Have you ever opened Canva and thought…
“Wait. Where did that file go?” 👀

Because same.

A friend (Lauren Peterson) asked how I stay organized in Canva after watching my multiple brand kits video, and honestly… I’ve had to build a real system for this. Especially when you’re juggling multiple clients, multiple projects, and Canva designs that multiply like rabbits.

So in this post, I’m walking you through exactly how I organize Canva for client work — brand kits, folders, monthly cleanup, and where not to store assets (because that one mistake will wreck your uploads real fast).

If you do client work (freelancer, agency, VA, designer, consultant)… I think this is going to save you some serious brain space ✨

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Step 1: I start every new client with a Canva Brand Kit

The very first thing I do with a new client is create a new brand kit.

Canva’s brand kits have evolved a lot. They used to be basically:

• logos
• fonts
• colors
  (And that was kind of it.)

But now you can also store things like photos and graphics, which is honestly so helpful.

If a client doesn’t have a massive photo library, I’ll often add their:

• key photos
• supporting graphics (icons, textures, etc.)

…right into the brand kit.

That way, when I’m editing a template (like a proposal or welcome guide), I can pull up their brand kit and everything is just… there.

Colors. Fonts. Photos. Easy. ✔️

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Step 2: For clients with lots of images, I use a “Clients” folder system instead

Some clients have way more assets than a brand kit can comfortably handle (or I need sub-folders because we’re doing multiple types of work).

So I also keep a main Canva folder called Clients.

Inside that folder:

• each client gets their own folder (using their business name)
• and then I create subfolders as needed, like:
  • Branding Images
  • Website Images
  • Templates
  • Proposals

When I’m working, I usually find things one of two ways:

• I search the client name in Canva’s search bar
• or I click through: Projects → Folders → Clients → (Client Name)

Bonus: Canva keeps your most recently edited folders/designs at the top, so if you’re actively working with someone, their stuff is usually right there.

And honestly… I search a lot. I do not scroll through a million folders unless I absolutely have to 😅

(Also: I personally don’t organize Canva files by year like I do in Google Drive, but if “Current Clients / Archived Clients” makes more sense in your brain, do that. The goal is for your system to feel natural to you.)

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Step 3: I do a monthly cleanup of “Recent Designs” (this is the secret sauce)

Here’s the thing.

Even if you have folders… Canva designs still pile up in your Recent Designs area and it starts feeling like chaos again.

So once a month (or every couple months), I do a simple reset:

1. I go to Designs
2. I scroll and click through client designs (one client at a time)
3. I select everything that belongs together
4. I click Move to folder (the little folder icon)
5. I file them into that client’s folder

If the folder doesn’t exist yet? I make it right there while I’m moving things.

This keeps your Canva workspace from turning into a giant “open void” of random designs… which is where organization goes to die.

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Step 4: Where I don’t put client assets (learn from my pain lol)

This one matters.

I try to never upload client photos, logos, or graphics directly into a design and leave them floating around in Uploads.

Because then your Uploads become a junk drawer.

Instead, I upload assets intentionally into one of two places:

• the client’s brand kit, OR
• the client’s folder (organized into subfolders)

That way, if a client comes back later and says:

• “Can you send me those icons you used?”
• “Do you still have that photo?”
• “Can you update that proposal graphic?”

…I’m not digging through 400 random uploads like a raccoon in a trash can.

Everything is already where it belongs 🤍

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A practical takeaway you can do this week

If you want to feel instantly more organized in Canva, do this:

Create ONE “Clients” folder today.
Then pick your most recent client and file their designs + assets into it.

That’s enough to build momentum without turning it into a whole weekend project.

Because yes — the first time you organize everything, it can be a lot.

But once you’re maintaining it monthly?
It stays easy. It stays breathable. And Canva stops feeling like clutter.

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Final thoughts

Your Canva organization doesn’t have to be perfect.

It just has to make it easy for Future You to find what you need… especially when a past client pops back in and needs something updated.

And if you want to zoom out and think about organization as part of your overall client experience (which I loooove)… this is a great related read:
👉 How to Improve Your Client Relationships (Without Overcomplicating Your Systems)

With systems and a touch of magic on your side,
Lauren ✨