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The Client Portal gives your customer a private, always-up-to-date view of their project. Instead of calling the office to ask when the crew is coming or whether the photos are in, they sign in and see it for themselves. You turn the portal on from the project’s Client Portal tab, and the customer gets a secure sign-in link — no password needed.
If you don’t see a Client Portal tab on your projects, the client portal isn’t turned on for your workspace. See Feature availability.

Video: Menaia Client Portal Tour (2:22)

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Before you start

The portal belongs to the project’s primary contact, and that contact needs an email address. The customer signs in through links sent to that email, so without one the portal can’t be activated. If the primary contact has no email yet, add one first — see Edit project details & contacts.
What the customer can see is set once for your whole workspace in Client Portal settings — which tabs appear, and which media folders are shared. Check those before you send your first invite.

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Activate the portal and send the invite

1

Open the Client Portal tab

Open the project and click the Client Portal tab. A portal that hasn’t been shared yet shows Not activated next to the heading, with an Activate the client portal card over a blurred preview.
2

Start the invite

Click Activate & send invite. The Customize Notifications window opens, showing the phone number and email on file for the primary contact.
3

Choose how to send it

Use the Email Client and Text Client switches to pick how the invite goes out. Both are on by default. A switch is unavailable when there’s no email or phone on file for it.
4

Send it

Click Send Invite. You’ll see Portal activated, and the heading’s status changes to Active.
If the contact has no email, the window shows An email address is required and Send Invite stays disabled — even if they have a phone number. Add an email to the contact, then try again.
The invite tells the customer who shared the portal and gives them a button to open it.

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Keep track of the invite

Once the portal is active, a line under the preview shows when the latest invite went out and to which email — for example Invite sent Sep 3, 2:15 PM to jane@example.com — followed by Opened and the time the customer last opened the link, or Not opened yet.

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Preview what the customer sees

While the portal is active, the tab shows a live preview labelled with the contact’s name — for example Live preview — this is what Jane sees. It’s the real portal for this project, so you can click through its tabs and folders to check what’s shared before the customer does. Buttons that would act for the customer, like signing a proposal or paying an invoice, are inactive in the preview.

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Copy, resend, or deactivate

When the portal is active, three buttons appear above the preview.
A copied portal link signs whoever opens it in as your customer. Share it only with the customer, and don’t post it anywhere public.
If you send an invite and then try again within about a minute, you’ll see a message that a portal link was just sent. Wait a minute and resend — this keeps customers from getting a pile of duplicate emails.
If the project’s primary contact changes, resend the invite. Sending an invite always gives access to the current primary contact and removes it from the previous one. To reopen a deactivated portal, click Activate & send invite again.

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What the customer sees

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Signing in

The customer opens the portal from the link in their invite. It takes them to Your projects, a list of every project you’ve shared with them — each card shows the project name, address, and start date. They click View project to open one. When a link has expired, the customer lands on your portal’s sign-in page instead, which reads Sign in to your project and shows your company name and logo. They enter the email you have on file and click Email me a sign-in link, and a new link arrives in their inbox. The page answers the same way whatever email is entered, so it never reveals who your customers are.
Customers don’t need an account or password. If they tell you their link stopped working, point them to the link in any earlier invite — it takes them to the sign-in page where they can request a fresh one.

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The portal tabs

Every project in the portal shows your company name and logo, the branch, and the project name, with tabs along the top. Overview is always there; the others appear only when your workspace has turned them on in Client Portal settings.
Recent photos on Overview only come from folders shared with clients, too. If your workspace turns the Media tab off, Overview still shows a few recent photos, but the customer can’t open the full gallery.

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Who can do what

  • Admin, Ops Manager, Sales Admin, Sales Member, and Client Coordinator can activate the portal, send and resend invites, copy the portal link, and deactivate it.
  • Crew Leaders can open the tab and see the live preview of an active portal, but can’t activate, share, or deactivate it.
  • Choosing which tabs customers see and which media folders are shared is an Admin task in Settings.

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What’s next

Client Portal settings

Pick which tabs customers see and open the portal automatically when a proposal is signed.

Add & manage project media

Put photos in the right folders so the customer sees what you mean to share.