How to Build a Client Portal in ClickUp

A well-structured client portal in ClickUp helps you share project progress, files, and communication in one organized place without exposing your entire workspace. This how-to guide walks you step-by-step through setting up a professional portal your clients can actually use.

Why Create a Client Portal in ClickUp?

Before you start building, clarify what you want your client portal to achieve. Using ClickUp as a portal lets you centralize updates and reduce back-and-forth emails.

A client portal can help you:

Share project timelines and milestones in real time
Collect client feedback and approvals in one spot
Store contracts, briefs, and deliverables securely
Standardize how every client is onboarded and managed

The article from the ClickUp blog on client portal templates at this page explains the strategic benefits in detail. The steps below translate those ideas into a practical build process.

Step 1: Plan Your ClickUp Client Portal Structure

Start by defining what information clients must see and what should stay internal. The structure you choose in ClickUp will determine how easy your portal is to navigate.

Decide What Clients Should See

List out the essentials that belong in your portal, such as:

Project overview and status
Key milestones and due dates
Important documents and assets
Active tasks that need client input
Notes, decisions, and meeting summaries

Keep it simple. The goal is a focused experience where clients only see what matters to them.

Choose the Right Level in ClickUp

You can host your client portal in ClickUp at different levels, depending on your workflow:

Folder-level portal: Great when you manage multiple projects per client and want a shared space.
List-level portal: Ideal for single projects or short campaigns.
Space-level portal: Best when an enterprise client needs multiple teams and workstreams visible.

Most service providers start with one client per Folder and use Lists for individual projects.

Step 2: Create a Dedicated Client Space in ClickUp

Once you have a structure in mind, create a dedicated area that will serve as the base for every portal.

Create a Space: Add a new Space in ClickUp dedicated to client work (for example, “Client Portals”).
Set Space defaults: Choose the primary ClickUp views you want available by default, such as List, Board, and Docs.
Configure ClickApps: Enable features like Custom Fields, Dependencies, and Time Tracking if they are part of your client reporting.

This Space becomes your central hub for all current and future client portal setups.

Step 3: Build a Reusable ClickUp Client Portal Template

To avoid rebuilding the same setup for each new client, turn your ideal portal into a template within ClickUp.

Design the Core Lists and Views

Inside your client Space, create a model Folder that represents your standard portal:

A Project Overview List for milestones and key tasks
A Deliverables List for all items you will produce
A Client Requests List for inbound tasks from the client
A Resources List or Doc for files, SOPs, and links

Then add client-friendly views in ClickUp, such as:

Timeline view for schedule visibility
Board view to show work stages like To Do, In Progress, and Review
Dashboard-style view (if enabled) to surface KPIs and status metrics

Set Up Custom Fields for Clear Reporting

Use Custom Fields in ClickUp to standardize what clients see on every task:

Status labels that are easy to understand (for example, “In Review,” “Waiting on You,” “Completed”)
Owner fields so clients know who is responsible
Priority indicators if you need to highlight urgent tasks
Client-facing dates like “Client Due Date” separate from internal deadlines

Make sure your field names are written in plain language your clients can quickly understand.

Save Everything as a Template in ClickUp

When your model Folder, Lists, views, and Custom Fields are ready, save this structure as a template so you can instantly spin up a fresh portal for every new client.

Open the Folder that contains your portal layout.
Use the template option in ClickUp to Save as Template.
Name it clearly, such as “Client Portal Master Template.”
Choose which elements to include (statuses, Custom Fields, views, and automations).

This single step turns your best portal setup into a repeatable asset.

Step 4: Configure Client-Friendly Permissions in ClickUp

Permissions are what truly turn a regular Folder into a secure client portal in ClickUp. You must carefully control what guests can see and do.

Create a Client-Safe Environment

For each new client portal you create from the template:

Limit visibility: Adjust sharing so that only the relevant Folder or Lists are shared with that specific client.
Use Guests: Add your client as a Guest in ClickUp with restricted access.
Choose access level: Decide whether they can view only or comment and edit on certain items.

Keep financials, internal discussions, and team-only tasks in separate Lists or Folders that you do not share.

Use Views as Client Windows

Within the shared Folder, create views in ClickUp tailored for your client:

A simplified List view showing only client-facing fields
A Board view filtered to client-relevant statuses
A Docs view with a single “Start Here” guide for navigation

Filter and hide internal fields so that what your client sees is clean, clear, and free from internal noise.

Step 5: Add Communication and Documentation in ClickUp

Successful portals are not just about tasks; they are about communication. Use built-in tools so clients never wonder where to find updates.

Create a “Start Here” ClickUp Doc

Inside the client Folder, create a Doc that serves as the home page of your portal. Include:

A brief welcome message
How to use the portal and what each List or view is for
Key links to project views and important files
Response times and communication guidelines

Pin this Doc in ClickUp so it is always visible and easy for your client to access.

Standardize Updates and Meetings

Use recurring tasks or Docs in ClickUp to keep communication predictable:

A weekly or biweekly “Status Update” task summarizing progress
A running “Meeting Notes” Doc tied to the project
Comment threads on tasks for decisions and approvals

This structure keeps every conversation linked to real tasks and deliverables.

Step 6: Launch and Refine Your ClickUp Client Portal

With the template, permissions, and communication tools in place, you are ready to roll out the portal to your client.

Spin up a new instance: Use your ClickUp template to create a new Folder for the client.
Adjust details: Add client-specific information, dates, and Custom Field values.
Invite the client: Send them an invitation and short loom video or written walkthrough using your “Start Here” Doc.
Gather feedback: After a week or two, ask what is working and what feels confusing.

Refine your master template in ClickUp based on the most common feedback so every new portal is better than the last.

Advanced Tips to Scale ClickUp Client Portals

As you grow, you can build more automation and reporting into your portal setup.

Use automations: Trigger status changes, reminders, or notifications when dates are reached or tasks move stages.
Standard dashboards: Build a dashboard structure that can be copied for every client to show high-level metrics.
Template variations: Create different ClickUp portal templates for different service types or industries.

If you want outside help designing scalable processes around your portals, you can work with specialists such as Consultevo, who focus on workflow and systems optimization.

Turn Your Workspace into a Client-Friendly ClickUp Hub

By planning your structure, creating a dedicated Space, saving a master template, and carefully managing permissions, you can transform ClickUp into a powerful client portal system. Start with a simple template, refine it with each new project, and soon you will have a consistent, professional experience that every client can rely on.

Need Help With ClickUp?

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

Get Help

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