A workspace is a dedicated space for collaborating with each client. It brings together files, tasks, messages, forms, and billing, everything your client accesses through their portal.
You have an internal view of every workspace that works as your back office. From there, you control what clients can see and do when they log in to the portal.
For example, an accounting firm could create a workspace for each client during tax season, uploading returns and statements in Content, tracking review and approval tasks in Tasks & Projects, and sending invoices through Billing.
Before you start
Before creating your first workspace, configure your Client Portal under Settings > Client Portal. This is where you set Global Permissions, the rules that govern what clients can see and do across all your workspaces.
Setting this up first ensures your clients have the right access from the start.
Creating a Workspace
Click Workspaces in the sidebar.
Click the + icon.
Add a title (this is visible to your client).
Toggle on Chatroom if you want clients to be able to message you through this workspace.
Add tags if needed. Tags let you filter workspaces once you have many.
Tip: If you work with clients who have similar setups, create a workspace template to save time. Go to Settings > Workspace Templates to set one up.
What's Inside a Workspace
Each workspace has dedicated sections for:
Content
A shared file space where you and your clients can store and organize documents. You can create folders, upload files, and control visibility per folder, setting them as public (accessible to all clients in the workspace) or private (by invitation only).
Clients can upload files directly from their device, Google Drive, Dropbox, or OneDrive. You can move files between folders or workspaces, add shortcuts to reference a file from multiple locations, and tag or link files to contacts and projects for better organization.
You can also embed tools your clients already use, like a Calendly booking page, a Loom walkthrough video, or a Google Sheet, so everything stays in one place without sending clients to multiple websites.
Tasks & Projects
You can create projects and organize work in the workspace. Tasks can be assigned to teammates or clients, and visibility is controlled per task using an eye icon toggle.
You can also configure broader visibility rules in Settings > Global Permissions, for example, whether clients see all tasks in the workspace or only the ones assigned to them.
Projects move through stages on a board, giving you and your team a clear view of where each engagement stands. If enabled, clients can also see project progress directly in their portal through a status tracker.
Messaging
A chat room for communicating with clients directly from their portal. You can exchange messages, share files, and write internal notes your clients can't see.
When creating a conversation, you can choose between a Chat Room (two-way, clients can reply) or an Announcement (one-way broadcast, clients can read only). Clients can also reply to messages via email without logging into the portal.
Forms
A built-in form builder for collecting information from clients. You can create intake forms, service requests, or any other structured questionnaire and send them by email, pin them to the client portal, or share a public link.
Form questions can connect directly to your Hubflo Directory, so client responses automatically update contact or company records. Submitted responses appear in the workspace, and your team is notified when a form is completed.
Smartdocs
A document builder for signable documents clients can complete directly from their portal. You can start from a blank page or upload an existing file like a contract or NDA, then add fields for signatures, dates, text, and more.
When a client submits a Smartdoc, their profile in your Directory is automatically updated with the information they entered.
Billing
Where all invoices and proposals shared with a client are displayed. You can create one-time or recurring invoices, build branded proposals with e-signature, and set payment terms.
Inviting Clients
Click the Invite dropdown and choose to invite an existing client or create and invite a new one.
Clients are stored as contacts in your Directory. When you invite someone, a contact record is created for them automatically.
To view or update their information, go to Directory in the sidebar.
Note: Clients can have access to multiple workspaces.
Managing a Workspace
Click the three-dot menu on a workspace to access the following options:
Convert to template: Save this workspace as a reusable template.
Archive: The workspace moves to Archived Workspaces and is no longer active.
Delete: Permanently removes the workspace and all its tasks and content items, except for items shared in other workspaces or saved to your library. This cannot be undone.
Other things you can do
Pinned note: Add a custom pinned note to a workspace. By default, it uses the note set in your Client Portal settings.
Preview: Click Preview in the top right to see the workspace exactly as your client sees it. You can also make edits from this view.
Switch views: Toggle between list and table view from the top left. Filter by tags or projects.
Manage clients: Click Manage Clients next to the Workspaces header to check whether clients have accepted their invitations and to see all the workspaces they have access to.
💬 Need more help? Chat with us anytime via the bubble in the bottom-right corner or email [email protected]. We’re happy to help!