Growing Your Business, Lesson 2: Projects & Files to Get You Booked
Section 4: Your clients’ HoneyBook experience


While you're the one that will be spending the most time in HoneyBook, your clients will come in contact with the platform as well—but we still want to make sure it feels like you and your business!



Your Client Portal allows your clients to access a limited version of the Project you’ve created for them in HoneyBook. They can easily review anything your explicitly sent them—emails, files, and attachments—as well as their Project details, without giving them access to internal details like notes, Workflows, Project stages, etc.  


Within their Client Portal, your clients CAN:

  • View & take action on any files you’ve explicitly sent them
  • Make new payments and view already processed payments
  • View the Activity Feed of the Project (including emails, actions they’ve taken on files, etc.)
  • Email Project participants through the Activity Feed
  • View (but not edit) public-facing Project Details


Within their Client Portal, your clients CANNOT:

  • View internal notes you’ve added
  • View files that have been drafted, but not sent
  • Edit Project Details
  • View your Project Options toolbar (time tracker, Workflows, etc.)



While clients will always be able to access the emails and files you send them directly, creating and distributing a unique link to your Client Portal directs clients to a login screen—branded to look like your business!—to create/input a password, then drops them into their full Project (instead of directly into a file). It’s a great way to extend your brand even further, essentially white-labeling the HoneyBook experience for your clients!



PLEASE NOTE: At this time, only account Admins are able to customize and share the Client Portal.




In this section, we'll review:





Customizing your Client Portal URL

When customizing your Client Portal URL you have two options: Using Our Domain or Using Your Domain.

Regardless of what URL option you choose, you will have the same options for Customizing the Design of your Client Portal and the same options for sharing your Customized URL link.

Using Our Domain:

1. From any page, click your profile photo in the top right corner of your screen.

2.  Select Company Settings from the menu.

3. Select the Domain & Client Portal tab.

4. In the URL field, under the Use Our Domain Section, click the pencil icon to adjust the prefix to your liking.

  • We’ll auto-populate the URL with your company name, but you can adjust the prefix, which is any text before .hbportal.co/app/
  • If you need to adjust your URL after you’ve claimed it, click the pencil icon to edit.

PLEASE NOTE: You are only able to edit or create a new URL 3 times—choose wisely!

5. Click Save URL when you're ready.

Using Your Own Domain:

1. From any page, click your profile photo in the top right corner of your screen.

2. Select Company Settings from the menu.

3. Select the Domain & Client Portal tab.

4. In the URL field, under the Use Your Company Subdomain, click the “Use Company Subdomain” button

5. From here there are Three Mandatory Steps to register your subdomain within HoneyBook:

  • Enter your domain name. Be sure that you already own the domain name AND that there is no subdomain entered (ie www.yourdomain.com). Rather, you’ll want to enter the information here as yourdomain.com.

Worried about making a mistake? No problem! We’ll verify your domain in real time once you click to move on to step two. If there’s something wrong, we’ll be sure to let you know to double check your work. The best way to check your work is by ensuring you do in fact own your domain and that there is no subdomain in the information you input (that includes www).

  • Choose your subdomain. This is the fun part! You can choose any name you’d like your clients to see when they access your HoneyBook files, messages and other relevant job details. The maximum length for this subdomain name is 63 characters.
  • Create the subdomain with your website host. Go to your domain host (the site which you host your website through) and create your CNAME record name.

Every domain host has their own set of instructions, though they’re all a relatively similar set of steps, on how to set up a subdomain within your domain. We’ve linked to a few commonly-used sites below for your convenience.

If you don’t find your domain host listed here, we recommend searching your domain host’s help center for “CNAME record” or “adding a subdomain” to find specific instructions.

Our members' most commonly-used sites:

IONOS(1&1)

GoDaddy

Wix

Squarespace

Google Sites

Cloudflare

Pixieset

Showit

Weebly

WordPress

Zenfolio

6. Once you’ve completed the third step of customizing your subdomain, we’ll have to process the registration of the subdomain on our side. No action necessary from you during this process, but it may take a few hours to finalize the process on our end. You’ll be able to easily track this progress through the status underneath your Custom Subdomain stating either “connecting domain…” or “active domain” once the domain is officially connected.

PLEASE NOTE: During this process of connecting your new subdomain, before it’s officially connected and active, the only active domain will be the default HoneyBook Domain.

7. Once the subdomain is officially connected, your Domain & Client Portal tab will look slightly different to reflect these changes, PLUS you’ll receive a confirmation email. From this email, you can even test out the new subdomain on your website!

On the other hand, if there is a failure in syncing your subdomain with HoneyBook you’ll see a red exclamation and the message “domain registration failed” PLUS you’ll receive an email notice of the failed connection.

Some common reasons a subdomain fails:

  1. Typos - please check your spelling on both the HoneyBook registration page AND on your web host’s CNAME Record.
  2. Combination of domain is already taken
  3. Combination of subdomain is already taken

PLEASE NOTE: At this time, you will not be able to undo or change your subdomain once registered. In order to remove the registered subdomain or start over you’ll need to contact our concierge team at [email protected].


Customizing your Client Portal

1.  Once you claim your URL, you can personalize your Portal’s login screen. To do so, click Customize Screen in the Login Screen Preview section.


2.  Select your background color and whether you’d like to display your logo (in square or full size).

  • PLEASE NOTE: Make sure you’ve uploaded your full-size and square logos in your Company Brand section—then, you can include it on your login screen! 

3.  Click Save when you’re ready!

HoneyBook Tip: Want to see how your login screen will look on mobile? Click the mobile phone icon at the top of the screen to preview!





Sharing your Client Portal


Once you’ve claimed your URL and customized the design of your Client Portal, it’s time to start sharing!

As discussed, sharing your portal link directs clients to a login screen—branded to look like your business!—prompting them to create/input a password. Then, they’ll be dropped into their full Project (instead of directly into a file).

The link can be shared through your Custom Domain & Client Portal Settings page or right through individual Projects, and can be sent to any clients that are set up as Project participants.

To share the link from your Client Portal Settings:

1.  From any page, click your profile photo in the top right corner of your screen. 

2.  Select Company Settings from the menu.

3.  Select the Custom Domain & Client Portal tab.

4.  In the URL field, click the Share icon.

5.  Enter the email address(es) with which you’d like to share your link.

PLEASE NOTE: Only email addresses that are associated with Projects in your account will be available to select, and clients will need to log in using the email address they have associated with those Projects. Contacts that are not Project participants, even those that are currently in your Contact List, will not be able to gain access to their Portal, nor will you be able to share the link with them from here.

6.  When you’re ready, click Review Email.

7.  Make any edits you need to the email you’ll be sharing, and click Send.



To share the link from within a Project:

1.  From your HoneyBook home page, navigate to the Project through which you’ll be sharing your Portal link.

  • You can search for a specific Project via the search icon, or select the Projects tab to review your full list of Projects.

2.  In the Project Options section, click Send Client Portal Link.

3.  Select the Project participants with whom you’d like to share the link.

PLEASE NOTE: When sharing directly through a Project, you’ll only be able to select participants for that specific Project as recipients.

4.  Click Review Email.

5.  Make any edits you need to the email you’ll be sharing, and click Send.


Your client will receive an email letting them know that they now have access to the Client Portal, and providing them with a link to create their login. From there, they’ll be able to select a password and access their Portal!




In the next lesson, Your Clients' Experience with Files, we'll finish our review of the client-side experience as we explore what your clients will see when you send them Brochures, Invoices, Contracts, & Proposals!









Have questions? Feel free to send us a message by clicking the Question Mark icon on any HoneyBook page. Our team is always happy to help!

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