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Using Client Hub

Client Hub provides a branded portal where clients can view shared files, invoices, and project updates.

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Steps

  1. Go to Client Hub from the sidebar (requires Client Hub suite).
  2. Upload files or link documents to share with clients.
  3. Invite clients to access their portal via email.
  4. Clients log in to view shared resources — no CRM access needed.
  5. Clients can also upload files back to you from their portal (if enabled) — these land in Documents tagged "From client" and CRMown notifies the contact's owner in-app.

Good to know

  • Files are organized per client for easy management.
  • Combine with Comm Pro for client chat + file sharing.
  • Turn client uploads on/off and set a max file size (1–100MB) under Client Hub > Portal > Settings > Client Uploads. Uploads are off entirely if the toggle is off — clients won't see an upload option.
  • On the Documents list, filter to "From client" to see only files clients uploaded themselves; each carries a "From client" badge.
  • A client can delete their own upload from the portal only until your team opens ("reviews") it — after that, only your team can remove it from Documents.
  • Share documents with Teams: when you grant access to a Team (e.g., "Sales" or "Accounting"), every team member automatically sees the document. Removing someone from the team revokes their access instantly. Teams live under Settings > Teams.
  • Before 2026-04-24, document permissions referenced "User Groups" — those were renamed to Teams. All existing doc-permission grants carried over: the UI just says "Team" now where it used to say "Group".
Example: A web design studio onboards a new client; CRMown spins up a branded portal with the project brief, design files, mood boards, and the signed contract. The client logs in to drop new logo files, see invoice status, and message the designer in the integrated chat — no email-attachment hunting, no Dropbox sharing.

Troubleshooting

Client can't access their portal
Client wasn't added to the portal, the invite email went to spam, or the portal is inactive.
Fix: Client Hub > Portal > verify the client is listed. Resend the invite. Confirm portal status is "Active".
SLA showing incorrect breach times
SLA policies have incorrect response/resolution minutes configured.
Fix: Client Hub > SLA > edit the policy. Verify response time and resolution time are set correctly in minutes.
Team member I added can't see a document I shared with their Team
Most common: you added the user to the Team AFTER they tried to open the document (add then refresh), OR the document was actually shared with a different Team. Team membership is evaluated at read time, so adding a member grants access immediately — but the user needs to reload the page.
Fix: Verify team membership under Settings > Teams > {team}. Have the user hard-refresh Client Hub. If they still can't see it, re-check which Team the doc is shared with under Client Hub > Documents > {doc} > Permissions.
Where did "User Groups" go in the permissions picker?
User Groups was merged into Teams on 2026-04-24 — one unified concept. Existing group-based permissions still work (ids were preserved); they just show up under "Team" in the picker now.
Fix: Manage teams under Settings > Teams (top tab, 👫 icon). Sharing a doc with a Team there grants access to every member.

Error messages

  • Portal access denied — The client's portal account is inactive. Reactivate in Client Hub > Portal.

Plans

Client Hub requires the Client Hub suite activation. Included in Pro and Max plans. Starter requires adding the suite ($50/mo add-on).

Related

  • Folders — file storage and management
  • Contacts — portal clients are linked to contacts
  • Automation — workflows can trigger on support ticket events

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