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Understanding the client portal

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When you create a client record, Asana sets up a dedicated portal for that client. The client portal is a private space where your clients can view and interact with any work you choose to share with them.

Your team manages the portal in Asana. Your client sees the published version, including updates, files, and client-facing to-dos, but not your internal project work.

What clients can see

The client portal includes a tab for each of the following: Overview, Timeline, Files, and Messages. 

In Overview (the default view), clients can read the latest status updates on what the agency has been working on, review and action on the to-do tasks you have assigned.

The Timeline tab displays key project events in a read-only, visual timeline your client can browse but not edit.

From the Files tab, clients can view all files shared with them and upload their own. Files appear here whether they are attached to a task or project, or uploaded directly to the tab.

Note iconNote

If your client does not already have an Asana account when they are invited to their portal, they will be prompted to create one.

Customize your portal

You can personalize the portal before sharing it with your client. This helps the space feel tailored to them and gives them useful context from the start.

Set a cover image

To set the portal background:

  1. Open the client and click Portal.
  2. Click Upload image and choose an image up to 50 MB.

To change it later, click Upload new image. To remove it, click Remove image.

Edit the welcome update

When a portal is created, Asana adds an initial progress update so the space is not empty when your client first opens it. This is where you can greet your client and share how you will use the portal to communicate status updates, track tasks, and keep work moving forward together.

You can adjust the messaging of the initial progress update by clicking on the three dots and clicking Edit.

Manage client portal access 

Invite the people at your client organization who should be able to access the portal. They are added to the portal only, not to your internal projects.

Invite a client

  1. In the portal editing view, click Share with client to open Manage client portal access.
  2. Under Invite with email, enter the client email address in Add clients by email.
  3. Click Invite.

Your client receives an email with the subject line "Your project portal is ready" and a button that takes them directly to the portal.

Note iconNote

Adding a client contact does not automatically invite the contact to the portal. Portal access is invite-only via the process outlined above. 

Remove a client

  1. Click Share with client and find the person under Who has access.
  2. Click Remove.

Adding information to the portal

Only the content you choose to share appears for the client in the portal. Your internal work stays internal unless you publish it for the client.

Add a to-do for your client

In the portal To-dos list, click Add to create a client-facing task. Use this for work you want the client to review, approve, or complete.

Clients can comment on shared to-dos and mark them complete. 

A new portal also includes an initial task, titled Need to submit a new request?. The task description explains to the client how they can create a task for the attention of your team. 

Post a status update for your client

From the portal status panel, click Post to create a status update. The update appears at the top as the most recent update under Progress updates, with past updates in the scroll below it.

Share files

  1. Click on the Files tab. 
  2. Click Add file. 
  3. Choose a file to upload.

To remove a file from the portal, click the three dots on any file and click Delete attachment.

Note iconNote

Any files added to the projects in your portal will also appear under the Files tab. 

Preview your portal as a client

Previewing the portal lets you confirm what your client will see before you share it. 

In the portal editing view, click Preview as client. The client view opens in a new tab.

Staying notified

Your team continues to receive activity through normal Asana notifications. If a client comments, completes a to-do, or submits a request, that activity appears in your Inbox and can also be sent by email.

Clients are notified by email. They receive the initial invitation when the portal is shared, and they can also receive emails about activity on the items they follow.

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Understanding the client portal | Asana Help Center