Client Portal Requirements Checklist
A practical checklist to choose or build the right client portal. Covers permissions, approvals, visibility, file handling, and reporting—plus a "minimum viable" vs "ideal" breakdown.
What You'll Get
- Comprehensive checklist — 50+ features organized by category
- Scoring worksheet — Rate tools you're evaluating
- MVP vs Ideal breakdown — Know what's essential vs nice-to-have
Download the Checklist
Get the complete checklist with scoring worksheet.
No email required. Free to use and share.
Requirements by Category
Access Control
Files & Versioning
Approvals & Feedback
Status Visibility
Billing & Invoicing
Messaging
Audit Trail & Reporting
Minimum Viable vs Ideal Portal
Minimum Viable Portal
Start here if you're new to client portals:
- ✓ Secure login per client
- ✓ File upload/download
- ✓ Basic approval (approve/reject)
- ✓ Project status view
- ✓ Email notifications
Ideal Portal
Full-featured for mature agencies:
- ✓ All MVP features plus...
- ✓ Role-based permissions
- ✓ Visual markup/annotations
- ✓ Hours/budget visibility
- ✓ Invoice viewing/payment
- ✓ In-portal messaging
- ✓ Custom branding
- ✓ Audit trail
Common Mistakes & Tips
Over-complicating access
Complex permission schemes confuse clients. Start simple—most clients just need view + approve.
Choosing based on features you won't use
A tool with 100 features you ignore is worse than one with 10 features you use daily.
Forgetting mobile access
Clients check updates on phones. Ensure the portal works well on mobile.
No clear notification settings
Too many emails = ignored. Too few = missed updates. Clients need control over notifications.
How Corcava Handles This
Corcava's client portal includes:
- Branded portal per client — White-label with your logo and colors
- Project visibility controls — Choose what clients can see
- Integrated approvals — Clients approve directly in the portal
- Time and invoice transparency — Retainer usage, invoices, payment
Maps to: Client Portal, Permissions, Invoicing features
Frequently Asked Questions
Do clients actually use portals?
Yes, if they're simple and useful. Adoption drops if the portal is complicated or doesn't provide value. Focus on what clients need most: status updates, file access, and easy approvals.
Should I show hours to clients?
For retainer clients, yes—they should see their usage. For project-based work, it depends. Some clients appreciate transparency; others don't care about hours, just deliverables. Ask what they prefer.
Can I use different portals for different clients?
Possible but not ideal. You'll manage multiple systems and train clients differently. Better to pick one tool and configure it per client. Most modern portals allow client-specific settings.
What about clients who prefer email?
Good portals integrate with email—notifications go to inbox, replies come back to the portal. Meet clients where they are, but keep records centralized in the portal.
How important is custom branding?
Nice to have, not essential. A clean unbranded portal is better than no portal. But for larger clients or those who value professionalism, white-labeling adds credibility.
What's the biggest mistake agencies make with client portals?
Launching a portal and expecting clients to figure it out. You need to onboard clients—show them around, explain what they can do, and be responsive when they have questions.