Set Up a Claude Project as Your Per-Client Assistant

Log in at claude.ai and look for Projects in the left sidebar.

1. Click Projects, then click New Project (sometimes labeled Create Project)
2. Name it something you'll recognize at a glance, such as "Client: Riverside Realty" rather than just a first name
3. Repeat this later for every client you manage, one project each

What you should see: A blank project workspace with a section for instructions and a separate section for files. Troubleshooting: If Projects isn't visible in the sidebar, check that you're logged into the right account. Some browser extensions also hide sidebar items, so try an incognito window if it's still missing.

Every project has an instructions field, usually reached by clicking Set Instructions or Edit Instructions near the top of the project page. Describe the client once here, and you never have to again.

1. Click into the instructions box
2. Write 3-5 short paragraphs covering: who the client is and what their business does, their preferred tone (formal, casual, warm, direct), the recurring tasks you handle for them, and anything they've told you never to do
3. Save

Example instructions to copy and adapt:

I'm the virtual assistant for Riverside Realty, a two-agent residential real estate team. My main tasks are drafting client update emails about showings and paperwork, scheduling, and writing short social captions for new listings.

Tone: warm and professional, never salesy. The agents want emails that sound like a helpful coordinator, not a marketer. Avoid exclamation points and words like "amazing" or "incredible."

When I paste rough notes, turn them into a clean client email or caption. Keep emails under 150 words unless I ask for more detail. Flag anything that sounds like a legal or contractual claim so I can double-check it before sending.

Look for the Files or Add Content section on the project page, usually below the instructions.

1. Click the + or Add button in that section
2. Upload the client's brand voice guide, a recent SOP, or a handful of past emails that show their style
3. Wait for the upload to finish processing (usually under a minute for a typical document)

What you should see: Uploaded files listed by name in the project's knowledge panel. Claude references them automatically in every chat inside this project. Troubleshooting: Large scanned PDFs sometimes fail to process text. If a file doesn't seem to be read correctly, try converting it to a plain text or Word file first.

From now on, don't use Claude's regular chat window for this client's work.

1. Open the client's project
2. Click New Chat from inside that project, not from the general chat list
3. Do the task: paste rough notes, ask for a draft, request a rewrite

What you should see: Claude's replies already reflect the tone and facts from your instructions and uploaded files, without you repeating them.

Repeat Steps 1 through 3 for every client on your roster. Give each project a consistent naming pattern so your sidebar stays scannable as your client list grows.

What you should see: A stack of clearly labeled projects in your sidebar, one per client, each holding its own instructions and files.