Your clients log into the portal, but what they actually access is their workspace. Workspaces live inside the portal, one per client, containing:
Tasks & Projects
Files
Chatrooms
Proposals and invoices
Forms
Smartdocs
Before inviting a client, make sure their contact exists in your Directory. If it doesn't, you can add them when you create the workspace.
Invite clients to workspaces
Option 1: Invite them directly
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 invite someone already in your Directory, or Create & invite to create their contact record and send the invite in one step
Hubflo sends them an invite email with a secure link
Once they click the link and set a password, they're in. Hubflo keeps them logged in for 90 days so they won't need to sign in again each time.
Tip: Need to resend or share the invite link manually? Go to the workspace, click the client's initials in the top-right corner, and click Copy invitation link next to their name.
Option 2: Share your portal link
You can share your branded portal link directly with clients without sending an individual invite.
Go to Client Portal > Workspaces
Click the gear-wheel ⚙️
Click Copy my portal link
Tip: This is the link your client uses to access the portal. Ask them to bookmark it for easy access.
Option3: Turn on self-signup
If you're onboarding a high volume of clients, self-signup lets clients register on their own without a direct invite. When a client signs up, Hubflo automatically creates a workspace and a contact record in your Directory for them.
To enable it, go to Settings > Authentication and toggle on Allow clients to sign up without being invited. This activates a Sign Up button on your public portal page.
Manage client's access to the workspace
Once a client has workspace access, what they can see and do still depends on how you've configured their permissions. You can manage this in two ways:
Per contact: go to the workspace, click the client's initials in the top-right corner, and click Manage permissions. From here you can control their access to the chatroom, tasks, and folders, or remove them from the workspace entirely.
Globally for all contacts: go to Settings > Global Permissions to set default permissions for all clients across every workspace, including task and folder access rights. Learn more about global permissions.
Note: To control how tasks, folders, and projects are displayed to clients, go to Settings > Appearance. From there you can configure how tasks are displayed, how folders are sorted, and whether project stages, smartdocs, proposals, and invoices are visible to clients.
Remove a client from a workspace
To remove a client, go to the workspace, click their initials in the top-right corner, and click Remove access to workspace.
Important: Removing a client from a workspace immediately revokes their access to all content, files, messages, and activity in that workspace.