2/ Basic setup
Last updated
Last updated
You need 2 key branding elements for your portal:
Your logo: we strongly recommend to have a square version. You can easily create one using Canva
Your default cover image: you can use the cover that you already have on Linkedin or Facebook, create a new one using Canva or grab one from our
Once you have your assets, head to settings > branding and upload them.
You can also customize the brand colors of your portal in there.
By default, your client portal will be hosted on a dedicated Hubflo subdomain that you can customize (like business_name.hubflo.com).
Hubflo allows you to host your Client Portal on your own domain (e.g ), rather than the default subdomain (your_company.hubflo.com). Head to settings (bottom left) > Domain > Follow the instructions
A workspace is a private space within your portal where you can:
share content (files, links, etc)
share tasks with a client
communicate with clients through a chatroom
You can create one workspace per client or one per project, it’s up to you. And you can decide which contact should have access to each workspace.
When you setup a client with a workspace, you can use templates to speed up the process. Once you’ve decided on the different workspace tempaltes you want to create, head to client portal > template and start creating your templates by customizing existing ones.
First, setup your folder structure. Keep it simple you don’t want to confuse the clients with too many folders.
Then, head to tasks and customize your tasks/subtasks (focus on onboarding tasks). If you don’t want to use tasks you can delete all of them and clients will not see this tab.
Keep in mind that once you setup a workspace using a template, you’ll be able to customize anything for each individual workspace.
You probably have some important links that you want to share setup at the root level of your portal (your scheduling page, link to your website, a form, etc).
This is what global items are for.
Some tools (such as Calendly and hundreds of others) can be fully embeded but you can always use links as a fall back.
We recommend setting up a maximum of 3 global items (even if don’t limit this number)
Head to settings (bottom left corner) > global items
With Smartdocs, you can send (manually or automatically) any document to sign (or approve) to your clients.
The overall experience should feel familiar from using tools like Docusign.
First, setup your contract using google doc or word:
leave blank space on fields that need to be filled out
leave blank space for sections that will need to be dynamically replacer
Then head to smartodcs, click on new and upload your PDF or word doc
Drag & drop your fields: name, email, etc.
For fields that you’ll be setting up (like terms), drag & drop a “heading” field and type your text
When you have a new client, you can either send them your main Smartdoc or duplicate it to create a new instance.
Similar to forms, clients will get up to 3 reminders when you assign them a smartdoc
Forms are one of the most powerful features of Hubflo.
What Hubflo forms can do
Forms can be assigned to clients or displayed to them directly in the portal.
Clients receive automatic reminders.
Clients can fill out the form at their own pace (auto-saves), and you can access their submitted information at any time, even before submission.
You don't need to ask for their email—the submission is automatically linked to their profile.
Clients can access all their forms and past submissions in the portal.
Client information auto-populates so they don't have to re-enter the same details repeatedly (coming soon).
You can "request changes" on a submission with a custom message, letting clients know they need to update information or documents (coming soon).
Data entered in a form will automatically update the client's profile (coming soon)
Create your first form
Most of our clients will start by setting up an "intake/onboarding" form to collect information and files from new clients.
Go to "forms" > Click on "new form"
Add your questions
To share your form with a client, you can:
Click on "send" to assign the form to a specific client
Click the "pin" icon to keep the form always visible in your portal. This is useful for frequently used forms like "submit request
You can also grab the form link and add a button on your website that links to this form