build it manually by customizing each client’s top-level page and its child pages.

Steps to Create a Sub-Brand Theme for a Client Project

Method 1: Manual Branding on a Client Top-Level Page

This method creates a branded hub page for one client. You repeat these steps for each client.

1. Create a new top-level page for the client
   In the left sidebar, click the + icon next to your workspace name. Select Page. Name the page using the client’s company name or project code.
2. Upload a custom cover image
   Hover over the top of the page. Click Add Cover. Choose Upload and select the client’s brand cover image. The image fills the header area.
3. Set a custom icon
   Click the icon placeholder (default emoji) to the left of the page title. Click Upload image and select the client’s logo or a brand symbol. The icon appears next to the page title in the sidebar.
4. Apply brand colors to the page background
   Notion does not allow custom background colors on full pages. Instead, use a Callout block at the top of the page. Type /callout and press Enter. Click the color dot next to the callout and select Custom. Enter the client’s brand hex code. This callout serves as a branded banner.
5. Add branded database views
   Create a database (table, board, or list) for client tasks. Click the + button on the page and select the database type. After creating it, click the View name at the top of the database. Select Properties and then Color. Choose a brand color for the database header row. Notion limits database header colors to a predefined palette, but you can use the closest brand match.
6. Use brand colors in inline text
   Highlight any text on the page. A toolbar appears. Click the A icon (text color) and select Custom. Enter the brand hex code. The selected text changes to that color. Use this for headings, labels, or key metrics.

Method 2: Using a Branded Client Project Template

This method saves time when you have multiple clients with similar project structures. You create one branded template and duplicate it for each client.

1. Build a master client project page with full branding
   Follow Method 1 steps to create a fully branded page for a sample client. Include all sub-pages (e.g., Project Overview, Tasks, Meetings) and databases. Apply brand colors, cover image, and icon.
2. Save the page as a template
   Click the three-dot menu in the top-right corner of the page. Select Turn into template. Name the template “Client Project Template”.
3. Duplicate the template for each new client
   In the left sidebar, click the + icon and select New page from template. Choose your client template. Rename the page with the actual client name. Replace the cover image and icon with the specific client’s assets. Update the callout and text colors to match the client’s brand hex codes.
4. Store templates in a dedicated Templates database
   Create a new database called “Client Templates”. Add the template as a page inside that database. This keeps all templates accessible from one location.

Common Issues When Setting Up Sub-Brand Themes

Cover Image Does Not Display Correctly on Mobile

Notion crops cover images on mobile devices. To avoid this, use an image with the subject centered. Test the cover image on the Notion mobile app before finalizing. If the crop cuts off the client logo, add vertical padding around the logo in the image file.

Database Header Colors Do Not Match Brand Exactly

Notion’s database header color palette has 12 predefined colors. You cannot enter a custom hex code for database headers. Work around this by choosing the closest color from the palette. For example, if the brand uses #003366, select the dark blue option. For the database row background, use the Alternate color toggle in the database view settings to improve readability.

Brand Colors Reset After Duplicating a Template

When you duplicate a page, Notion preserves text colors and callout colors. However, database header colors may reset to the default. After duplicating, open each database view and reapply the brand color to the header row. This is a one-time fix per duplicate.

Client Icons Appear Blurry in the Sidebar

Notion resizes icons to 32×32 pixels in the sidebar. If the original image is smaller than 200×200 pixels, it appears blurry. Always upload an icon that is at least 200×200 pixels and in PNG format. Avoid JPG files for icons because they do not support transparency.

Notion Free vs Plus vs Business: Sub-Brand Theme Limits Compared

Item	Free Plan	Plus Plan	Business Plan
Custom cover images	Yes	Yes	Yes
Custom icons	Yes	Yes	Yes
Custom text colors (hex)	Yes	Yes	Yes
Database header color palette	12 colors	12 colors	12 colors
Template database storage	Yes	Yes	Yes
Guest access for clients	No	Yes (up to 10 guests)	Yes (unlimited guests)

All plans support the core sub-brand theme features. The main difference is guest access. If you need to share the branded client page with the client themselves, the Plus or Business plan is required. On the Free plan, the client page remains visible only to workspace members.

Conclusion

You can now set up a sub-brand theme for each client project in your Notion workspace. Use a top-level page with a custom cover image, icon, and brand-colored callout. For repeated use, save a branded template and duplicate it for each client. Remember that database header colors are limited to 12 predefined options. To share the branded page with clients, upgrade to the Plus plan for guest access. As an advanced tip, create a linked database view of your client templates so you can quickly select a template from any page using the @ mention.