Your clients don't need to log in. When you start a Flow, each participant gets an email with their own link. That link is theirs for the whole Flow, unless you reset it or reassign their role: they can come back to it any time. Clients who use your Client Portal also find it there, in the Flows tab.
The welcome screen
The link opens on the welcome screen you wrote in the template, with the number of steps waiting for this person ("4 steps for you. They open one at a time."). They click Get started to begin.
One step at a time
The page shows the current step with your title and description, and a progress bar ("Step 2 of 5"). On the left, the full list of steps with what's already done, so the client always knows where they are. If your team has to approve the step, a Needs a review from our team badge says so.
The client fills in the form, uploads the documents, ticks the items or reads what you shared, then clicks Continue (or the button label you set on the step). The button stays greyed out until the step is complete: form submitted, at least one file uploaded, every item ticked.
When the step needs your approval, the client sees "Your step has been sent to our team for review" and waits. Once reviewed, the step shows "approved your step" or "refused your step" with the date.
When the next step belongs to your team or to another participant, the client sees "Nothing to do right now" and who's on it. They can close the page: Hubflo emails them when a step opens for them again. Once all their steps are done, they land on "You're all set".
When you reject a step
The step reopens for the client with your message at the top. They fix what's needed and send it again.
When you reassign a role
The new person gets their own link by email and starts from the welcome screen. The previous person's link shows "This link is no longer valid".
When you reset a link
The old link shows "This link is no longer valid" and asks them to contact you. Once you've sent the new link, they pick up where they left off.
When you cancel a Flow
The link shows "This flow has been cancelled". Nothing more can be done on it.
Emails your clients receive
When a step opens for them, with the link to the Flow
Reminders while the step is still waiting on them: up to 3, depending on whether the step has a deadline (see Notifications and reminders in Flows)
When you reject a step, with your message
When the Flow is completed
Note: clients who have the mobile app of your portal also get a push notification for each of these.