Client Portal Guide

The Agency Beats Client Portal is a branded, secure space where your clients can view project progress, review and approve content, leave feedback, track performance metrics, and join meetings — all without needing access to your internal workspace.

Each portal is automatically generated per brand and can be shared with any number of client stakeholders. Clients only see what you choose to expose, ensuring your internal operations stay private while keeping clients fully informed.

Creating a client portal takes just a few steps. Once a brand is set up in Agency Beats, you can activate its portal and invite client stakeholders immediately.

Every client portal can be customized to match your agency's or your client's brand identity. This creates a seamless, professional experience that reinforces trust.

• Upload your agency logo or the client's logo to the portal header
• Set primary and accent colors to match brand guidelines
• Customize the portal welcome message and description
• Add a custom domain (e.g., portal.youragency.com) on Agency and Enterprise plans
• Toggle dark or light theme for the portal interface
• Configure email notification templates with your branding

Not all client stakeholders need the same level of access. Agency Beats provides granular role-based permissions so you can control exactly what each person can see and do within the portal.

• Viewer — Can view content, reports, and project timelines but cannot take actions
• Reviewer — Can view content plus leave comments and feedback on deliverables
• Approver — Full review capabilities plus the ability to approve or request revisions on content items
• Admin — Full portal access including inviting other stakeholders and managing portal settings

Roles are assigned per person when you send the invitation. You can change a stakeholder's role at any time from the portal settings without requiring them to re-authenticate.

The approval workflow is the heart of the client portal. When your team marks content as "Ready for Review," it instantly appears in the client's portal with all the context they need to make a decision.

Clients can approve, request changes, or leave inline comments directly on the content. Every action triggers real-time notifications to your team so nothing falls through the cracks.

Agency Beats supports threaded, contextual feedback directly on content items. Clients can leave general comments or attach their feedback to specific elements within a deliverable.

• Threaded comments with replies — keep conversations organized per topic
• Visual annotations — clients can click on images or designs to pin feedback to exact locations
• Mention team members with @mentions to direct feedback to the right person
• Attach files to comments (briefs, reference images, brand assets)
• Comment status tracking — mark feedback as resolved, in progress, or open
• Full comment history preserved for audit trail and reference

All feedback is synced back to your internal workspace in real-time. Your team sees client comments alongside internal notes, with clear labels distinguishing between the two.

Give your clients real-time visibility into campaign performance with automatically generated dashboards. No more manually building reports in spreadsheets or slide decks.

• Overview dashboard with key metrics: reach, engagement, impressions, clicks, and conversions
• Platform-specific breakdowns for Instagram, Facebook, LinkedIn, TikTok, and X (Twitter)
• Content performance ranking — see which posts performed best by engagement rate
• Audience growth and demographics over time
• Campaign-level analytics with goal tracking and progress indicators
• Custom date range filtering and comparison periods

Dashboards are updated automatically as new data flows in from connected social accounts. You can choose which metrics and platforms are visible to each client.

Clients stay informed without being overwhelmed. Agency Beats sends smart notifications based on the client's role and the actions that matter most to them.

• Email notifications for new content ready for review, approved content going live, and weekly performance summaries
• In-portal notification bell with a real-time activity feed
• Configurable notification preferences — clients choose what they want to be notified about
• Digest mode available — bundle notifications into a single daily or weekly email

The activity feed provides a chronological timeline of everything happening on the brand: new content published, approvals given, comments added, and milestones reached.

Clients can join scheduled meetings directly from their portal — no need for separate video call links or calendar invitations. Agency Beats's integrated meeting system powered by LiveKit provides a seamless experience.

• Upcoming meetings displayed on the portal dashboard with one-click join
• Meeting recordings and AI-generated summaries available after each call
• Action items extracted from meetings are automatically linked to tasks
• Screen sharing and presentation mode for creative reviews
• Meeting transcripts searchable within the portal

Client portals are built with enterprise-grade security. Every interaction is encrypted, authenticated, and logged to ensure your clients' data and your agency's work remain protected.

• Passwordless magic link authentication — no credentials to manage or forget
• Session expiry and automatic logout after configurable idle periods
• IP allowlisting available on Enterprise plans for restricted network access
• Full audit log of all portal activity — who viewed, approved, or commented on what and when
• Two-factor authentication (2FA) available for Admin-role stakeholders
• SOC 2 Type II compliant infrastructure with data encrypted at rest and in transit

You can revoke a client stakeholder's access instantly from the portal settings. Revoked users lose access immediately and cannot view any cached content.

Beyond client-facing features, Agency Beats provides your agency team with insights into how clients interact with the portal. This helps you understand engagement patterns and optimize your service delivery.

• Track which clients are actively reviewing content and which are unresponsive
• See average approval turnaround time per client and per content type
• Monitor portal login frequency and session duration
• Identify bottlenecks — content items that have been pending review the longest
• View comment and feedback volume trends over time

Based on feedback from thousands of agencies using Agency Beats, here are the recommended practices for getting the most value from the Client Portal.