The Hubflo Admin
Where your team manages contacts, projects, workspaces, billing, settings, and more. When we refer to "the admin," we mean the side of Hubflo your internal team logs into and works from.
The Client Portal
The branded space your clients log into. Every client enters through the same portal URL (your subdomain or custom domain), then sees only the workspace(s) you've set up for them. Your portal is set up once and shared with all clients.
Workspace
A dedicated collaboration space inside the portal for a specific client or project. This is where you share files, assign tasks, send documents, and communicate with your client. Each client sees only their own workspace(s).
Workspace Template
A pre-configured workspace structure you can reuse for new clients. Instead of building each workspace from scratch, you set up a template once with folders, tasks, sections, and content already in place, and use it whenever you onboard someone new.
Hubflo Directory
Your built-in CRM. Every contact and company you work with lives here including clients, leads, and prospects. You can attach projects, notes, files, and forms directly to a contact record, so everything related to that person is in one place.
Internal Users
Anyone on your team with a Hubflo login. Includes account owners, regular members, limited members, contractors, and accountants. Learn more about user roles and permissions →
Clients
External users you serve added as contacts to your Hubflo Directory. Clients are invited into workspaces and can only see the content you've shared with them.
Contacts
Individual people in your Hubflo Directory. Contacts can be classified as a client, lead, partner, or contractor. They can be linked to companies, added to workspaces, and have projects, notes, files, and forms attached to their record.
Companies
Organizations in your directory. Like contacts, companies can be classified as a client, lead, partner, or contractor. A company can have multiple contacts and projects tied to it.
Custom Fields
Fields you create yourself to capture additional data on contacts, companies, projects, or forms. Useful for tracking information specific to your business.
Projects
How you organize your internal work in Hubflo. A project has stages, tasks, and can be renamed to match your workflow, some teams call them jobs, cases, matters, or engagements. Projects can be linked to a client workspace when you want to share progress or assign tasks to clients.
Project Boards
The Kanban-style board view for a project. Displays your tasks organized by stage, useful for tracking where each piece of work stands at a glance.
Project Stages
The steps in your workflow, for example, New, In Progress, Review, Complete. Stages are set up per project type and help your team track progress consistently.
Tasks
Individual to-dos within a project. Tasks can be assigned to team members or clients, have due dates, and be organized into sections.
Win Probability
A field on a project stage that indicates the likelihood of closing or winning a deal. Useful for tracking your pipeline and forecasting revenue across active prospects.
Section & Task Templates
Reusable task and section structures you can apply to any project. Set one up once and apply it whenever you start a similar engagement.
Global Items
Links and embedded apps that appear at the top of every client workspace. Use them for things all clients need access to like a booking link, an intake form, a video intro, or a company overview. Set up once in Settings > Global Items.
Global Permissions
Default access settings that apply across all client workspaces. Control what clients can see and do, such as task visibility, folder access, and chatroom access, without having to configure each workspace individually. Found in Settings > Global Permissions.
Resource Center
A shared workspace visible to all clients who have portal access. Use it for content that applies to everyone like onboarding materials, company updates, general resources. Unlike individual workspaces, the Resource Center isn't tied to one client.
Embeds
External tools or content you display directly inside a workspace or the portal, like Calendly, Google Sheets, Loom videos, or Notion pages. Clients can interact with embedded content without leaving the portal.
Custom Domain
A branded URL for your client portal (e.g. clients.yourcompany.com), replacing the default Hubflo subdomain. Set up through Settings > Client Portal.
Subdomain
The default URL your portal is hosted on like yourbusiness.hubflo.com. Available as soon as you set up your portal, without any additional configuration.
Magic Link
A login method where clients receive a one-click link by email instead of typing a password. Reduces friction for clients who don't want to remember another set of credentials.
Self-Signup
A setting that lets clients register for your portal on their own, without a direct invite from you. When enabled, a Sign Up button appears on your portal page and Hubflo automatically creates a workspace and contact record for each new sign-up.
Google SSO (Single Sign-On)
Lets clients log into your portal using their existing Google account, instead of creating a separate password.
Billing
Hubflo's built-in billing suite. Covers proposals, invoices, recurring invoices, and payment collection, all linked to your contacts, projects, and workspaces.
Proposals
Branded, interactive documents you send to clients before work begins. Can include pricing, e-contracts, service descriptions, and a built-in approval flow.
Invoices
Bills you send to clients for completed work or ongoing services. Can be one-off or recurring, and linked to projects, contacts, or workspaces.
Recurring Invoices
Automated invoices sent on a set schedule, useful for retainers or subscription-based services.
Smartdocs
Smart, editable documents for contracts, NDAs, or any document that requires e-signatures, collaboration, or field-filling. Unlike static PDFs, Smartdocs support conditional logic, multiple signers, and pre-filled client data.
Catalog
Your service library. Define what you offer and at what price, then pull items from the catalog directly into proposals and invoices.
Forms
Custom forms you build and share with clients for things like onboarding, file requests, feedback, or approvals. Forms can be embedded in workspaces or shared via a direct link.
Messaging
Built-in chat between you and your clients. Replaces scattered emails and third-party chat apps, all conversations are tied to the relevant workspace.
Connect your email account to Hubflo to send, receive, and manage client emails directly from the platform. Emails are linked to the relevant contact record, so your team always has context without switching tools.
Calendar
Connect your calendar to Hubflo to manage bookings and scheduling alongside your client work. Used alongside booking tools or embeds like Calendly to keep scheduling centralized in the platform.
Library
Found under More > Content in the Hubflo admin. A place to store reusable files, templates, and resources that you can pull into workspaces or share with clients.
Time Tracking
Log hours per project, task, or team member directly in Hubflo. Can be used to track billable time, monitor team workload, or calculate project profitability.
Expense Tracking
Record and monitor costs per project. Useful for calculating profitability, reimbursing team members, or reporting on project spend.
Reports
Built-in reporting across sales, projects, and finance. Track billable hours, revenue, pipeline, and project health from one place.
Workflows
Automated actions triggered by events in Hubflo, for example, sending a message when a task is completed or creating a project when a new contact is added. Built natively in Hubflo without needing a third-party tool.
Zapier / Make
Third-party automation platforms you can connect to Hubflo to build workflows with tools outside Hubflo's native integrations.
Hubflo API
For developers. Allows you to build custom integrations between Hubflo and any external system, tailored to your specific business logic.
Have a term you'd like to see explained? Reach out at [email protected].
