In this article
This guide walks you through the essentials to set up your Client Portal and invite your team members.
Before You Get Started
Before you dive in, it’s helpful to understand how Hubflo is structured—so you always know what’s for you vs what your clients see.
The Hubflo Dashboard is your internal back office—where your team manages projects, forms, billing, and all client interactions.
A Workspace is your internal container for a specific client. It holds everything related to that client: projects, documents, forms, invoices, and more.
Note: You can tailor each Workspace to a specific client, or create a Workspace template that you duplicate for every client. This way, each Client Portal feels personalized—while saving you setup time behind the scenes.
A Client Portal is the polished, branded interface your client sees. It pulls selected content from the Workspace and makes it available in a secure, easy-to-use online hub.
💡Think of it like this:
Your Dashboard is your HQ → your Workspace is a client folder → and the Portal is the beautiful front door your client walks through.
As you explore Hubflo, you’ll be able to create and manage Workspaces for each client, build out their projects, and share key info through Portals—all from one place.
Add Your Logo, Services, and Branding
Before inviting clients, personalize your Hubflo account to reflect your business. This helps create a polished, professional client experience right from the start.
In the menu on the left, click on Settings ⚙️ located at the bottom → Organization & Branding
Fill in your company info:
🏢 Name: e.g., Ledger & Bloom
🌐 Website
✍️ Short Description (used to help Hubflo AI—clients won’t see it)
Upload your logo and optional cover image
Tip: You can also generate a cover using Hubflo AI!
4. Pick your brand colors:
Accent (for icons & buttons)
Sidebar background color
Sidebar text color
Tip: Use Hubflo AI to extract colors from your logo if you need help!
5. Under Projects Module, choose what you want to call your client-facing work. The Projects module can be renamed to match your business. Call it Jobs, Matters, Campaigns, Cases, or anything else that fits how you work.
Note: The Projects module is optional, you can toggle it on or off.
Invite Your Team
Invite your internal users and assign them the right level of permissions.
Go to Settings ⚙️ → Invite & Manage Users
In the Internal Users tab, click Invite New Internal User, then enter their first and last name, and email address.
When inviting a user, you can also allow them to:
Access all chatrooms across the platform
Or limit access to only the chatrooms they create
Note: This section is to invite internal team members only. To invite a client, go to the Client Portal, create a workspace, and invite them from there.
You can assign one of the following roles:
Role | Access Level |
Owner | Full access to all settings, billing, users, and content. |
Regular Member | Can create, modify, and delete all items–no access to account settings. |
Limited Member | Can only view, modify, or delete items they own or are assigned to. |
Contractor | Can only access assigned projects/tasks. Can upload files, log time, and create expenses. No access to invoices, reports, settings, etc. |
Accountant | Can view/export quotes, invoices, recurring invoices, expenses, and transactions. No access to other modules. Great for external accountants. |
Important: To change user roles, you'll need to upgrade to Hubflo Unlimited.
Set Up Client Portal & Workspace Templates
Before you invite clients, you’ll want to set up your Client Portal and create workspace templates–so every client gets the same branded experience.
💡 Remember:
Client Portal
= Your overall brand and layout (logo, colors, welcome message, appearance)Workspace Template
= A reusable structure for each client workspace (folders, task templates, SmartDocs, chatrooms, etc.)
Together, they help you deliver a professional and consistent experience.
Build Your Client Portal
In Settings ⚙️ > Client Portal, you’ll find four sections to help you build a branded, consistent, and client-friendly experience:
General Settings / Domain
This is your portal’s front-facing setup—what your clients see when they log in. You can define the basics of your client portal:
Set your portal title, headline, and description
Customize your email invite message and pinned welcome note
Choose your subdomain (e.g., youragency.hubflo.com)
Note: You can also connect a custom domain (e.g., clients.yourdomain.com)
Workspace Templates
Templates make it easy to scale your client work efficiently and consistently—no need to start from scratch each time.
In this section, you can create and manage reusable workspace templates that include:
Default folders
Pre-set task sections
SmartDocs
Pinned notes
Chatrooms
Templates are especially useful when you offer different services with unique client-facing setups—like Accounting, Web Design, or Marketing Retainers. Just select the right template when creating a workspace, and everything’s ready to go.
Global Items
Global Items show up pinned at the top of every client workspace inside your Client Portal. They're perfect for things like:
Calendly links
Intake forms
Service information
Welcome videos or tutorials
Appearance
This is where you can set up the visual experience for your clients:
Choose how tasks are displayed (by section, on homepage, etc.)
Set visibility options for:
SmartDocs, proposals, invoices
Internal team names in chatrooms
Customize your portal’s main color and cover image
🚀 Next Steps
Now that you've set up your client portal and invited your team, it's time to connect your email so you can communicate with clients directly from Hubflo.
Need help? Reach out anytime from your Hubflo dashboard or email our Support team at [email protected].