Client Experience

Understanding your client's experience helps you build better onboardings and set accurate expectations. This page covers everything from the email they receive to the completed confirmation screen.

The onboarding email

When you send an onboarding, your client receives an email with:

• Your business name and logo (if configured in Settings > Branding).
• A brief message explaining they have an onboarding to complete.
• A button that opens the form directly — no account creation, no password.
• The due date, if you set one.

The link in the email is unique to that client and onboarding. It expires after 30 days if unused.

Opening the form

When the client clicks the link, they land on your onboarding form. If you've configured a welcome page, they see your custom message first with a button to begin.

If you've enabled PIN protection, the client must enter a 6-digit PIN (sent separately) before accessing the form.

Branding

The form displays your logo and uses your brand color for buttons, progress bars, and highlights. On Business plans with white-label enabled, all Portico branding is removed entirely.

Language and locale

If you've set a locale for the client (in their client profile or during onboarding creation), dates, times, and any translated field labels appear in their language. Portico supports 9 locales including English, German, French, Spanish, Japanese, and Portuguese.

Filling in the form

The client works through steps one at a time, with a progress bar at the top.

Auto-save

Responses save automatically as the client types. A small "Saving..." indicator appears briefly, then changes to "Saved". Clients never lose work — even if they close the browser, their progress is preserved.

Save and exit

Clients can leave at any time and return later using the same link. A "Save & Exit" option sends them a confirmation that their progress has been saved.

File uploads

For file upload fields, clients can drag-and-drop or browse to select files. You control which file types are accepted and the maximum file size in the template builder.

Signatures

Signature fields present a drawing pad where the client signs with their mouse or finger (on touch devices). The signature is timestamped and the client's IP address is recorded for legal compliance.

Payments

If you've included a payment field and connected Stripe, the client sees a payment form inline within the onboarding. They enter card details and pay without leaving the form.

Submitting

When the client has filled in all required fields, they click Submit. The form validates their responses and shows any fields that still need attention.

After submission, the client sees a confirmation screen. If you've configured a file for download (like a welcome packet), they can access it here.

Review rounds

If you reject any fields during your review, the client is notified by email. When they reopen the form, they see:

• Approved fields highlighted in green — these are locked and can't be edited.
• Rejected fields highlighted in red with your feedback note explaining what needs to change.
• Pending fields in their default state.

The client updates only the rejected fields and resubmits. This cycle can repeat as many times as needed. Each round is tracked separately in the audit history.

Client Portal

If you've enabled the client portal (Starter plan and above), clients get access to a dashboard showing:

• All their onboardings — current status, progress, due dates.
• Uploaded files — everything they've submitted across all onboardings.
• Signatures — copies of all signatures they've provided.

The portal link is separate from individual onboarding links. You can share it from the client's profile page.

Consent

If you've configured consent requirements (Settings > Client Settings), clients see a consent screen before the form begins. They must accept your privacy policy, terms of service, or any custom consent types you've defined before proceeding.

All consent records are timestamped and stored in the onboarding's Compliance tab.