Skip to content
English
Customer portal
Go to kudurrustone.com
  • There are no suggestions because the search field is empty.

Client Portal — Complete Setup and Usage Guide

The Client Portal gives your clients a secure, branded window into their own projects and requests.  Clients receive a personal magic link by email. Each time they want to log in, they click that link and receive a one-time code.  No passwords, no self-registration.

Overview

The Client Portal gives your clients a secure, branded window into their own projects and requests — without exposing your internal Kudurru workspace. Clients receive a personal magic link by email. Each time they want to log in, they click that link and receive a one-time code. No passwords, no self-registration.

From the portal, clients can:

  • View all their submitted requests and current status
  • Browse their projects with the fields you choose to share
  • Drill into a project for full details
  • Contact the assigned project manager directly via email

You control everything: who has access, what they can see, and how the portal is branded.

Subscription requirement: The Client Portal requires a Premier Level 3 subscription.

Part 1 — Initial Setup

Step 1: Connect Your Email Account

Before you can invite any clients, you must connect your own email account (Gmail or Outlook/Microsoft 365) in Kudurru. Invitations are sent from your address, so clients receive the email from someone they recognize.

  1. Go to Settings → Email Accounts
  2. Click Connect Account and follow the OAuth sign-in prompts for Gmail or Outlook
  3. Make sure the account you want to send from is set as your Default

If you haven't completed this step, the Portal Clients page will show a warning banner. Invitations cannot be sent until a default connected account is in place.

For more information you can visit Setup Email Integration

Step 2: Configure Portal Branding

The portal your clients see can be branded with your company's colors, logo, and welcome message.

  1. In the main menu, go to Client Portal
  2. Click Portal Configuration
  3. Fill in:
    • Company Name — shown in the portal header and in emails
    • Primary Color — hex color used for the header and accent elements
    • Logo URL — a publicly accessible URL to your company logo image
    • Welcome Message — optional greeting shown on the client dashboard
    • Support Email — used as a fallback contact address if a project has no assigned manager
  4. Save your configuration

Your portal URL is based on your Portal Slug (visible on the Client Portal dashboard). The URL format is:

https://app.kudurrustone.com/portal/{your-slug}/dashboard

Clients never need to visit this URL directly — their magic link takes them straight in.

Step 3: Choose Which Project Fields Clients Can See

You control which project fields are visible on the client portal. This is configured once and applies to all your portal clients.

  1. Go to Client Portal → Portal Configuration
  2. Click Field Configuration
  3. Check the fields you want clients to see (e.g. Project Status, Due Date, Location, Budget)
  4. Drag to reorder — fields appear in this order on the client's project list and detail page
  5. Save

Fields not checked here are hidden from clients completely, even if they're populated on the project.

Step 4: Mark Projects as Visible to Clients

Each project must be individually flagged before it appears on the client portal. This prevents work-in-progress projects from being exposed accidentally.

  1. Open a project in Kudurru Stone (Project Dashboard → open any project)
  2. In the Project Management section of the edit page, check Client Portal
  3. Save the project

Only projects with this checkbox enabled — and where the client's email matches a contact on the project's client record — will appear on that client's portal dashboard.

Part 2 — Inviting Clients

Sending an Invitation

  1. Go to Client Portal → Portal Clients
  2. In the Invite a Client form, enter the client's email address
  3. Click Send Invite

Kudurru Stone will:

  • Create a secure, permanent magic link tied to that email address
  • Send an invitation email from your connected email account with a button linking to their portal
  • Show the client in the Invited Clients table below

The client only needs to be invited once. Their magic link is permanent — they can bookmark it.

If the invitation email fails (for example, your OAuth token has expired), you'll see an error message with a link to Email Account Settings where you can re-authenticate.

Copying a Magic Link Manually

If you prefer to share the link yourself (via another channel like SMS or a different email thread), each client row in the Invited Clients table includes their full magic link. Click the copy icon to copy it to your clipboard.

Reinviting a Client

If a client has lost their link or needs the invitation email resent, simply enter their email address in the Invite a Client form again. Kudurru detects that they already have an account and resends the invitation email with their existing link — no duplicate record is created.

Revoking Access

To remove a client's portal access:

  1. Go to Client Portal → Portal Clients
  2. Find the client in the table
  3. Click Revoke and confirm

The client's magic link will stop working immediately. Their history is retained (the record remains in the table marked as Revoked). You can see all previously invited clients, including revoked ones, at any time.

Part 3 — The Client Experience

Logging In

The client receives an invitation email with an Access My Portal button. Each time they want to log in:

  1. They click their magic link (bookmarked or from the invitation email)
  2. Kudurru Stone sends a 6-digit one-time code to their email address
  3. They enter the code on the access page — the code is valid for 15 minutes
  4. They're taken directly to their portal dashboard

There are no passwords. The client's email address is their identity. If they don't receive the code, they can simply click their magic link again to request a new one.

The Dashboard

After logging in, clients see two sections:

My Requests — A table of all form submissions they've made through your public request portal, showing:

  • Reference number
  • Form name
  • Date submitted
  • Current status (New, Reviewing, Contacted, Converted, Declined)

A Submit a Request button is always visible at the top of this section.

My Projects — A table of all projects flagged as Client Portal visible where the client's email matches a contact on the project's linked client record. Columns shown are those you configured in Field Configuration.

Project Detail

Clicking any project row takes the client to a full detail page showing all enabled fields in a clean  layout. The project name, number, and status badge appear at the top.

If the project has an assigned Project Manager — or if you've configured a Support Email in Portal Configuration — a Contact button appears at the bottom of the detail page. Clicking it opens the client's email app with a pre-filled subject line (including the project name and number) and a short greeting. No message goes through Kudurru Stone; it opens their own email client directly.

Logging Out

A Sign Out link appears in the portal header on every page. Clicking it clears the session and returns the client to the access page for their magic link. Their magic link remains valid for future logins.

Part 4 — Frequently Asked Questions

Can a client sign up themselves? 

No. You control who has portal access. Clients can only log in after you invite them.

What if a client changes their email address? 

Revoke their current record and invite them again with their new address.

Can multiple staff members invite clients? 

Yes. Each Admin user with a connected email account can invite clients. Invitations always come from the sender's own connected account.

Can clients see each other's projects or requests? 

No. Each client only sees projects and requests associated with their own email address.

Can clients see internal notes or communications? 

No. Only data you've explicitly enabled through Field Configuration is visible. Project Notes and internal communications are never exposed.

The invitation email shows my name in the From field — is that correct? 

Yes, that's the intended behavior. Invitations are sent from your connected Gmail or Outlook account so clients recognize the sender.

A client says their code expired — what should they do? 

They should click their magic link again. This generates and sends a new 6-digit code immediately.

Why am I seeing a "Connected email account required" warning? 

You need to connect a Gmail or Outlook/Microsoft 365 account and set it as your default before you can send portal invitations. Go to Settings → Email Accounts to connect one.

Quick Reference

Task Where to go
Connect email account Settings → Email Accounts
Set up portal branding Client Portal → Portal Configuration
Choose which fields clients see Client Portal → Portal Configuration → Field Configuration
Mark a project as portal-visible Projects → Edit → Client Portal checkbox
Invite a client Client Portal → Portal Clients → Invite a Client
Copy a client's magic link Client Portal → Portal Clients → copy icon in Magic Link column
Revoke client access Client Portal → Portal Clients → Revoke button
View submitted requests (admin) Client Portal → Requests