Learn what the Dubsado client portal is, how it works, and why it helps you and your clients stay organized with forms, invoices, contracts, and more—all in one place.
What Is the Dubsado Client Portal?
The Dubsado client portal is an online space where your clients can log in and see everything related to their project. Instead of chasing down emails or looking for attachments, they get one link where it all lives.
Inside the portal, clients can view and sign contracts, fill out forms, book appointments, check invoices, and read emails you’ve sent through Dubsado. Every action connects back to the project you’ve set up for them. That means no lost files and no endless back-and-forth messages.
For business owners, this setup saves hours of admin work. You don’t have to resend documents or explain where to find things. And for your clients, the process feels professional and simple. They know exactly where to go when they need something.
Think of it like a personal dashboard for each client. You decide what shows up inside. If you send a new proposal, add it to the portal. If you need feedback, drop in a form. If they owe payment, the invoice appears there too.
Everything stays in one secure space, easy to access at any time. That’s the core idea of the Dubsado client portal: it clears up the mess and gives both sides a smoother way to work together.
Why Use (or Skip) the Client Portal?
Instead of repeating yourself or attaching the same file twice, you just add it to the portal. That saves time and helps you look more professional.
It also reduces mistakes. When your client can clearly see what’s due, what’s signed, and what’s scheduled, there’s less chance of missing a step.
But it’s not for everyone. Some clients don’t like logging into new platforms. If you only send the occasional invoice or a single contract, the portal might feel unnecessary. In that case, email alone could be enough.
So the choice comes down to your workflow. If you run projects with lots of moving parts, the portal can be a game-changer. If your process is simple, you may decide not to use it.
How to Customize Your Client Portal
One of the best parts of the Dubsado client portal is that you can make it look and feel like your brand. Instead of sending clients to a plain, generic space, you get to add your own style. The setup is simple and takes just a few minutes.
Start by going to Settings (click the gear icon) and then choose Portals. This is where you’ll see all the options for customizing.
- The first thing you’ll want to do is edit the welcome message. This is the short note your clients see when they log in. Keep it warm but clear. A simple greeting makes the portal feel friendly and professional.
- Next, you can rename the “Projects” tab. Maybe you don’t call your work “projects.” You could rename it “Events,” “Coaching Sessions,” or whatever makes sense for your business.
- You’ll also want to upload a logo that’s just for the portal. Go to Settings, then Branding to do this. Dubsado recommends keeping the file under 5 MB and using dimensions around 200×100 pixels. This logo sits at the top of the page and reinforces your brand identity.
- From there, you can add or adjust banner images and colors. Think of this as your chance to bring in your brand’s style. Don’t forget to check the mobile view since many clients will log in from their phones.
- Another useful option is customizing the summary tabs header colors and portal banner font colors. These tabs show things like “Unread Emails” and “Open Invoices.” Changing the colors can help them stand out while still matching your overall design.
How to Activate or Deactivate the Client Portal
When you create a new project in Dubsado, the client portal does not turn on by default. All portals start out deactivated. This gives you control over when clients can log in and see their space.
You have two main options for turning the portal on: manually or automatically.
Manual activation
If you want to control things one project at a time, manual activation works best. Go to the project you’re working on, open the sidebar, and click the small arrow next to the client’s name. You’ll see the option to activate the portal.
You can also activate from the Address Book in Utilities. Find the client’s profile, click into Portal Settings, and hit Activate. Both paths do the same thing, it just depends on where you’re working in Dubsado.
Automatic activation
If you prefer not to worry about clicking buttons, use a workflow action. Workflows let you set rules that trigger actions automatically. For example, you could build a workflow where the client portal turns on right after someone signs a contract or pays an invoice. You can also add steps to deactivate the portal later when the project is complete.
Notes to keep in mind
There’s one important detail: if you’re sharing the public portal link, you’ll need to set a password for each client. Without that, they won’t be able to log in. If you use the client-specific link instead, clients can access the portal just with their email address, no password required.
Why it matters
Activating the client portal at the right time sets the tone for your projects. You don’t want clients poking around before you’ve uploaded the right forms or set up their invoices. At the same time, you don’t want to delay so long that they miss important details.
Think about your workflow. If every client follows the same steps, automation will save you time. But if you prefer to check each project manually, you’ll have more control. Either way, knowing how to activate and deactivate the portal gives you flexibility.
How to Share Your Client Portal
Once your portal is set up, you’ll need to share it with clients so they know where to go. Dubsado gives you two ways to do this: a public link or a client-specific link.
Public link:
This option works well if you want one central login page for all clients. To find it, go to Settings → Portal. Copy the link or grab the embed code if you’d like to place it directly on your website. Keep in mind, clients will need a password set up in order to log in through the public link. It’s a good idea to create passwords right away so there’s no confusion later.
Client-specific link:
If you prefer something more direct, you can send each client their own unique link. Open the project, go to the Portal section, click the arrow, and choose Send. This opens an email draft with the link included. With this option, clients log in using their email address, no password required.
Both methods keep things simple. Choose the one that fits best with how you communicate with clients.
Final Thoughts
A clean, branded portal shows clients that you take their experience seriously. It helps them feel supported and cared for, which builds trust in your business.
The next step is simple: set it up, test it out, and adjust as you go.
If you’d rather skip the trial and error, I can help. I set up Dubsado systems tailored to your business, connect them with QuickBooks or Xero, build Zapier integrations, and design automated workflows for recurring payments, scheduling, and more.
Ready to get your Dubsado portal and systems working the right way? Hire me to set it up for you.