Architecture firms: clean up reviews, revisions, and approvals with one client portal

Design work stalls when feedback and files live everywhere: drawings in a shared drive, comments in email, redlines in PDFs, and schedule updates in meeting notes. Version confusion creeps in (“is this the latest A-201?”), and approvals go missing.

Clortal gives you and the client a single portal link per project—phases and deliverables, approved drawings/renderings, messages, a calendar/timeline, and a clean path to sign-off. Clients don’t need accounts.

Why the usual mix breaks down

Email threads scatter decisions; the final “approved” gets buried.
Shared folders sprawl; clients open the wrong set or an outdated sheet.
PDF markups pass around as copies; redlines and revisions fall out of sync.
Meeting notes capture decisions—but aren’t visible when clients look for files.
PM boards are for the studio; clients don’t want to learn your internal tool.

Result: rework, delays between phases, and avoidable RFIs.

What clients (and stakeholders) actually need

A phase/deliverable checklist (SD → DD → CD → Permit → Bid → CA) with status.
One place to see only the approved drawings, renderings, and schedules.
Comments in context (Starter+) and a project thread for decisions.
A timeline/calendar for milestones (client reviews, submissions, permit).
A single secure link the whole client team can use internally.

That’s the portal.

How Clortal maps to an architecture workflow

Phases & deliverables

Schematic Design (SD): concept package, site plan, massing, renderings
Design Development (DD): updated plans/sections/elevations, outline specs
Construction Documents (CD): sheet set, schedules, details
Permit/Bid/CA: submission set, addenda, ASIs, submittals summary

Each deliverable carries a status and optional due dates. Clients always know what’s next.

Approved files only

Upload PDFs (sheet sets), images (renderings), links (3D viewer, BIM360/ACC, model viewer). Toggle Approved to expose the correct issue set; everything else stays internal.

Messages & file comments (Starter+)

Keep feedback on the project or on a specific sheet/render. Decisions won’t hide in email.

Activity log & notifications (Starter+)

Automatic record when sets are uploaded/approved. Optional email nudges for reviews due.

Timeline/Calendar view

Show key dates: SD presentation, DD review, CD issue, permit target, bid window.

Branding

Your logo and colors make the portal feel like your studio—reassuring for clients.

One shareable portal link

No client accounts. Revoke or expire the link anytime.

10-minute setup for your next project

Create your organization; add logo/colors (shows on the portal).
Add the client (name + email).
Create the project (e.g., Cedar House — Residential New Build).
Add deliverables with dates:
- SD — Concept package (due: Oct 21)
- SD — Client feedback & direction (due: Oct 25)
- DD — Plans/Sections/Elevations (range: Nov 1–15)
- DD — Client approval (due: Nov 18)
- CD — Issue for permit (due: Dec 12)
Upload/link sets:
- PDFs for SD/DD/CD issues
- Renderings as images
- Links to model/coordination views if needed
Approve what’s client-ready.
Share the portal link with the client team.
Use the Timeline/Calendar view once dates are in.

Weekly habit: post a brief “What changed / What’s next / Client action” note in Messages so direction is unmistakable.

Example: residential project (abbreviated)

SD
- Concept package — Approved
- Client direction — Approved (two options dropped)
DD
- Plans/Sections/Elevations — In review (due Nov 18)
- Renderings v2 — Approved
CD
- Issue for permit — Planned Dec 12

The client opens one link and sees the plan, the files they’re meant to see, and what you need from them.

Keep your internal tools—add a clean client layer

Internal layer (for your studio)

Use it for: production, coordination, issue tracking, BIM model management
Typical tools: ACC/BIM360/Revit, Trello/Jira, internal drives/DAM, email for vendors

Client-facing layer (Clortal)

Use it for: phase checklist & statuses, approved packages, renderings, high-level updates, sign-off, calendar
Tool: Clortal portal (one shareable link)

You’re not replacing BIM or your PM stack—you’re eliminating the chaotic client surface.

FAQs

Can clients comment on drawings?

Yes on Starter+. Keep comments in context at the project or file level. Summarize outcomes in Messages for a clean record.

How do you handle large sheet sets?

Upload PDFs or link to your existing ACC/drive. Expose only the Approved issue set in the portal; everything else stays internal.

Can external consultants access the portal?

Yes—share the same portal link or create a consultant-specific project if you need separate visibility.

What about revisions and superseded sheets?

Upload the new set, mark it Approved, and un-approve the prior set. The portal always shows the current issue.

Does Clortal integrate with our calendar?

Use due dates and the Timeline/Calendar view in the portal. You can also mirror key milestones into your studio calendar if you like.

Try it on your next review cycle

Create the project, add phase deliverables with dates, upload the set, and send the portal link. Expect clearer direction, faster approvals, and fewer “latest file?” emails.

Start free → clortal.com