3/ Beta launch of your portal

Invite your team to Hubflo

It's time to get your team on board! Go to settings > invite When inviting team members you can assign them roles (if your plan allows it)

Test on yourself

Set up one test workspace and invite yourself → sign up as a client to test (assign yourself SmartDocs, forms, etc.)

Invite your first clients

1. Go to client portal > workspaces

2. Create a new workspace for your first real client

3. Customize it if needed

4. Click on "invite client"

Your client will get an invite via email and you'll get a notification when they signup

Congratulations, you've officially launched your portal!

Setup your contract (Smartdoc)

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

Setup your first form

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:

1. Click on "send" to assign the form to a specific client

2. Click the "pin" icon to keep the form always visible in your portal. This is useful for frequently used forms like "submit request

3. You can also grab the form link and add a button on your website that links to this form