Client Portal Guide

A guest opens one link and lands in the space you invited them to. They see the four areas of that space — updates, files, approvals and activity — and nothing else. They cannot see your other clients, your team's internal notes, or which of your people are assigned to their work.

Guests never see anything about your agency's plan, seats or invoices.

A guest who is invited to more than one space sees a list and picks one. Most clients only ever have one.

There is no separate sign-up for guests. The invitation link signs them in, and after the first visit they can ask for a new link any time from the same address.

Open Clients and choose New client space. Give it the client's name, and optionally a short description that tells your own team what this client is for.

Then add people, in two groups:

• Your agency. Add the owners, managers and members who work on this client. They will see the space in their own list.
• The client. Choose Invite guests and enter the client contacts' email addresses. Each one gets a link. Guests do not take a seat.

A client space can be renamed at any time without breaking anybody's link, and archiving one hides it from every list while keeping every file and every update readable.

Updates are short posts, newest first. Write them for the client rather than for your own records: what moved, what is next, what you need from them. An update can carry attachments, and guests are emailed when one is published unless they have turned that off.

Files is a flat list rather than a folder tree, on purpose — a client looking for last month's report should not have to guess where it was filed. Every file shows who uploaded it and when, and files can be replaced with a new version without losing the old one.

Anything you upload to the files area is visible to every guest in that space. If something is for your team only, keep it out of the client space.

An approval is a question with a yes or a no attached. Create one from the client space, describe what you need decided, attach whatever the client needs to look at, and choose who has to answer.

Guests see approvals at the top of the space until they respond. A response records who answered, when, and any comment they left, and that record cannot be edited afterwards by either side.

If more than one guest is asked, you choose whether any one of them can decide or whether all of them have to. Approvals can be withdrawn if the question stops being relevant; withdrawing leaves the record in place with its reason.

Every client space keeps an activity log: who published an update, who uploaded or replaced a file, who invited a guest, who responded to an approval, and when each of those happened.

Find it under Activity inside the client space. Managers and owners see the whole log; members see the entries for the space they are in; guests see the entries that concern them.

The log cannot be edited or deleted by anyone, including owners. That is the point of it — an agency that can quietly change the record of what a client agreed to has a record nobody can rely on.

Entries are kept for as long as the client space exists. Archiving a space keeps its log; deleting a space removes it along with everything else in that space.