Managing clients
The Clients page is your directory of everyone you have onboarded or plan to onboard. You can add clients one by one, import them in bulk, and set per-client language and custom fields. Owners and admins can add, import, edit, and delete clients.
Client directory
The directory lists your clients in four columns: Name (with the email address), Company, Onboardings, and Added. You can:
Search by name, email, or company.
Sort by Name, Date, or Onboardings.
Filter with All, Active (clients with at least one onboarding), or No onboardings.
Click a client's name to open their page. See The client page. Each row also has a menu with these actions:
Start onboarding: open New onboarding with this client already chosen. Pick a template, then click Continue.
Edit: change the client's details.
Send portal link (every plan except Free): email the client a link to their Client portal. Portico asks "Send portal link?" first. Click Send link to send it.
Request erasure: start the removal of the client's personal data. It needs Pro, Business, the Pro trial, and the lifetime and AppSumo Practice and Firm plans.
Delete: remove a client who has no onboardings.
The client page
Each client has a page. Client names on the Clients page, on the Onboardings list, and on each onboarding's page open it.
Start onboarding for and the client's name opens New onboarding with this client chosen.
Edit opens the Edit client dialog. Delete is in the menu next to it.
Onboardings lists the client's onboardings that are not archived, newest first, with their status. If there are more than 25, click View all, such as View all 31 onboardings. A link such as 2 archived onboardings opens the archived ones. If all are archived, the section reads "No active onboardings for" and the client's name.
Files and Signatures list what the client uploaded and signed. Each item links to its onboarding.
Data and privacy has Export client data and Request erasure. Export client data saves one JSON file named after the client. The section needs Pro, Business, the Pro trial, and the lifetime and AppSumo Practice and Firm plans.
The side panel shows the client's contact details, localization, custom fields, and Client portal status. The language shows by name, such as Español. Click Send portal link there to email a new portal link.
Members can open the page, but they see no buttons that change anything and no Data and privacy section.
Adding clients
Manually
Click Add client.
Enter Name and Email, and optionally Company.
Under Localization, check Language, Date format, and Timezone. They start with your team defaults.
Fill in any custom fields your team has defined.
Click Add client. You cannot save while a required custom field is empty.
Portico shows the new client in the list, with a button to Start onboarding for them.
The Add client and Edit client dialogs have no phone field. Phone numbers come from three places: a new client you add while creating an onboarding, a CSV import, or the API.
From CSV
Click Import / Export and choose Import CSV.
Upload your file. Portico recognizes exports from HoneyBook, Assembly, Dubsado, and Content Snare, as well as generic CSV files.
Map your columns to client fields: full name (or first name and last name), email, company, phone, and notes.
Check the preview. It counts rows Ready to import and rows that Will be skipped, such as rows with no name or an invalid email. Tick Rows needing attention to see only the skipped rows. Then click the import button, which names the client count.
Existing clients are kept, and rows with an email that is already in your directory are skipped. The import cannot set language or custom fields, so imported clients get your team defaults. Each file can hold up to 10 MB and 10,000 rows.
If you upload an Assembly form-responses export, Portico switches to the Import form responses flow instead. Portico recognizes this export by its Responder, Email, and Submitted on columns. Other CSV files go through the client import.
From Assembly
Import / Export > Import from Assembly copies clients from a connected Assembly account. Connect Assembly in Settings > Integrations.
While creating an onboarding
In New onboarding, click New client and enter the client's details. Portico creates the client record when you click Create onboarding. If the email already belongs to a client, Portico offers Use this client instead.
If you turn on self-registration (every plan except Free), clients who register through your link are added to your directory automatically. See How it works.
Custom fields
Every plan except Free.
Define custom fields to store information beyond name, email, company, and phone. Go to Settings > Client experience, find Custom client fields, and click Add field.
Supported field types are Text, Number, Date, Dropdown, and Checkbox. You can mark a field as a Required field. You cannot change a field's type after you create it.
Custom field limits depend on your plan:
Plan | Custom fields |
|---|---|
Free | 0 |
Starter | 5 |
Pro and Pro trial | 15 |
Business | 20 |
Lifetime plans include 5 fields on Solo, 15 on Practice, and 20 on Firm.
Custom field values appear in the Add client and Edit client dialogs, on the client's page, and in client exports. To delete a field, click its delete button and confirm with Delete field. This removes its values from all clients. If more than 200 clients have a value in the field, Portico refuses the deletion and deletes nothing. Email support@portico.run to clear it.
Localization
To change a client's localization, choose Edit in the row menu or on the client's page, and use the Localization section:
Language: sets the language of the client's form and emails. Portico supports 9 languages: English (US), English (UK), Spanish, French, German, Portuguese (Brazil), Italian, Dutch, and Japanese. Translated field text needs Pro, Business, the Pro trial, and the lifetime and AppSumo Practice and Firm plans.
Date format: controls how dates appear in the client's form. Options are MM/DD/YYYY, DD/MM/YYYY, YYYY-MM-DD, and DD.MM.YYYY.
Timezone: affects due date display and countdown timers.
New clients start with your team defaults. A client with no language stored, shown as Not set when you edit them, sees the form in English (US). Reminder emails to that client use your team default.
Exporting clients
Click Import / Export and choose Export clients to download a CSV file. The export includes the clients that match your current search, filter, and sort.
The file has these columns: Name, Email, Company, Phone, Notes, Onboardings, and Added, plus one column per custom field. An export can hold up to 50,000 rows.
Editing and deleting
To edit a client, choose Edit in the row menu or on the client's page. Change the details and click Save. Onboardings read the client record directly, so changes show up in active onboardings right away.
To delete a client, choose Delete in the row menu or in the menu on the client's page, then click Delete client. You can delete only a client with no onboardings, archived ones included. For any other client, the dialog explains why and the button is disabled. A client with onboardings stays on record with their history.
To remove the personal data of a client who has onboardings, choose Request erasure in the row menu or on the client's page. This creates a pending request. From that moment, the client and all their onboardings are hidden from your dashboard, and you cannot withdraw the request. Process it in Settings > Client experience under Erasure requests. One Process may finish only part of the work, and Portico says so. Click Process again until the request shows Erased. Erasure deletes all of the client's onboardings and cannot be undone. See Compliance.
Frequently asked questions
Can I import clients from a spreadsheet?
Yes. On the Clients page, choose Import / Export, then Import CSV. You can map name, email, company, phone, and notes columns. Each file can hold up to 10,000 rows and 10 MB. Duplicate emails are skipped.
How many custom fields can I add to a client record?
It depends on your plan: 5 on Starter, 15 on Pro and during the trial, and 20 on Business. The Free plan has none. Custom fields appear when you add or edit a client and in client exports.
Can I set a different language per client?
Yes. Each client record has a language setting that controls the language of their onboarding emails and form interface.