How to Set Up a Client Portal That Actually Gets Used
Be honest—how many times have you set up a "client portal"... and no one used it?
You were excited.
You built a portal with all the bells and whistles.
But your clients… didn’t log in. Or they got confused. Or they emailed you anyway.
Here’s the thing:
A client portal is only as good as it is usable. And it only works if it makes your clients’ lives easier—not just yours.
Let’s break down how to create a portal your clients will actually use (and love you for).
First—What Is a Client Portal, Really?
A client portal is a centralized space where your clients can:
Access key documents and deliverables
View timelines, tasks, or project updates
Communicate with you in one streamlined spot
See progress and next steps without digging through email threads
Think of it as a digital home base for your client relationship.
It’s not just about tech—it’s about trust.
Step 1: Choose a Platform That Works for Them
Before diving into design, ask: What’s easiest for my clients to access and use?
Some great portal-friendly platforms:
Notion (customizable and collaborative)
Airtable (structured and visual)
ClickUp or Trello (great for project timelines)
Google Drive (simple + familiar)
| Pro tip: If you serve creative or tech-averse clients, stick with clean, intuitive platforms over complex ones.
Step 2: Include the Essentials—No More, No Less
Clients don’t need everything. They need the right things.
Here’s a simple structure that works beautifully:
1. Welcome Section
Personalized greeting or short Loom video
Key contacts & communication expectations
Project overview or timeline
2. Project Hub
Deliverables and tasks
Deadlines or status updates
Shared notes or decisions
3. Resources
Contracts, invoices, links
Guides or reference materials
Branding assets, if relevant
4. Feedback / Wrap-Up
Feedback form or check-in
Launch plan or wrap-up checklist
Testimonials or next steps
Step 3: Make It Branded & Easy to Navigate
Client portals should feel like an extension of your brand experience—not a random tool.
Tips to elevate the experience:
Add your logo and brand colors
Use clear page titles + short intro blurbs
Embed short videos or voice memos for a personal touch
Keep it minimal—no clutter, no overwhelm
Step 4: Introduce It With Intention
The best portal is useless if your clients don’t know how or when to use it.
During onboarding, walk them through:
What the portal includes
Where to find what they need
When to check it
How it benefits them (not just you)
Try a short Loom walkthrough to demystify the space. Clients love visuals.
Step 5: Use It Consistently
Want your portal to stay relevant?
You have to lead by example.
Drop updates in the portal (before sending emails)
Mention it in calls
Keep links up to date
Make it the go-to place for everything
Once they see it in action, your clients will start relying on it—and loving how much smoother the process feels.
Bonus: A Portal That Serves You, Too
Client portals aren’t just about client happiness (though that’s a big win).
They also:
Cut down on scattered communication
Reduce scope creep and lost files
Make handoffs, launches, and wrap-ups smoother
Help you feel more in control of your process
And the best part? You don’t need to overthink it.
A clear, helpful, well-branded space goes further than any fancy tool.
Final Thoughts
When you design a client portal with your people in mind, you create an experience that says:
| “I’ve got you. You’re taken care of.”
That’s what keeps clients coming back—and referring others.
Ready to streamline your own client portal?
I help service-based businesses build branded, user-friendly portals using Notion and other intuitive tools—designed to simplify communication and wow your clients.
Book a Free Discovery Call
Explore Portal Setup Services
