Managing clients
Add clients manually or through CSV import, set per-client locale and timezone, and define up to 20 custom fields on client records for your workflow.
The Clients page is your directory of everyone you have onboarded or plan to onboard. You can add clients manually, import them in bulk, and configure per-client settings like locale and custom fields.
Client directory
The directory lists all your clients with their name, email, company, and onboarding status. You can:
- Search by name, email, or company.
- Sort by name, date added, or onboarding activity.
- Filter by onboarding status to see only clients with active, completed, or overdue work.
Click any client to view their profile: contact details, all associated onboardings, uploaded files, and activity history.
Adding clients
Manually
Click Add client and enter:
- Name (required)
- Email (required)
- Company (optional)
- Phone (optional)
- Notes (optional) — internal notes visible only to your team.
From CSV
Click Import and upload a CSV file. Portico detects column headers and lets you map them to client fields. Duplicate emails are flagged during import so you can skip or update existing records.
Automatically
When you send an onboarding, Portico creates a client record if one does not already exist for that email address.
If you enable self-registration (in Settings), clients can sign up on their own and are added to your directory automatically.
Custom fields
Starter plan and above.
Define custom fields on client records to store information beyond the default name, email, company, and phone fields. Go to Settings > Client experience to create them.
Supported custom field types: text, number, date, dropdown (single select), and checkbox.
Custom field limits depend on your plan:
| Plan | Custom fields |
|---|---|
| Starter | 5 |
| Pro | 15 |
| Business | 20 |
Custom field values are visible on the client profile page and can be edited at any time.
Localization
You can set per-client localization preferences on the client's profile:
- Locale — determines the language for translated field labels, help text, and system messages. Portico supports 9 locales: English (US and GB), German, French, Italian, Spanish, Portuguese, Japanese, and Chinese.
- Date format — controls how dates appear in the client's onboarding form.
- Timezone — affects due date display and countdown timers.
If no locale is set, the client sees your team's default locale.
Exporting clients
Click Export to download your full client list as a CSV file. The export includes all standard fields and custom field values.
Editing and deleting
Click a client to open their profile, then edit any field. Changes take effect immediately and are reflected in any active onboardings.
To delete a client, open their profile and click Delete. This removes the client record and unlinks any associated onboardings. Onboarding data is retained separately.
Deleting a client does not delete their onboarding responses or uploaded files. To permanently remove client data, use the data erasure feature in Compliance settings.
Frequently asked questions
- Can I import clients from a spreadsheet?
- Yes. CSV import supports bulk uploads with name, email, phone, company, locale, and custom field columns.
- How many custom fields can I add to a client record?
- Up to 20 custom fields per team. Custom fields appear on client records and can be used for filtering.
- Can I set a different language per client?
- Yes. Each client record has a locale setting that controls the language of their onboarding emails and form interface.