In this article
Workspaces in Hubflo are your setup for each client. They power what clients see in their Client Portal, and they’re managed from your Hubflo Dashboard.
You can add:
Folders, Forms, Tasks, Projects
Files, Links, SmartDocs
Messaging, Global Items
Embeds, Billing, and more
Before You Start
To make the most of Workspaces and Portals, it’s helpful to understand how they fit together:
Hubflo Dashboard = your internal back office
Workspace = your internal setup for a client
Client Portal = what your client sees
Make sure your Client Portal is configured under Settings ⚙️ > Client Portal before creating your first Workspace. Here’s how each section in settings helps you:
1. General Settings / Domain
Customize the front-facing client portal experience:
Portal title, headline & description
Email invite message and pinned welcome note
Subdomain (e.g.
youragency.hubflo.com) or custom domain
2. Workspace Templates
Create reusable templates with:
Default folders & task layouts
Pinned notes & SmartDocs
Pre-configured chatrooms
Templates are perfect for repeatable client services (e.g. onboarding, retainers, accounting).
3. Global Items
Content that appears in every client’s portal:
Calendly links, service guides, intake forms, welcome videos
4. Appearance
Customize the portal’s visual layout:
Choose how tasks are displayed
Set visibility options for docs, invoices, and internal names
Add cover image & brand color
Create a New Client Workspace
Go to Client Portal > Workspaces
Click “New Workspace”
3. Fill in the workspace details:
Title
Give your Workspace a clear name—usually your client’s company or project name.
Example: Netflix
Use a Template
Select a pre-built Workspace Template. This will duplicate the folders and their content. More on this in the section: Using Templates for Repeatable Client Setups.
Create a Chat Room (Optional)
Enable a real-time messaging space with your client directly inside their portal.
Tags
Organize your Workspaces by tagging it with labels like:
retainer, branding, VIP
Using Templates for Repeatable Client Setups
To save time and standardize your process:
Go to Client Portal > My Templates
Click +New Template and add a name
Click Create
Click on your new workspace to start customizing it
From here, you can begin adding:
Folders for deliverables or categories
SmartDocs, notes, or onboarding content
Links, embeds, and client resources
Tasks tied to the project or service
Chatroom to message your client (if turned on)
Billing items like quotes and invoices (if Stripe is connected)
Everything you add here will power the Client Portal and shape what your client sees—fully branded and organized just the way you want.
You can clone any Workspace and turn it into a template:
Go to Client Portal > Workspaces
Click the workspace you want to reuse
On the top right, click the 📋 icon (Convert to Template)
Your new template is now available when creating future workspaces. You'll find it under Settings ⚙️ > Workspace Templates.