Launching a Portal
Start Onboarding
Click Start Onboarding. Select a template from the dropdown — this determines the phases, tasks, and structure of the portal.
Add Client Contacts
Add the client contacts who will access the portal. Enter their name, email, and role. Mark one contact as Primary.
You can also create a portal in Draft mode first, make adjustments to tasks and phases, and activate it later when ready.
Portal Lifecycle
Portals move through these stages:| Status | Description |
|---|---|
| Draft | Being configured, not yet visible to clients |
| Active | Live — clients can access and complete tasks |
| Completed | All phases and tasks finished |
| Converted | Migrated to your permanent systems (optional final step) |
| Archived | Historical record, no longer active |
The Onboarding Tab
The company onboarding page has four tabs for managing the portal:Overview Tab
The main dashboard showing:- Portal status with progress percentage
- Phase-by-phase progress bars showing completion
- Task summary with counts by status
- Quick actions for managing the portal lifecycle
Tasks Tab
The primary workspace for managing onboarding tasks.Status Legend
At the top, a legend shows the four task statuses with their icons:- Pending (circle) — Not yet started
- In Progress (clock) — Work underway
- Completed (checkmark) — Done
- Blocked (lock) — Waiting on a dependency
Phase Accordions
Tasks are grouped by phase in expandable accordions. Each phase header shows:- Phase name and status badge
- Task completion count (e.g., “3 of 7 completed”)
- Progress bar
Task Rows
Each task row displays:- Status icon — Click to update, right-click for all options
- Task title — With evidence type badge (signature, credentials, meeting, etc.)
- Owner badge — MSP or Client
- Due date — Red if overdue, amber if due within 3 days
- Assigned user — Who is responsible
- Priority indicator — For high and critical tasks
- Evidence content (signatures, credentials, uploaded files, survey responses)
- Task description
- Comment thread for discussion
- Checklist items (if attached)
Task Assignment
Assign tasks to MSP team members individually:
For bulk reassignment, click Reassign in the toolbar to enter selection mode. Use checkboxes (with shift-click for range selection) to select multiple tasks, then assign them all at once.
Sending Task Emails
Send task summary emails to client contacts:- Send All Tasks — Emails a complete summary of all tasks with status and due dates
- Send Phase Tasks — Emails tasks for a specific phase only
- Send Task Reminder — Send a reminder for an individual task
Documents Tab
The document triage inbox where you review files uploaded by clients.- Filter by status — View all, pending review, approved, or rejected documents
- Search — Find documents by name or phase
- Review actions — Click a document to approve or reject it with optional notes
- Download — Download the original uploaded file
Activity Tab
A complete audit trail of every portal event, with server-side search and type filtering. Events tracked include:- Portal and phase status changes
- Task completions and assignments
- Document uploads, approvals, and rejections
- Contact access and invitations
- Signatures and credential submissions
- Meeting scheduling
- Comments and questions
Contact Management
Manage who has access to the client portal.Adding Contacts
Contact Roles
Assign roles to help identify each contact’s responsibility:- Primary Contact
- IT Contact
- Decision Maker
- Finance Contact
- Office Manager
Managing Access
- Resend Invite — Send the access link again if the contact lost it
- Revoke Access — Immediately disable a contact’s portal access
- Regenerate Token — Create a new access link (invalidates the old one)
Meeting Scheduling
Schedule meetings directly from meeting-type tasks.Set Meeting Details
Enter the date, time, duration, and optional description. Add a meeting link if using a specific platform.
Credential & Signature Review
Reviewing Credentials
When a client submits credentials through a credential handoff task:- Open the task detail panel
- Click Reveal Credentials to view the submitted values
- Credentials auto-hide after 5 minutes for security
- For bulk submissions, download the uploaded file
Reviewing Signatures
When a client signs a signature task:- Open the task detail panel to view the signature image
- See signer details: name, email, IP address, and timestamp
- If a document was attached, the signed document is also available
Completing a Portal
When all tasks and phases are complete:Complete the Portal
Click Complete Portal in the overview actions. This marks the portal as finished.
Dashboard Integration
Your MSP dashboard shows onboarding information in two places:- Active Onboarding Banner — Quick-link pills showing each active portal with company name, portal name, and a progress bar. Click to jump directly to the portal.
- My Onboarding Tasks Widget — A card showing your personally assigned onboarding tasks across all active portals, ordered by phase and task order. Click any task to go to its portal.
Best Practices
Start with a draft
Start with a draft
Create portals in draft mode first. Review the tasks, adjust descriptions for the specific client, and add contacts before activating. This avoids sending premature invitations.
Assign tasks early
Assign tasks early
Assign MSP tasks to specific team members as soon as the portal goes active. This ensures tasks appear in everyone’s dashboard widget.
Use the activity feed
Use the activity feed
Check the activity feed regularly to stay informed about client progress. You can see exactly when contacts access the portal and complete tasks.
Send task summaries proactively
Send task summaries proactively
Don’t wait for clients to log in. Use the email features to send task summaries and reminders, especially for overdue items.
Review documents promptly
Review documents promptly
Clients see document status in their portal. Leaving documents in “pending review” for too long creates a poor experience — aim to review within 24 hours.