Getting started with Clortal: set up your first client portal in 10 minutes

TL;DR: Create an organization → add a client → create a project → add deliverables → upload files → generate a secure portal link → (Starter+) enable messaging, file comments, notifications, and activity log.

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What you’ll build

By the end of this guide you’ll have a live, shareable client portal where your client can:

• See project status and deliverables
• View approved files (images/docs)
• (Starter+) Reply via messages and comment on files
• (Starter+) Receive email notifications on updates

💡 You can do all of this with the Free plan. Collaboration features (messaging, file comments, notifications/activity) unlock on Starter+.

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Before you start

• A Clortal account
• (Optional) Team members you’ll invite
• One client/project you want to share

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Step 1 - Create your organization

Your organization is the container for projects, clients, files, and billing.

1. Go to App → Create organization
2. Name it (e.g., Northbridge Studio)
3. (Optional) Add your logo and accent color - these also appear in the client portal

✅ You now have an org dashboard and a place to invite teammates.

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Step 2 - Invite your team (optional)

1. Settings → Members → Invite
2. Add members as Owner, Admin, or Member
3. Seats count toward your plan limits

Starter includes 3 seats; Pro includes 10 (add more any time).

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Step 3 - Add a client

1. Clients → New client
2. Enter their name and email (email enables portal emails later)
3. Save

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Step 4 - Create a project

1. Projects → New project
2. Pick the client, name the project (e.g., Brand refresh 2025), add a short summary
3. Create

You’ll see tabs for Overview, Deliverables, Files, Messages, and Portal.

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Step 5 - Add deliverables (the plan of record)

Deliverables help clients track progress without chasing emails.

1. Deliverables → Add deliverable
2. Use short, action titles (e.g., “Homepage concept v1”)
3. Reorder by drag-and-drop; mark Done as you finish

You can hide internal deliverables from the portal and share only what’s useful for clients to track.

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Step 6 - Upload files & approve for the client

1. Files → drag in images/docs
2. Images show thumbnails; docs show as rows
3. Toggle Approve on files that are ready for the client to see

Only approved files appear in the client portal. You can revoke approval any time.

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Step 7 - Share the client portal (secure link)

1. Open the Portal tab
2. Click Create link (set an expiry if you like)
3. Copy the link and send it to your client

That link gives your client read-only access to the project (and approved files). You can revoke links any time.

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Step 8 - Messaging & file comments (Starter+)

Give clients a simple way to reply without long email threads.

• Messages: a running conversation for the project
• File comments: threaded comments pinned to a specific file

Both features are enabled on Starter and Pro plans.

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Step 9 - Notifications & Activity log (Starter+)

Keep everyone in the loop with just the right amount of signal.

• Activity log (internal + portal): shows deliverable updates, file approvals, new messages
• Notifications: in-app bell + email notifications
• Per-project and per-deliverable email toggles for fine-grained control

Example: Enable project emails for big milestones, turn off emails for minor iterations - then enable a deliverable-level email for the final approval step.

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Step 10 - Branding & billing

• Branding: Add your logo & accent color (Settings → Organization)
• Billing: Manage plan, invoices, and payment methods in the Billing Portal (Stripe-hosted)

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Step 11 - Usage & plan limits

Check usage at App → Billing/Usage:

• Seats used vs included
• Active projects vs included
• Storage used (GB)

You’ll see friendly upsells when you approach limits - add extra seats or extra storage without changing plans.

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Pro tips

• Name deliverables like release notes: “Navbar polish (v2)” is clearer than “Navbar.”
• Use approvals intentionally: Only approve files when they’re ready for client eyes.
• Token links are shareable but revocable: If a link leaks, revoke and create a new one.
• Digest updates: Bundle changes and post a summary message - clients love context.

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Troubleshooting

• Client can’t see a file: Check the Approved toggle in Files
• Client can’t open the portal: The link may be expired or revoked - create a new one
• Emails too noisy: Turn off project-level emails and enable deliverable-specific emails only for key milestones
• Hit a limit: Visit Billing to upgrade or add seats/storage

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