Do I have to install anything?

No. It opens in the browser, on a computer or a phone, at the agency's address.

Yet another password?

Yes, one: you choose it when you accept the invitation, twelve characters or more. If you forget it, you reset it by email.

Can I approve from my phone?

Yes. You open the email, see the piece and approve or request changes from your phone's browser.

What happens if I don't reply in time?

The portal reminds you by email (by default, the next day, after three days and after a week) and then alerts your contact at the agency.

Does the agency see how long I take to reply?

Yes. Each piece records when it reached you and with what deadline, and when you approved or requested changes, with your name and the date. How you respond to approvals also counts towards the service health you see on your home page. Your pending pieces are on your home page and, with their deadline, under Approvals. If a deadline passes, what happens to the publication is what you agreed with the agency: the portal just keeps it on record.

Can I request changes without explaining?

No: to request changes you have to write what to change. That way the team knows what to do and nobody has to call you to ask.

What if I change my mind after approving?

Write it to the agency in the comments on the piece. Your approval stays in the history with your name, the date and the version you approved, and if the agency makes the change you'll see the new version next to the previous one. Whether that change is covered by what you agreed is between you and the agency: the portal doesn't decide it.

Can I see what I approved three months ago?

Yes. Every approval is stored with your name, the date and the version, and every piece keeps all its versions.

What if I send the agency the OK over WhatsApp, like always?

You can. Then someone at the agency approves the piece from the portal, and the history shows their name, not yours. If you want it on record that you approved it, press the button in the email: one tap, and it's stored with your name and the date.

Can two people from my company log in?

Yes. The agency invites each one with their own access; they all see the same space. When one of you approves or requests changes, it's recorded under their name, not the company's.

Do I keep sending you materials by email?

Yes, as you do now. The portal's Library is for what the agency shares with you; you download it.

How many emails will I get?

One when a piece is ready, the reminders if you don't reply, a summary on Mondays and, if the agency has your date, a greeting on your birthday. All from the agency's sender.

For your client

What your client will see, from the first email to the approved piece.

“My clients won't log in to yet another tool” is the sentence we hear most before a demo. Here is, step by step, what your client receives, sees and does. And a message ready to send them.

Nothing to install
Approves from their phone
Only sees their own work

To let your client know Try it: this is how your client approves

Journey reviewed in October 2026 against the version in production.

Before they log in: the invitation

Your client doesn't sign up anywhere. You (or a manager at your agency) invite them, and they get an email.

Who invites them: You or a manager, from that client's space. You can invite several people from the same company, each with their own access.
What they receive: An email from your agency's sender, with your name and in their language, with the link to set their password.
What they have to do: Open the link and choose a password of twelve characters or more. That's it.
What they need: A browser, on a computer or a phone. There is nothing to install and no app to download.
Where they log in: On your subdomain (clients.youragency.com), with your logo on the login screen and the wording you've set.
If they forget the password: They reset it by email with a single-use link. You can also reset it for them.

If you'd rather create their access yourself, you can add them with a temporary password they'll have to change the first time they log in.

Their first screen

When they log in they see their home: what's waiting for them and how the service is going. Nothing from the agency, nothing from other clients.

Pending approvals: The pieces waiting for their answer, with their deadline.
This month's calendar: What gets published each day and on which channel, with the status of each piece.
Next 30 days: The pieces planned for the coming weeks.
Shared files: What your team has left in their Library, to download.
Service health: A 0 to 100 indicator that sums up response to approvals, activity, their rating and overdue work.
A 0 to 10 survey: They can say how the service is going and leave a comment, whenever they like.

Their menu has five entries: Home, Approvals, Content, Library and Integrations. No create buttons.

How they approve a piece

They do it on the piece itself, and what they decide is written down.

They get an email
“Ready for your approval”, from your sender, with the link to the piece. In the portal it also shows up in the notifications bell.
They open the piece
They see the current version, the previous ones, the comments and the deadline. If they have a question, they write it in the piece's thread and your team gets it.
They decide
Two options: approve or request changes. To request changes they have to write what to change; without a note it won't send. Postponing isn't up to them: that's your team's call.
It's on record
Their name, the date and the version they approved or sent back. Your team gets the notification and, if they asked for changes, the note goes into the history as a numbered round.
If there's a new version
They get the email again and repeat. Every delivery is a new version and the previous ones are still there.
From their phone
All of the above works the same in the phone's browser.

The same thing they do today on WhatsApp, but on the piece and in writing.

Try it yourself: this is how your client approves

A sample piece with made-up data and the two buttons your client will see. You play the client. Nothing is sent anywhere.

Autumn launch reelInstagram · due tomorrow · v3

Pending

Laura M. has received the “Ready for your approval” email with the link to this piece. They see v3, the previous versions, the comments and the deadline.

What's on record

v3 · delivered by your team

Postpone isn't there: only your team can do that. And in the real portal your client does all of this from their phone too.

If they don't reply

The portal reminds them for you. Nobody on your team has to write to them.

Three reminders

By default, the next day, after three days and after a week. You set the timing in your agency settings.

With a cap

There is a maximum number of sends: it doesn't flood their inbox.

Then, escalation

When the reminders run out, the account manager and you get the alert. That's when you decide whether to call.

You see it in the report

How long each client takes to approve, on average, and which pieces are overdue. Every figure opens its pieces.

How it looks from your side, alert by alert, can be tried in the owner's journey: Try it: this is what the portal does when your client doesn't reply

What they get without asking

Everything comes from your agency's sender, in their language. The wording of each email is changed from your agency settings.

When a piece goes to review

“Ready for your approval”, with the link to the piece.

If they don't reply

The reminders above, and nothing more than that.

Every Monday, a summary

The weekly summary of their space, by email.

On their birthday and anniversary

An automatic greeting on their birthday and one month, six months and a year after you started working together.

Nothing from PortaliaFlow

Our brand appears neither in the emails nor in the portal. To your client, the portal is yours.

What they don't see and can't do

So your client logs in with peace of mind, and so does your team.

What they never see

Other clients of your agency.
Internal tasks and your team's conversations: notes and @mentions never reach the portal.
Costs, rates, freelancer payments and finances.
Your team's internal corrections: the history keeps internal rounds separate from theirs.

What they can't do

Create tasks or pieces: that's your team's job.
Upload files to the Library: they download what you share. They keep sending you materials the way they do now.
Postpone an approval: only approve, or request changes with a note.
Change the calendar status: marking a piece as published is done by your team.

What's not there yet

So you don't promise it.

A mobile app

There is no app in the stores. It's the web, adapted to phones, in the browser.

WhatsApp alerts or push notifications

Alerts arrive by email and in the portal's bell.

Sign-in with Google or Microsoft

They log in with email and password. There is no two-factor authentication either.

Chat with the agency

There is no general chat: conversations live on each piece, in its thread.

Other languages

The portal is in Spanish and English; each person picks their own.

If your client needs any of these, tell us on the call: better to know before we set anything up.

This is what affects your client. The full list of what the product doesn't do, with what there is instead, is in What it doesn't do (yet).

Questions your client will ask you

And the answer you can give them.

Do I have to install anything?: No. It opens in the browser, on a computer or a phone, at the agency's address.
Yet another password?: Yes, one: you choose it when you accept the invitation, twelve characters or more. If you forget it, you reset it by email.
Can I approve from my phone?: Yes. You open the email, see the piece and approve or request changes from your phone's browser.
What happens if I don't reply in time?: The portal reminds you by email (by default, the next day, after three days and after a week) and then alerts your contact at the agency.
Does the agency see how long I take to reply?: Yes. Each piece records when it reached you and with what deadline, and when you approved or requested changes, with your name and the date. How you respond to approvals also counts towards the service health you see on your home page. Your pending pieces are on your home page and, with their deadline, under Approvals. If a deadline passes, what happens to the publication is what you agreed with the agency: the portal just keeps it on record.
Can I request changes without explaining?: No: to request changes you have to write what to change. That way the team knows what to do and nobody has to call you to ask.
What if I change my mind after approving?: Write it to the agency in the comments on the piece. Your approval stays in the history with your name, the date and the version you approved, and if the agency makes the change you'll see the new version next to the previous one. Whether that change is covered by what you agreed is between you and the agency: the portal doesn't decide it.
Can I see what I approved three months ago?: Yes. Every approval is stored with your name, the date and the version, and every piece keeps all its versions.
What if I send the agency the OK over WhatsApp, like always?: You can. Then someone at the agency approves the piece from the portal, and the history shows their name, not yours. If you want it on record that you approved it, press the button in the email: one tap, and it's stored with your name and the date.
Can two people from my company log in?: Yes. The agency invites each one with their own access; they all see the same space. When one of you approves or requests changes, it's recorded under their name, not the company's.
Do I keep sending you materials by email?: Yes, as you do now. The portal's Library is for what the agency shares with you; you download it.
How many emails will I get?: One when a piece is ready, the reminders if you don't reply, a summary on Mondays and, if the agency has your date, a greeting on your birthday. All from the agency's sender.
Can I see what the agency has lined up for me?: Yes: your home shows this month's calendar, what's planned for the next 30 days and the shared files. And to tell them, on top of that, what you've already done for them each month: How to show your client what you do for them every month.

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

To let your client know

Message ready to copy (without naming us: the portal carries your brand)

Hi [name]. From [date] we'll be approving pieces in our portal, at [clients.youragency.com], instead of over WhatsApp and email. You'll get an invitation from this same sender: open the link, choose a password and you're in. There is nothing to install.

When a piece is ready you'll get an email with the link. You open it, see the version and the comments, and you have two options: approve, or request changes by writing what to change. It works the same from your phone. If it slips your mind, the portal reminds you; we won't need to chase you.

On your home you'll also see this month's calendar, what's planned for the next 30 days and the files we share with you, and every Monday you'll get a summary by email. If you'd like someone else from your team to have access too, send me their email and I'll invite them.

Request a demo and see it from your client's chair.

In the demo we show you the portal with sample data, from the agency's view and from the client's.

Request a demo

Everything on this page is in production. What isn't, is listed under “What's not there yet”.

What your client will see · portaliaflow.com/en/what-your-client-sees