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How to create your own client portal in minutes

Are you struggling to communicate and share key information with your clients?

You’re not on your own. Insurance provider Unum, found that poor communication is costing UK businesses £2.7bn a year.

Part of this is down to the continued reliance on email. Overzealous firewalls and losing important information in endless email trails are just two reasons why this is a poor method of communication.

What you need is a client portal. A secure online workspace where you can manage all communications with your clients.

This will allow you to work closer with them and provide a better customer service experience.

In Kahootz, you can create your own client portal in a matter of minutes. In this quick, step-by-step guide, we show you how.

Setting up

Legacy software is difficult to set up. You need an expensive consultant to configure it, which quickly drains your budget.

The project then drags on for months, leaving you wondering why you bothered in the first place.

In the cloud, it’s much simpler. You can get started in minutes by launching a free 30-day trial and creating your first workspace.

Also, because of the intuitive nature of Kahootz, very little consultancy, if any is needed. You can do the setup yourself without any special IT training.  

But if you do get stuck, you have our Knowledgebase and support team who are on hand to answer any questions you may have, so you and your clients can get the most out of using the portal.

Adding content

Content should be at the heart of your portal. Without it, your clients have no reason to participate and work closely with your organisation.

Kahootz can provide the rich content your clients crave. It has everything you need to keep them interested in what’s going on in your organisation.

Our document management facility is a key part of this. You can easily share documents and ask for feedback from your clients in one place.

This is a good starting point. However, our platform allows you to take collaboration further by providing:

  • Surveys – You can use surveys to gather feedback from clients on which new features to prioritise and analyse the results in real time.
  • Blogs – Keep your clients up to date with the latest news about your organisation.
  • Dashboards of key information – Using our in-built report writer, you can show your clients the data that’s most important to them.
  • Forums – Create separate forums about the topics closest to your clients’ hearts and watch their engagement with your organisation grow.

Unlike other providers that set rigid templates, in Kahootz, you’re given the tools to design your portal how you want.



No doubt, your organisation will have hundreds of clients.

Each one will have their own view about which new product features should be prioritised and the information they want to receive from you.

This can cause issues though. Some clients will struggle for their voice to be heard with so many other users in your portal.

That’s not all. With commenting so open, users from one client can see comments from another. This could cause problems if a client was to complain about your service for example.

The solution many vendors offer is to create a separate site for each client. However, this can be costly.

Fortunately, you can separate clients within one Kahootz site. This is achieved by the offering comprehensive access controls at the following levels:

  • Workspace – Creating a separate workspace for each client forms a clear barrier between them.
  • Folder – Alternatively, you can allocate a folder to each client and restrict access to other groups.
  • Individual content items – For example, only allowing a select group of clients to view a ‘New product features’ document.
  • Teams – Create a ‘team’ for each client and apply access to folders and workspace items as appropriate.


The first three steps will allow you to create your own client portal and tailor the settings to suit your requirements.

But it’s not just content you need to consider. Your clients will be expecting the portal to be consistent and fit seamlessly with your brand.

An unbranded portal not only looks unprofessional, but it can also confuse your clients. Especially if they’re arriving via your branded website.

Kahootz Enterprise allows your portal to be branded to match your corporate identity.

That’s not all. You can also define site and workspace defaults, user profiles and the URL you use to further integrate the portal with your brand.

Enterprise also allows you to take advantage of additional features such as:

  • Deeper levels of site configuration
  • More flexible licensing options
  • Increased cloud storage
  • Superior system administration
  • Additional product functionality
  • Custom plug-in development

You should now be ready to launch your own client portal. However, if you would prefer a walkthrough of Kahootz, please don’t hesitate to request a demo or contact us today for more information.

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