Client Portal Overview

Client Portal Overview

The Client Portal gives each client one place to see the important details of their job and take care of the tasks you need from them.

It is a branded online page where clients can check what they have booked, view documents, complete forms, pay invoices, sign contracts and choose any additional products or services you have made available to them.

Instead of sending clients separate links, attachments and reminders, you can bring those parts of the booking journey together in one place. The client can return to the portal whenever they need to check something, download a document or complete an outstanding task.

What clients can do in the Client Portal

The Client Portal is built around the information and actions connected to the client’s job.

Depending on how you have set it up, clients can:

• View their booking information and order summary

• Complete or update their profile

• Open files you have shared with them

• Complete forms and web forms

• View and download their invoice

• Make a payment

• Sign their contract and download a copy once it has been signed

• Browse and add available products, services or upsells

• Contact you or start a conversation, if messaging is enabled

• Leave a review, if you have chosen to show reviews in the portal

This makes the portal useful both when a client is first booking and later when they need to prepare for an event, make a payment or find paperwork they have already completed.

Payments in the Client Portal

You can allow clients to make payments directly through the portal.

The payment amount and timing can be set to match how you take payment for that job. For example, you may ask for a percentage of the total, the full outstanding balance or a payment due by a particular date.

This lets the client see what they need to pay and complete the payment while they are already reviewing their booking. It also keeps the invoice and payment action together rather than asking the client to find a separate payment link.

If you do not want clients to pay through the portal, you can leave payment out of the layout.

Files, forms and contracts

The portal is also where clients can deal with the information you need from them.

You can upload files for them to view or download, such as event information, artwork, schedules or other documents related to their booking. You can add forms and web forms when you need the client to provide details or make choices.

Contracts can be made available for the client to sign through the portal. Once signed, the client can download their copy without needing to ask you to send it again.

Using the portal for these tasks gives the client a clear place to return to. It also helps you avoid chasing information across email threads, messages and attachments.

Selling additional products and services

The Client Portal can show upsells and additional products you offer to the client.

This could include extra services, upgrades, artwork options, overlays or any other items that make sense for the job. The client can review what is available and add what they want from the same place they use to check their booking details.

You decide what to make available. A portal can stay focused on the essentials, or it can be used to present more options throughout the booking journey.

Customizing what the client sees

You control the portal layout using the layout editor.

The layout editor lets you decide which sections appear and how the portal is presented to the client. You can choose to include items such as:

• Your logo

• Booking information

• Order summaries

• Payment information

• Assigned staff

• Reviews

• Special offers

• Artwork

• Overlays

• Custom links

• Messaging or conversations
  

Custom links can take clients to other pages that are useful for their booking. For example, you could link to an external template chooser, an internal template chooser, a planning page or another resource you want clients to use.

The layout should reflect what the client needs to do next. A client who still needs to sign and pay may need a simple, task-focused portal. A client planning a more detailed job may need access to files, forms, staff details and design choices.

Making the portal part of your booking journey

The Client Portal works best when it is treated as the client’s ongoing reference point for their job.

At the beginning, it can give them a place to review their booking, sign their contract and make a payment. As the job gets closer, you can use it to collect details through forms, share files and present any additional options. After the event, it can still give the client access to their invoice and signed contract.

You do not need to show every available section. Choose the information and actions that make the process easier for your clients and remove anything that does not help them move forward.