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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 dedicated space where you control what your clients see. It is bi-directional, so clients can comment on updates, create and complete tasks, and upload files, all without accessing your internal work.

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

What clients can do

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

In Overview (the default view), clients can read the latest status updates and review and act on 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.

Clients need an Asana account to access the portal. If they do not already have one when they are invited, they will be prompted to create one. Inviting clients to the portal does not consume a license on your paid plan.

In the portal, clients can create tasks, mark tasks complete, download files, read status updates, comment on tasks and status updates, and read historical comments on any task they have access to. Clients cannot invite other users to the portal or delete uploaded files.

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 the three dots and 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 Invite clients to open the Manage client portal access modal.
  2. Under Invite with email, enter the client email address.
  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 Invite clients and find the person you wish to remove 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 task for your client

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

Clients can comment on shared tasks 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 + Add update 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 task, or submits a request, that activity appears in your Asana 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