Your client portal serves as the main entrance, while workspaces are the dedicated spaces inside where everything for that client is housed. Inside a workspace, clients can access:
Tasks & Projects
Files
Chatrooms
Proposals and invoices
Forms
Smartdocs
You can invite clients who are already in your Directory, or create a new contact on the spot while inviting them.
Go to Workspaces and select the workspace you've created for your client.
Click Invite client in the top-right corner.
Select Add existing client to choose someone already in your Directory, or Create & invite to add their contact details and send the invitation in a single step.
Hubflo sends an email containing a secure access link.
Once the client clicks the link and creates a password, they gain access immediately. Hubflo keeps them signed in for 90 days so they won't need to log in repeatedly.
For high-volume client onboarding, self-signup allows clients to register directly without waiting for a manual invite. When a client signs up, Hubflo automatically generates a contact record in your Directory.
To enable it:
Go to Settings > Authentication & SSO.
Toggle on Allow clients to sign up without being invited.
This displays a Sign Up button on your public portal page.
Once a client has workspace access, what they can see and do depends on their assigned permissions. Permissions can be set at two levels:
Per contact: Open the workspace, click the client's initials in the top-right corner, and select Manage permissions. From here, adjust access to chatrooms, tasks, and folders, or revoke workspace access entirely.
Globally for all contacts: Go to Settings > Client permissions to define default access rights (such as task and folder visibility) across every workspace. Learn more about global permissions.
Click Manage clients from the workspace header to monitor your directory at a glance:
Who has accepted their invitation
When invitations were sent or resent
Contact ownership
Associated workspaces for each client
If a client has not received their portal invite, use the following steps to troubleshoot:
Ask the client to check spam, junk, or corporate promotional filters for an email from Hubflo.
Bypass email delivery entirely by sending the client their direct link over chat, email, or SMS:
Open the workspace.
Click the client's initials in the top-right corner > Manage permissions.
Select the Invited clients tab.
Click Copy invitation link next to their name and send it directly to them.
If the client has already created an account or self-signup is active:
Go to Workspaces > click the gear icon ⚙ > Copy my portal link.
To revoke access:
Open the workspace.
Click the client's initials in the top-right corner.
Click Remove access to workspace.
