What getting started looks like

01

The four stages

01
A 20-minute call
A conversation, not a presentation. It's there to find out whether PortaliaFlow fits the way you work.
What we do
- We listen to how content gets approved today and where it gets stuck.
- We tell you plainly what the portal does and what it doesn't (no social publishing, no invoicing, no native app).
What you do
- You tell us how many clients and people would use it, whether there are freelancers and how approvals happen today.
- You bring the doubts that are holding you back.
What comes out of it
Knowing whether it makes sense to go on. If it doesn't fit, we say so on the same call.
02
Guided demo
Thirty minutes with the real portal and sample data, from your agency's view and from your client's.
What we do
- We walk through one piece from start to finish: it's created, goes through the workflow, the client approves it from their phone and it's recorded.
- We show the dashboard, the calendar, the file library and what the client sees when they log in.
What you do
- You bring a real case of yours to see it on the portal.
- You invite whoever decides with you, if it isn't just you.
What comes out of it
A fixed price for your agency, based on clients and people, and the list of what we need from you.
03
We set up your instance
Your agency gets its own server, database and storage in the EU. It isn't an account on a shared system.
What we do
- We deploy the instance, the subdomain with its certificate and the daily backups.
- We put in your logo, favicon, colours, name, login texts and legal links.
- We configure the email sender on your domain and leave the default templates in English and Spanish.
- We create your owner account and hand it over.
What you do
- You send us the list below (brand, domain, people, clients).
- Whoever manages your domain adds the records we give you ready to copy: one for the subdomain and the ones for the email sender.
What comes out of it
Your portal at clients.youragency.com, with your brand and your sender, and your owner account to log in.
04
You invite your team and your first client
The usual way is to start with one or two clients and add the rest once the team has found its rhythm.
What we do
- We're with you for the first client: space, workflow, people and first piece.
- We go through the email templates and reminders with you before the first one goes out.
What you do
- You invite your team by email with their role: owner, manager or editor.
- You create one space per client, pick its workflow (the Content and Ads templates come as standard) and invite the people who approve.
- If there are freelancers, you set their rate per type of piece.
What comes out of it
The first piece approved by your client in your portal, with their name, the version and the date.

02

What we need from you

Print it or save it and tick things off. None of this needs anyone technical except the domain records, which we give you ready to copy.

Brand and domain

Logo (ideally SVG or PNG with a transparent background) and favicon.
Your agency's name as you want your client to see it.
The subdomain you want to use, for example clients.youragency.com.
Who manages your domain (to add the records we'll give you).
Title and subtitle for the login screen, if you don't want the defaults.
The addresses of your terms and your privacy policy, to link them from the login.

Email

Sender name, for example "Your Agency" or "The Your Agency team".
Reply-to address: where your clients' replies will land.
The domain the emails will be sent from (usually your agency's).

People

Team list with email, role (owner, manager or editor) and each person's language.
For editors, whether they are employees or freelancers.
For freelancers, their rate per type of piece (reel, carousel, video, story, post), if you want to see costs from day one.

What each person on the team will see on day one, what an editor never sees and a message ready to send them: See what your team will see

Your first client (or first two)

Client name and who on your team is their account manager.
Email and language of the people on the client's side who approve.
The steps of their workflow, if the standard Content template (production, review, approval, publication) doesn't suit, and who does each step.
The monthly fee you bill them, only if you want to see it on the dashboard.

What your client will see from the invitation to the approved piece, with a message ready to send them: See what your client will see

Decisions worth having made

How often to remind the client about a pending approval (standard: the next day, after three days and after a week).
Whether you want each person to get a daily email with their overdue tasks (off by default).
Whether you change the wording of any email (invitation, "ready for your approval", reminder) or keep the defaults.

03

Your first client, step by step

What happens from the moment you create their space until they approve the first piece. Nothing to install, no tool to learn.

Before you invite them
You create their space, assign an account manager and pick their workflow. You can see their portal exactly as they will before anyone logs in.
The invitation
They get an email from your sender, in their language, with the link to set their password. There is no sign-up: only the people you invite get in.
Their first piece
Your team creates the piece in their calendar, with a deadline and a workflow. When it moves to review, they get "ready for your approval" with the link.
They approve or ask for changes
From their phone, on the piece itself: they see the versions and comments, approve, or write what to change. It's recorded with their name and the date.
If they don't reply
The portal reminds them three times from your sender and, if there's still no answer, alerts the account manager and you.
Every Monday
They get a summary of their space by email. In their portal they have the month's calendar, what's planned and the files you've shared.

What they don't see: other clients, internal tasks, costs or your team's conversations.

To show them before you invite them, with their screens, their emails and a message ready to send: See what your client will see

And to try it before the call, with a sample piece and made-up data, no sign-up:

04

What you don't need (and what we don't do)

So there are no surprises after the call.

There is nothing to import

There is no client or history import, and you don't need one: you start with the next piece. If you want old pieces to hand, you upload them to each client's library.

There is nothing to install

It's a web app, on mobile too. No native app to download or keep updated.

No self-service sign-up

Each agency is an instance we set up. That's why we start with the call and the demo.

Colours are set when we deploy

Logo, favicon, name and login texts you change yourself from settings. The portal's colours we set when we deploy it; changing them later is a change we make for you.

We register the domain for you

You only add the records we give you. Setting up the subdomain and its certificate is done by us; there is no wizard that does it on its own.

No two-factor or Google sign-in today

Access is with email and a password of twelve characters or more, with reset by email and a lock after several failed attempts.

05

Getting-started questions

How long does it take?

It depends on how quickly we get your list and the domain records. We don't give a generic timeframe: we tell you on the call with your case in front of us.

Can I start with a single client?

Yes, and it's what we recommend. You create their space, invite their people and start with the next piece. The other clients join whenever you like, each with their own space.

What if a client doesn't want to use the portal?

You can approve on their behalf whatever they've confirmed through another channel. It's recorded under your name, not theirs, so it's clear how it was approved.

Does my team have to drop what they use today?

Not to get started. What has to be in the portal is the piece the client approves: it's created, the version is uploaded and the client gets their email. The step-by-step workflow and “My turn” are switched on client by client, whenever you want; the overdue notices, only if you turn them on. It doesn't sync with other boards: whatever you keep elsewhere stays there, and here you only need what the client sees and approves.

Can I change the workflow after starting?

Yes. Workflow templates are edited from settings, per client and per step, and can be applied to pieces that are still open.

Can I change the email wording and the reminders?

Yes. Each template is edited in English and Spanish, with a test send, and can be reset to the default. The three approval reminders are set in hours.

What happens to my data if I leave?

The instance is yours: your own server, database and files, not mixed with other agencies. What you get back and when it's switched off is put in writing before we start.

The ones on this page and on the others, together: every question, on one page

From the first call to the first piece approved in your portal.