How to Build a Client Portal in ClickUp

Creating a secure, user-friendly client portal in ClickUp helps you centralize communication, share updates, and give clients real-time visibility into project progress.

This guide walks you through a simple, step-by-step workflow to set up a complete portal—from the workspace structure and views to sharing settings and automation.

Why Use ClickUp for Client Portals

Before building your portal, it helps to understand what makes this platform effective for client-facing spaces.

• Single source of truth: Keep tasks, files, and communication in one place.
• Custom visibility: Control exactly what each client can see.
• Flexible views: Let clients choose between list, board, or dashboard layouts.
• Automation: Reduce manual updates with rules and triggers.

Using ClickUp as a client portal ensures your clients stay informed without constant email updates.

Plan Your ClickUp Client Portal Structure

Start by defining how you want to organize client work. A clear structure keeps things easy to navigate for both your team and your clients.

Choose a Space for Client Work in ClickUp

Most teams create a dedicated Space for all client projects. Inside that Space, you can segment clients and engagements using Folders and Lists.

• Space: “Clients” or “Client Portal”
• Folders: One per client or per client group
• Lists: Projects, retainers, or service lines

This structure lets you customize views and permissions per client, while keeping everything aligned under one ClickUp Space.

Map Out Client-Facing Information

Decide what your clients should see when they log in:

• Current projects and their status
• Upcoming milestones and deadlines
• Requests or tickets they have submitted
• Shared documents and deliverables
• Meeting notes and timelines

Planning this upfront makes it easier to configure views later in ClickUp.

Step 1: Create a Client Portal Space in ClickUp

Begin by setting up the core container for your portal.

1. Create a new Space: Name it clearly, such as “Client Portal” or “Client Work” in ClickUp.

2. Set color and icon: Choose something recognizable so your team can find it quickly.

3. Configure ClickApps: Turn on only the features you need, such as Custom Fields, Dependencies, Automations, and Docs.

Keeping this Space focused ensures a clean and intuitive experience when clients access your ClickUp views.

Step 2: Add Folders and Lists for Each Client

Next, break the Space down by client and project.

Set Up Client Folders

1. Create one Folder per client (for example, “Client A” and “Client B”).

2. Add a brief description in each Folder to clarify the client’s scope or services.

3. Limit internal-only work to separate Folders so it never appears in client-facing views in ClickUp.

Create Project Lists in ClickUp

Inside each client Folder, create Lists representing your engagements, such as:

• Onboarding
• Ongoing Retainer
• Web Development
• Marketing Campaign

Each List will contain the tasks your clients can track and discuss within ClickUp.

Step 3: Design Client-Facing Views in ClickUp

Views determine how clients see and interact with information. You can design multiple views, each tailored to a specific need.

Create Task Views for Transparency

1. List view: Show all active tasks, with columns for status, assignee, and due date.

2. Board view: Organize tasks by status (To Do, In Progress, Review, Complete) for a Kanban-style workflow in ClickUp.

3. Calendar view: Display milestones, meetings, and key delivery dates.

Rename views with client-friendly labels like “Project Overview,” “Timeline,” or “Deliverables.”

Add Document and Resource Views in ClickUp

Clients often need quick access to reference materials. In ClickUp, you can attach documents and embed them directly in views.

• Create Docs for briefs, strategies, and meeting notes.
• Pin relevant Docs to the client Folder or List.
• Use the Docs sidebar and Favorites to keep important content easy to find.

Consider building a “Client Handbook” Doc that explains how you use ClickUp, how to submit requests, and what to expect from your process.

Use Dashboards for High-Level Reporting in ClickUp

Dashboards offer an at-a-glance summary for clients who need metrics more than task details.

1. Create a new Dashboard for each client in ClickUp.

2. Add widgets such as:

   • Task list widgets filtered by client List
   • Charts showing work by status or assignee
   • Burndown or cumulative flow charts
   • Embed widgets for documents or forms

3. Limit each Dashboard to data from that specific client’s Folders and Lists.

This gives executives and stakeholders a quick way to check progress without drilling into every task in ClickUp.

Step 4: Configure Permissions and Sharing

Client portals must be secure. You will use ClickUp permissions and sharing settings to control what clients can view and edit.

Decide on Guests vs Members in ClickUp

• Guests: Ideal for clients. You can restrict them to specific Folders, Lists, or views.
• Members: Typically internal team members with broader access across ClickUp.

Invite clients as Guests, then share only the items they need.

Share Views Securely

1. Open the client-specific view you created in ClickUp.

2. Click the sharing options and invite client users by email.

3. Set the correct access level (view-only or comment-only, depending on your policy).

4. Optionally, create a public link if you want clients to access certain reports without logging in.

Review sharing settings regularly to ensure you do not accidentally expose internal information in ClickUp.

Step 5: Streamline Client Communication in ClickUp

Once the portal is in place, guide clients to use it as the main channel for project communication.

Use Comments for Task-Specific Discussion

Each task in ClickUp can hold a full conversation thread.

• Ask clients to leave feedback directly on tasks.
• Mention teammates with @mentions for quick collaboration.
• Use comment assignments to turn feedback into actionable work.

This keeps all context tied to the relevant work item instead of scattered across emails.

Create a Client Request Intake in ClickUp

Clients often need a structured way to submit new work or issues.

1. Create a Form view in the appropriate List in ClickUp.

2. Add fields for request type, description, urgency, and files.

3. Share the form link with clients as their standard submission channel.

4. Map form responses to custom fields so your team can triage requests quickly.

Each submission becomes a task in ClickUp, ready to be assigned and tracked through your workflow.

Step 6: Automate Updates and Status Changes

Automation helps keep your client portal accurate with less manual work.

Build Simple Automations in ClickUp

• Change task status when a due date is updated.
• Notify assignees when a client comments on a task.
• Move completed tasks into an “Archive” or “Done” List.
• Send notifications when a task enters a “Client Review” status.

Start with a few key rules, then expand over time as you see patterns in your ClickUp workflows.

Step 7: Onboard Clients to Your ClickUp Portal

A great portal still needs clear onboarding so clients know how to use it.

Create Simple Instructions

• Record a short walkthrough video of the main views.
• Write a quick-start guide inside a Doc in ClickUp.
• Explain where to find tasks, files, and updates.
• Clarify which channels to use for urgent vs normal requests.

Share these resources with new clients during onboarding and refer back to them whenever you add new features to the portal.

Best Practices for Managing ClickUp Client Portals

Once your portal is live, maintain it with a few simple habits.

• Review views monthly to ensure filters and groupings still make sense.
• Archive old projects so clients see only active work.
• Standardize naming conventions for Lists, tasks, and Docs.
• Use templates for repeatable services to ensure consistency across clients in ClickUp.

Regular upkeep keeps your client experience smooth and professional.

Learn More About Building Portals in ClickUp

To dive deeper into client portal setups, review the original guide on the ClickUp blog: How to Create a Client Portal in ClickUp. You can also explore additional process and workflow strategies from specialists at Consultevo, who help teams design scalable systems around tools like ClickUp.

With a clear structure, secure permissions, and thoughtful communication workflows, your new client portal in ClickUp can become the central hub for every engagement you manage.

Need Help With ClickUp?

If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.

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