Client Portal
Give your clients a dedicated, branded workspace. Create client accounts, assign board and project access, share vault records and invoices — and let clients log in at your branded subdomain to stay aligned in real time.
Client Portal Overview
The Client Portal gives each of your clients a secure, dedicated workspace accessed via your branded subdomain (e.g. yourcompany.teamtrackin.com). Clients log in with their own credentials and see only the boards, projects, documents, passwords (vault records) and invoices you have explicitly shared with them. They never see tracked time, estimates or your internal data.
As an admin you manage all client accounts from the Clients section in your dashboard. From there you can create new clients, view the full list, open an individual client's panel, and configure their access permissions at any time. Use Shared with on the client's panel to choose which admins can manage that client.
The Client Portal is part of the Premium and Enterprise plans. Each client gets a welcome email with their login credentials as soon as you create their account.
Viewing All Clients
Navigate to Workspace → Clients to see a full list of all client accounts. The page opens with four summary stat tiles at the top followed by a searchable, filterable table.
| CLIENT | LOCATION | PROJECTS | STATUS | ACTIONS | |
|---|---|---|---|---|---|
AD Apex Digital Mar 12, 2026 | hello@apexdigital.io | New York, NY, USA | 3 projects | Active | Deactivate |
GR Global Reach NGO Feb 28, 2026 | contact@globalreach.org | London, England, UK | 5 projects | Active | Deactivate |
| Column | Description |
|---|---|
| CLIENT | Avatar initials, company/client name, and date created |
| The email address used for login | |
| LOCATION | City, state, and country entered during creation |
| PROJECTS | Number of projects the client has been granted access to |
| STATUS | Active (green dot) or Inactive (grey) |
| ACTIONS | Deactivate toggle, edit (pencil), and delete (bin) buttons |
Creating a Client
Click the + New Client button in the top-right of the Clients page to open the creation modal. Fill in the required fields and click Create Client. A welcome email with login credentials will be sent automatically.
After clicking Create Client, the system automatically emails the client their portal URL and temporary credentials. They can log in immediately.
Client Detail Panel
Click a client's row in the Clients list to open their detail panel (the pencil icon opens the edit form instead). This right-side drawer shows the client's profile information and all their access permissions in one place.
Board Access
The Board Access section controls which kanban boards the client can see in their portal. When a client has board access, they get a simple view of their projects, and can switch to a detailed view of the same board your team uses — the kanban with live updates, a read-only backlog and the burndown, burnup, velocity, sprint, cumulative flow and epic progress reports. They can raise issues, comment and attach files, and edit, move or delete the issues they raised, and they see the sub-tasks of their issues. They can't plan sprints, change columns, assign issues or see tracked time, estimates and watchers.
On a granted board the client sees all columns, but only the issues of the projects they have access to, plus the issues they raised. Use Project Access to choose those projects.
Project Access
Project Access determines which projects appear in the client's portal view. Clients can see project details, progress, milestones, and task lists for any project you grant them. You can also pre-assign projects during client creation using the Linked Projects field.
Granting project access does not automatically grant board access. These are configured independently. Grant both if you want the client to see project details AND the kanban board.
Vault Record Access
The Vault Record Access section lets you share specific encrypted vault records with a client — for example, shared API keys, credentials, signed contracts, or sensitive project files. Clients only see the exact records you share; your other vault content remains private.
| Action | How to do it |
|---|---|
| Share from the client's panel | Open the client on the Clients page and use the Documents and Vault items sections to share pages, spaces, folders or items — the same way you grant boards. This one page shows everything the client can access. |
| Share a vault record or folder | You can also share from the Vault: open the item's menu → Manage access → Portal clients, then pick the client. Clients get read-only access: they can view, copy and download, never edit or delete. |
| End-to-end encrypted items | The record is re-encrypted for the client in your browser — the server never sees it. The client must have signed in to the portal once, and you must be able to open the record yourself. |
| Share documents | From the client's panel, or in Documents: open a page → Share → Clients (optionally with its sub-pages and comments), or share a whole space from Space settings → Clients. Clients only ever see published pages. |
| See and remove access | The client's panel on the Clients page lists every document and vault item shared with them. Click Remove to stop sharing. |
| Needs sharing again | If a client resets a forgotten password, or a record's key changes, encrypted items show 'Needs sharing again' — click Share again. |
| What the client sees | A 'Shared with you' page listing their boards, documents, vault items and invoices, plus Documents and Secure vault pages. |
Only share records that are safe for the client to view. Removing access can't undo what a client has already seen — change the password itself if it matters.
Invoices
Clients see the invoices linked to them in their portal's Invoices page once they have been sent — drafts are never shown. The easiest way to link an invoice is to choose a saved client in the invoice editor, or click New invoice on the client's panel. You can also link existing invoices from the Invoices section of the client panel.
Invoices must first be created in Client Invoices before they can be assigned to a client. Use the Client Invoices module to generate and manage invoice documents.
Client Messages
Clients can write to your company from Messages in their portal. Their conversations arrive in Clients → Client messages as a simple two-person thread between the client and your company — no queue to join and nothing to close.
Need help with TeamTrackin itself? Use the chat icon in the top bar of your dashboard to reach the TeamTrackin support team.
Portal Branding
Make the portal look like your company. Open Clients → Client portal and add your logo, your brand colour and a short welcome message clients see when they sign in. The preview shows how clients will see it before you save. With no logo, the portal shows TeamTrackin.
Portal settings need the Clients → Client portal: Settings permission in Groups & permissions. Admins have it by default.
Approvals & Sign-off
Ask a client to approve a ticket, a release or a file — a design, a quote, a contract. Use Ask a client to approve on a ticket or a release. For a file, open the client's panel (click their row in Clients) and choose Ask to approve a file. The client gets an e-mail and decides in their portal.
| Status | Meaning |
|---|---|
| Waiting for client approval | Sent; the client hasn’t decided yet. |
| Approved by client | Signed off. Who approved and when is kept as a permanent record. |
| Client asked for changes | The client wants changes; their comment is shown with the request. |
| Approval cancelled | You withdrew the request before the client decided. |
Decisions can't be edited afterwards, so you always have a clear record of what was agreed. Asking for approval needs Clients → Client approvals: Create.
Satisfaction Ratings
Turn on ratings in Clients → Client portal and, when a request a client made is done, they're asked to rate it from 1 to 5 stars. The ratings panel shows recent ratings and the share of happy ratings per month, so you can see how clients feel over time.
File Requests
Need logins, artwork or documents from a client? Use Ask for something under File requests, list the files you need and pick the client and project. The client gets an e-mail and uploads the files in their portal; you see what has arrived and close the request when you have everything.
The client needs access to the project first. Sending file requests needs Clients → File requests: Create.
Weekly Status E-mail
Turn on the weekly e-mail under Automatic e-mails to clients in Clients → Client portal. Every Monday at 08:00 (your company's time) each client gets what was done last week, what's in progress, what's next and the hours — only what that client can already see in the portal.
Managing Client Status
Each client can be set to Active or Inactive. An inactive client cannot log in to the portal but their account, access permissions, and history are preserved so you can reactivate them at any time.
| Action | Effect |
|---|---|
| Deactivate | Blocks the client from logging in. Preserves all their access settings and data. |
| Reactivate | Restores full login access. All previously granted permissions remain unchanged. |
| Delete client | Permanently removes the client account and all their access permissions. This cannot be undone. |
| Download data | Client panel → Privacy. A file with everything held about the client, for when they ask you for a copy. Clients can also download it themselves in portal Settings → Your data. |
| Erase personal data | Client panel → Privacy. Removes their name, contact and billing details, messages, document comments and uploads, and closes their portal account. Invoices are kept as issued and requests they raised stay as "Former client". Clients can ask for this in portal Settings → Your data — their requests appear in Users → Deletion requests. |
Deleting a client is permanent and cannot be undone. Use Deactivate instead if you only need to pause access temporarily.
Ready to set up your Client Portal?
Start giving your clients a dedicated workspace today. Create client accounts, assign access, and let them log in at your branded subdomain.