When you run a service business, keeping clients informed takes up a big chunk of your day. Your inbox fills with update requests, file shares, and payment questions – but a client portal can handle all this headache.
You have two main options to create a client portal. You can use a WordPress plugin for a simple setup or choose a client portal software for more advanced features and better management.
- Select a no-code portal builder
- Customize workspace configuration
- Integrate payment method
- Add team members
- List your services
- Customize forms for onboarding
- Start inviting clients
Without wasting time, let’s dive into the best ways to create a client portal for agencies and businesses.
Top 2 Methods of Creating a Client Portal
If you need a client portal for your business, you have two main options. Here’s a look at both to help you decide.
Method 1: WordPress Plugin
A WordPress plugin is an affordable way to add a client portal to your existing website. It’s easy to set up but may have limitations in security and customization.
Pros of WordPress Plugin:
- Quick and affordable setup
- Integrates seamlessly with a WordPress site
Cons of WordPress Plugin:
- Limited customization and flexibility
- Users report slower page loading speed
Method 2: Client Portal Software
A dedicated client portal software offers more features, better security, and a smoother user experience. Unlike WordPress plugins, it doesn’t require frequent updates or risk slowing down your site.
Pros of Using Client Portal Software:
- Ready to use with minimal setup
- Scalable, secure, and feature-rich
Cons of Using Client Portal Software:
- Recurring costs for subscription-based plans
- Some plans may limit users and team members
If you need a simple and budget-friendly solution, a WordPress plugin may work. But if you want a powerful, secure, and hassle-free portal, client portal software is the better choice.
How to Create a Client Portal in 7 Quick Steps (With Client Portal Software)
There are many client portal software options available, each offering different features. While the setup process may vary slightly, most platforms follow the same basic steps. And we’ll go with Agency Handy for now.
1. Select a No-Code Portal Builder With Your Preferred Features
Setting up a client portal doesn’t have to require coding skills or a team of developers. A no-code builder is the fastest way to set it up. However, it totally depends on your needs.
Here are some of the most important client portal features to consider:
- White labeling or custom branding
- Custom forms for onboarding
- Client Invoicing with multiple payment options
- Task management
- File Sharing And Feedback
- Client Communication
- Team roles and permissions
Once you have chosen a favorable software, you need to sign up and start configuring its settings.
We’ll use Agency Handy as an example to go through the process of creating a client portal, as it has all the key features you need to set up.
2. Customize Workspace Configuration
Go to workspace configuration from the Agency Handy sidebar. You’ll need to customize the following settings to get started with your workspace:
- General Settings: Upload the workspace logo (Circle, Favicon, Rectangle). Type in Workspace name and address. Select the time zone.
- Appearance: Select a primary color (appears on links and buttons), sidebar color, sidebar text color, and sidebar hover background color.
- Custom Domain: Click “+ Add Custom Domain.” to set up your custom domain. Enter Domain Name (e.g., client.yourbusiness.com). Next, configure the DNS settings to verify ownership. It takes up to 24 hours to connect the domain and activate it.
- Sign-In Portal: This is the page your team and clients will view when signing into the portal. Set a headline, subtext, and welcome image. Hit save.
- Email: Configure the email address, DKIM, SPF, and SMTP. You can customize email templates that will be sent to clients during signup, proposal, task reviews, ticket, order creation, invoice sending, etc.
3. Integrate Payment Methods
Next, you need to integrate with Stripe, PayPal, or banks to give your clients convenient payment options. Here’s how to do that:
- Go to integrations from the sidebar. Click “Connect” on the desired payment gateway, Stripe, PayPal, or bank.
- Input your account details and confirm the connection.
- Test the connection by processing a payment (if needed).
4. Add Team Members
You need to add team members to your portal so they can work on orders and handle client queries and support requests. Start by opening the Teams tab from the sidebar.
Click on “Add Member” and input their email address and user role before sending the invite. Agency Handy offers 4 user roles:
- Super Admin
- Admin
- Manager
- Assignee
5. List Your Services
Service management is a unique feature that lists your services, packages, and portfolio. Here’s how to set it up:
1. Create Your Service:
Input basic service information to create a service:
- Click “Services” from the sidebar. Click on “Create Service”.
- Enter the service name and description. Add a cover image.
- Select pricing option: one-time or subscription. And pricing currency.
- For subscriptions, don’t forget to mention the duration.
- Then, NEXT. You’ll get to the package page.
2. List Your Packages
You can include multiple packages for each of the services you create:
- Choose the package name.
- List the deliverables included in your packages.
Note: If it’s a subscription-based service, you’ll have to input the subscription fee, duration, and billing cycle.
- Add Trial Period for your packages to give your clients a taste of your service. (Optional)
- Select Add More Packages to create more packages if needed.
- Click on Next to proceed to the next page.
3. Finish Set Up
You can automate task creations, add FAQs, and send subscription renewal reminders:
- Input task name under Set Default Tasks. It’s to have tasks automatically created once you have an order.
- Include your Portfolio if you have one to show your previous works.
- To add FAQs, click on Add Question to answer your clients’ basic queries.
- Click on Save & Continue to finish creating your service.
6. Create Custom Forms
In Agency Handy, you can create intake, order, and public forms, depending on what you need. But intake and order are naturally linked to specific services.
For the purpose of this guide, we’ll only go through intake form creation for easy client onboarding:
- Go to Forms > Intake Form > Create Intake Form.
- Select your desired service in Add Form Under Services. A drop-down list will appear, and you can choose one or more options.
- You can add form components from the left side and enter field names, texts, or multiple-choice options.
- When you’re done, click on the “Next” button.
- A new page will load. Enter the form name and save the changes.
Public forms can act individually. You can use them to run surveys, collect feedback, and get quick project details. Even share it on social media or embed it on your website.
7. Start Inviting Clients
You have completed configuring your client portal. Now, all you need to do is invite your clients.
- From the sidebar, click on CRM and select Clients to open your client list.
- Click on “Create Client,” and a form will come up.
- Enter first name, last name, and email. You can input additional information like client address, details, and password.
- Click on the check box for “Send Invitation Email”.
- Select “Invite”.
This way, you can invite as many clients as you would like and they’ll appear in your client list.
If you don’t have clients to add and are just working with leads, Agency Handy lets you add as many lead information as you need under its CRM option. Track your leads throughout your sales funnel and assign them to team members.
How to Create a Client Portal in WordPress
To create a web portal for customers in WordPress using a plugin, follow these steps:
- Choose a Plugin: Use a free option like WP Customer Area to create your client portal free of cost or a premium option like Ultimate Member. Premium options offer more features and offer a professional touch.
- Install & Activate: Go to Plugins > Add New, search for your chosen plugin, install, and activate it.
- Set Up & Customize: Use the setup wizard to generate key pages (Dashboard, My Files, My Account), configure user permissions, and set access rules.
- Test & Launch: Create a test client account, upload files, and verify functionality before onboarding real clients.
Further Read: How to Create a Client Portal for WordPress in 8 Easy Steps
What are Some Excellent Use Cases for a Client Portal?
Client portals improve your communication with clients and keep them in the loop without much effort. Let’s explore some excellent use cases that’ll have you itching to launch your own portal as soon as possible.
- Digital Marketing Agencies: Showcase campaign performance, share analytics, and allow clients to review and approve marketing materials. Keep clients informed with updates and real-time feedback.
- Creative Agencies: Share design drafts, collect client feedback, and manage revisions all in one place. Clients can approve designs, track project timelines, and stay updated on progress.
- SEO Agencies: Provide clients with keyword rankings, SEO reports, and website performance analytics. Clients can track progress, request updates, and communicate directly with the team.
- Web Development Agencies: Share website designs, track development progress, and allow clients to provide feedback on layouts and features. Secure file sharing and task management streamline collaboration.
- Social Media Agencies: Share social media performance reports, content calendars, and campaign updates. Clients can review posts, approve content, and provide feedback to ensure alignment with brand goals.
- Branding Agencies: Allow clients to access branding materials, including logos, brand guidelines, and campaign concepts. They can approve designs, request revisions, and track the progress of branding projects.
Best Practices and Tips to Build a Client Portal
You need a combination of science and art to create a custom portal. But have no fear – we’ve got the pro tips and best practices you need to nail it:
- Conduct Thorough User Research: Understand your client’s specific needs, pain points, and preferences to design a portal that addresses their challenges and adds value.
- Ensure Scalability: Design the portal with growth in mind, choosing a flexible architecture to accommodate increasing users, data, and features as your business expands.
- Integrate Seamlessly with Existing Systems: Select a portal solution that integrates with your other business tools (e.g., CRM, accounting software) to create a seamless workflow.
- Implement a Phased Rollout: Consider a phased approach to portal development and deployment. Start with core features and gradually add more advanced functionality based on user feedback and adoption rates.
- Provide Comprehensive Training and Support: Offer thorough training and support to both your internal team and clients to ensure smooth adoption of the new portal. Create user guides, and video tutorials if needed.
Wrapping Up
Creating a custom client portal for your agency is a game-changer! It simplifies communication, keeps projects on track, and makes your clients feel totally in the loop.
Focus on building a design that’s easy to use, super secure, and ready to be customized for your agency’s needs. Keep it fresh, update it regularly, and integrate it with the right tools to create a system that works for you.
FAQs
Can my client prepare the customer portal on his/her own?
Yes, with customizable intake forms, clients can provide project details directly in the portal. This approach saves time, reduces misunderstandings, and ensures all necessary information is collected efficiently.
Is it possible to automate tasks in a client portal?
Yes, many client portals allow task automation, such as setting up reminders, sending invoices, or generating reports. This reduces manual work, improves efficiency, and helps keep clients updated without extra effort.
How do I handle client onboarding in a portal?
Use customizable forms and automated workflows for easy client onboarding. Clients can fill out necessary details, sign agreements, and complete initial steps within the portal.
Can I offer my clients self-service options within a portal?
Yes, client portals enable self-service options such as checking invoices, tracking project status, submitting tickets, and accessing resources. This empowers clients to manage their own needs, reducing dependency on agency support teams.
