Ben SnapeA client portal for architects gives clients a login where they can find the project information your practice chooses to share. Depending on the system, that might include files, project updates, quotes, invoices and conversations with the team.
For example, in PlanMan a client can view their quotes, invoices and projects, access documents marked as public, and read or reply to emails. This gives them a place to return to when they need information about their work with you.
This guide covers what a portal can help with and the questions to ask about access, security and ongoing support before choosing a service or building your own.
Improved communication
Client portal apps centralize communication, making it easier to share project updates, documents, and feedback.
Keeping conversations with the project record can make decisions easier to find when questions or disputes arise.
Better client experience
Clients can access project updates, documents, and other information at their convenience. This transparency builds trust and improves the overall client experience.
Agree what you will share and how often you will update it. Clear expectations can help you address misunderstandings before they become disputes.
Enhanced security
Access controls matter when project files contain personal or confidential information. Check who can see each record, how access is granted and how accounts are removed when they are no longer needed.
Fewer separate updates
A client portal gives clients somewhere to check information themselves, which can reduce repeated requests for files and project updates.
Efficient document management
A portal can give clients one place to find shared project documents. If you need version history, issue records or approval workflows, check those features explicitly rather than assuming every portal includes them.
Time and cost savings
Automating processes and reducing the need for physical meetings or lengthy email threads can save both time and money.
The benefit depends on how consistently your team and clients use the portal and keep its information up to date.
Compliance and accountability
Choosing a portal is one part of managing information responsibly. Review your practice’s compliance requirements, the provider’s privacy terms and your own sharing procedures. If you need an audit trail, ask which events are recorded and how long those records remain available.
Test the service with a small set of project records before inviting clients, including checking what a client account can and cannot see.
Choosing and setting up an architecture client portal
What should you check before sharing client information?
PlanMan includes a client portal for architecture practices. If you are comparing ready-made services or considering a custom portal, check who can see each record, how accounts are managed and who is responsible for maintaining the service.
Conduct thorough risk assessment
Before building your portal, assess potential security risks. Identify vulnerabilities and plan how to mitigate them. Make sure you have a clear idea what data you will be storing and how.
Focus on strong authentication and authorisation
Ask what authentication options the service supports, including whether multi-factor authentication is available. Check how client access differs from staff permissions and who can invite or remove users.
Use encryption
Check how the service encrypts information in transit and in storage, and where the provider documents those arrangements.
PlanMan uses HTTPS to encrypt the connection between your browser and the service. Its data protection policy describes its hosting, encryption and backup arrangements.
Push regular software updates
Keep your portal software and all related systems up to date with the latest security patches to protect against vulnerabilities.
When reviewing a provider’s updates, ask who maintains the service and how changes that affect clients are communicated.
Secure data storage & regular backups
Ask where information is hosted, what the backup arrangements cover and how data can be recovered or exported.
In PlanMan, clients see the project records and documents you share with them. A client login does not mean every internal project document should be made public.
Agree who is responsible for checking backups and testing recovery if you build and maintain your own portal.
Continuous monitoring
Implement continuous monitoring to detect and respond to security incidents promptly.
Before choosing a provider or building a portal, establish who handles security incidents, how you contact them and what responsibilities remain with your practice.
User-friendly interface
Design a user-friendly interface that makes it easy for clients to navigate and use the portal. This includes intuitive design, clear instructions, and accessible support.
Integration with other tools
Check how the portal works with your project records and communication tools so information stays consistent.
Offer client education
Educate your clients on how to use the portal securely. Provide guidelines on creating strong passwords, recognizing phishing attempts, and reporting suspicious activity.
We have an extensive knowledge base and an architectural business blog that you can use to enhance your knowledge of architectural project management – as well as client relations.
The PlanMan client portal
PlanMan includes a client portal for your architecture practice.
Keep client enquiries, quotes, projects, invoices and emails on the client record, and choose which project documents clients can access.
Clients can log in to their own portal to view quotes, invoices, project updates, and public documents.
They can also reply to emails and start new conversations directly from the PlanMan portal without looking for threads and messages across different messengers.
The platform supports client onboarding, helping you introduce clients to your processes, project timelines, and deliverables.
Use the portal to give clients access to the information you choose to share, alongside the rest of your project records.
Sign up for a free trial today, and if you have any specific questions about these features, feel free to call us!