Give clients a focused login to their own workspace

Creating client portal access

1. 1
   Open the client workspace and go to Settings.
2. 2
   Scroll to the Client Portal section.
3. 3
   Check the box to enable client login. This activates the portal creation form.
4. 4
   Enter the client's login email. This is the email address they will use to sign in. It does not have to match their contact email — use whichever email they prefer for the portal.
5. 5
   Generate or enter a temporary password. Use the Generate button for a secure random password, or type one yourself. This is a one-time password — the client will be prompted to set a permanent password on first login.
6. 6
   Select which tools the client can see (see the next section).
7. 7
   Save the settings. The portal account is created immediately.
8. 8
   Send the client their login details through your normal onboarding email — include their login email, temporary password, and the app URL: app.workrate.cloud (or your custom domain if white label is configured).

Choosing which tools the client can see

You control exactly which parts of their workspace the client can access. Everything else is hidden — they can't navigate to it, see it, or know it exists.

What the client sees when they log in

• Only their workspace. Clients cannot see any other client's data. The client selector and agency navigation are hidden entirely.
• Only enabled tools. If you didn't enable Invoices, they cannot navigate to invoices. The menu item doesn't exist for them.
• Agency-only notes are hidden. CRM notes marked agency-only, internal ticket comments, and team-only information are never visible through the portal.
• Your branding if white label is set up. If you've configured white label, the client sees your logo and platform name — not WorkRate's.
• No pricing or billing settings. Clients cannot see your service rates, agency settings, or anything financial beyond their own invoices if you've enabled that tool.

Updating portal access

1. 1
   Open Client Settings → Client Portal.
2. 2
   To change visible tools, update the tool checkboxes and save. Changes apply immediately on next login.
3. 3
   To reset the client's password, enter a new temporary password and save. Send the new password to the client. They'll be prompted to change it on next login.
4. 4
   To change the login email, update the email field and save. The client must use the new email on next login.

Revoking client portal access

1. 1
   Open Client Settings → Client Portal.
2. 2
   Uncheck the Enable Client Login option and save. The client's login stops working immediately.
3. 3
   The client's data is not deleted — their workspace, tickets, messages, and invoices are all still in WorkRate. Only the login access is removed.

Tips & best practices

• Set up the portal during onboarding. Clients who log in within the first week of a project are more engaged and generate fewer "where are we at?" emails.
• Use Tickets for all client requests. Once a client has portal access, direct them to submit tickets instead of emailing you directly. This keeps everything tracked and assigned.
• Keep portal-visible notes professional. If you enable Tasks or Messages, clients can read everything in those sections. Write accordingly.
• Use your custom domain. Sending clients to app.youragency.com instead of app.workrate.cloud is more professional and reinforces your brand.
• Tell clients what they can do. Send a short email when you set up their portal: "You can log in here, submit support requests, and check the status of your project." Clients won't explore on their own — tell them what's available.

Troubleshooting