One link per client, no password to forget
Most agency client portals fail the same way. The client is asked to create an account, forgets the password, asks you to email the file instead, and within a month everyone is back in the inbox.
Why files and approvals go missing
The work that gets lost between an agency and its client is almost always a file or a decision, and both are lost in the same place: an inbox.
- Assets arrive by email. Logos, brand guidelines and product shots land in one person’s inbox and are found again by searching it.
- Versions multiply. Final, final v2 and final approved all exist, and the one that goes out is whichever was attached most recently.
- Approvals are informal. Yes looks good in a thread is an approval until somebody disputes it, at which point nobody can find it.
- Chasing is manual. The brief you need to start work is late, and the only way to move it is another email.
A portal a client will actually open
A private link, not an account
Each client has one link that opens their portal. No signup, no password reset, nothing to install. That single decision is the difference between a portal used weekly and a portal used once.
Files in both directions
You share deliverables, they upload assets, and both land against the client record where the rest of their work already lives. The file stops being an attachment and becomes part of the account.
Requests that chase themselves
Ask for something specific, the brand guidelines or a signed scope, and it appears as a request in their portal. What is outstanding is visible to both sides, so chasing is a glance rather than an email.
A thread per client
Conversation happens against the record instead of across three inboxes, so a new person joining the account can read what was agreed rather than asking someone to forward it.
Why it is not a separate product
A standalone portal is another tool to keep in sync. This one is a view onto records you already keep: the same client, the same project, the same files.
That means a file a client uploads is immediately attached to the work it belongs to, and an approval is recorded where the project can see it. The wider case for that is on the agency operating system page, and content approval specifically is covered on the social media page.
Common questions
Do clients need an account to use it?
No, and that is deliberate. Each client gets a private link that opens their portal directly. Client side accounts sound tidier but they are the reason most portals go unused: the client forgets the password, asks you to email the file instead, and the portal quietly dies.
Can clients upload files to us?
Yes. File exchange works both ways, so briefs, logos and assets arrive against the client record rather than in somebody's inbox with a subject line of FW: FW: final.
Is a private link secure enough?
The link is long and unguessable, and the portal pages are excluded from search engines both in robots rules and in each page's own metadata, so they cannot be crawled into results. Treat the link the way you would treat a shared document link: anyone who has it can open it, so send it to the people who should have it.
What can a client actually do there?
See and download what you have shared, upload what you have asked for, respond to requests, and talk to you in a thread that stays attached to their record instead of scattering across email.
Does it replace email with clients?
Not entirely, and it should not try. It replaces the part of email that carries files and approvals, which is the part that goes missing.
Get early access
Wiro is not open to everyone yet. Join the waitlist and tell us how many clients you would put on a portal, and we will be in touch.