Client Portal

Choose which tabs customers see in the client portal, share media folders with them, and open the portal automatically when a customer signs a proposal.

The Client Portal settings decide what every customer sees when you share a project’s portal with them, and whether the portal opens on its own when a proposal is signed. Set it up once and it applies to every project in your organization. To share a portal with a customer, see Share the Client Portal.

Client Portal settings are available to Admins. If you don’t see Client Portal in the Settings sidebar, either your role can’t manage workspace settings or the client portal isn’t turned on for your workspace — see Feature availability.

Open the Client Portal settings

1. Go to Settings

   Open Settings from the main navigation.

2. Choose Client Portal

   Under System Configuration, select Client Portal — it sits right below Media Folders. You can also type “portal” in the settings search.

The page has two cards, Portal Tabs and Portal Activation. When you change anything, click Save Changes at the bottom, or Cancel to put things back the way they were.

Choose the portal tabs

The Portal Tabs card lists every tab a customer can see. Changes here apply to every project in your organization.

Tab	What the customer sees	Default
Overview	Job status, property details, their team, and recent photos.	Always on — it can’t be turned off.
Media	The full photo gallery, limited to folders you’ve shared with clients.	On
Proposals	Every proposal you’ve sent, with its versions, change orders, and current scope. Customers sign through the same secure proposal page they get by email.	Off
Invoices	Issued invoices with the payments applied and balances. Customers can pay online when online payments are set up for the branch.	Off
Calendar	Published visits for the project on a monthly calendar. Drafts stay internal until you publish them.	Off

Use the switch next to a tab to turn it on or off, then click Save Changes.

When you turn a tab off, customers stop seeing it right away. Anyone who opens a link to that tab lands on Overview instead. Turning Media off hides the gallery, but Overview still shows a few recent photos from your shared folders.

Share media folders with customers

Turning on the Media tab doesn’t share any photos by itself. Customers only see files in folders you’ve marked as client-visible, and that choice lives on the Media Folders settings page. It’s per folder and applies to every project.

1. Open Media Folders

   In Settings, select Media Folders under System Configuration. You can also follow the Media Folders link in the note under the Media row on the Client Portal page.

2. Turn on the folder's Client Portal switch

   Find the folder and turn on its switch in the Client Portal column. On a phone, use the Client portal switch on the folder’s card.

3. Confirm

   A Share this folder with clients? window reminds you that customers will see every image in the folder, including anything uploaded later. Click Yes, make visible. The folder now shows a Visible badge.

To stop sharing a folder, turn its switch off. Customers stop seeing its files right away.

Only share folders that never hold internal photos. A shared folder shows customers everything in it on every project, including files your team adds after you turn it on.

If a folder shows Partially visible, it’s shared in some of its branches but not others. Turn its switch on to share it in every branch, then off again if you meant to hide it everywhere.

Open the portal automatically when a proposal is signed

The Portal Activation card lets the portal open itself, so nobody has to remember to send it.

1. Turn on Activate on proposal signature

   Switch on Activate on proposal signature. From then on, when a customer signs a proposal, the project’s portal opens and the sign-in link goes out to the project’s primary contact.

2. Choose how the invite goes out

   Under Send the invite by, choose Email only or Email and text message.

3. Save

   Click Save Changes.

Keep in mind:

• It skips portals that are already open. A project whose portal is already active is left alone, so the customer doesn’t get a second invite.
• The contact needs an email. A project whose primary contact has no email address is skipped. That’s why there’s no text-only choice — every automatic invite includes email.
• The invite comes from the salesperson. When the estimate has a salesperson, the invite names them as the person who shared the portal.
• You can still share by hand. Turning this on doesn’t change the Client Portal tab on the project. You can activate, resend, or deactivate a portal there any time.

If you turn Activate on proposal signature off, your Send the invite by choice is kept, so it’s still there when you turn it back on.

What’s next

Share the Client Portal

Activate a project’s portal, invite the customer, and preview what they’ll see.

Add & manage project media

Keep project photos in the right folders so you share only what you mean to.