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.
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.
You can share your branded portal link directly with clients without sending an individual invite.
Go to 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.
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:
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.
Click Manage Clients from the workspace list header to get a full picture of your clients, such as:
Who has accepted their invitation
When they were last invited
Who owns the contact
Which workspaces each client has access to
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.
Now that your workspace is created and your clients invited, learn how to add content, assign tasks, send documents, and more.
