Transitioning from manually managing client interactions to a client portal–or from an existing system to a new one, for that matter–can be transformative for the business. No one likes relying on spreadsheets, emails, and disparate databases to respond to client queries. 

Not only that, the shift, when implemented properly, empowers clients to access the information they need, request updates, and collaborate independently. However, making the switch cleanly is not always straightforward and requires some advance planning.

As we’ve worked with multiple clients to help them through this exact transition, we’ve seen most of the issues that can trip up a team that doesn’t have previous experience with client portal implementations. This post will walk you through the main considerations to keep in mind throughout the process, from defining your needs to planning for data migration to ensuring a great user experience. 

A quick note: While building a custom white label client portal using a no-code platform allows for more flexibility, it’s worth mentioning that the tips contained in this post are relevant for both off-the-shelf and no-code client portal solutions. You can find more information on the ‘Buy-vs-Build’ decision in this related post about contractor portals.  

1. Clearly define needs and objectives

Before selecting a no-code platform or diving into portal development, the first step is to define your needs and objectives. What pain points do you want to solve by moving to a no-code client portal? Taking the time to map out these goals up-front will save you a lot of time and effort in the long run. 

Some key questions to guide your assessment include:

- What are the most common client requests?

- What information do clients need instant access to?

- Which tasks take up too much time from the team?

For example, if clients often need order updates, your portal should prioritize real-time tracking. If they frequently ask for different invoice formats, a self-serve document sharing feature should be central to the design. If you need to collect their feedback or update their details often, you’ll need to enable different permission levels so they can edit their own records. 

2. Plan out your data migration 

One of the most significant challenges when transitioning to a new client portal is migrating your data from existing systems without errors or gaps. 

Your approach to migration will depend largely on how the new portal manages data. Here are two scenarios: when your customer or client portal uses a native database, and when it relies on external databases or data sources.

If Your new client portal comes with a native database

Some client portal tools, such as no-code platform Stacker, come with their own native database. This means that you’ll need to import your existing contractor data directly into the new portal or set up integrations to sync data between the new system and external tools. 

1. Prepare for data import: Review your existing data to ensure it’s clean, well-organized, and free of duplicates, and standardize its formatting before the migration if necessary. 

2. Test data imports: Perform a test import with a small subset of your data and manually check that it interacts as expected with the new customer portal.

3. Automate future imports if needed: Set up automated workflows to import new data at regular intervals or as needed, unless you have integrations in place that will take care of that. (see below under the Integrations section)

4. Back up data: Always keep a backup of your original data in case anything goes wrong and you need to fully revert back.

If your new portal relies on integrations with external databases or data sources

If your client or customer portal doesn’t use a native database and instead relies on external data sources like Airtable or Google Sheets, the migration process will involve 

1. recreating all existing integrations, and/or

2. setting up and testing new integrations to ensure data is flowing correctly between systems. 

We’ll cover integrations further down in this post.

By tailoring your data migration strategy to whether the no-code portal uses a native database or relies on external sources, you’ll ensure a smoother transition and maintain the integrity of your client data throughout the process.

3. Test both existing and new integrations 

A client portal doesn’t operate in a vacuum. It needs to integrate smoothly with your existing tools, whether it’s your CRM, accounting software, or work management system. Stacker, for example, uses Make.com to link its no code client portals to other systems and tools–you can find more details about that in our help documentation.

Perform an Integration Audit: Before initiating the migration, assess all third-party systems and tools that your existing SaaS platform interacts with, from checkout and payment software, to marketing or analytics tools, to project management systems.

Plan for Data and Integration Mapping: Carefully map out how data will be transferred from the old tool to the new one, including any changes needed for integration endpoints.

Set Up Testing and Validation: Before fully migrating, conduct tests with small data sets to ensure that data and workflows move between systems seamlessly. Make sure to also test for performance at high volumes, as well as security and compliance with your existing security and data privacy requirements.

Establish Error Handling and Backup Plans: Always have contingency plans in place in case an integration fails during or after the migration. This might involve reverting to manual data entry or using a backup database until the issue is resolved​.

4. Request client input in the new client portal design

Give your existing clients a chance to influence the new design by asking them about current pain points or feature requests. Their feedback might spark unexpected ideas. 

If nothing else, this can be an opportunity to build buy-in with your clients and customers, and make it easier for them to engage with the portal once it’s live.

5. Keep the old databases temporarily accessible 

During the transition to your no-code client portal, it’s a good idea to keep your old systems temporarily accessible. This allows your team to cross-check the accuracy of data in the new portal and ensures that if there are any hiccups, you can quickly revert to the old system to maintain client services.

6. Organize a proper roll-out for your new portal

Your customers should not be blindsided by the changes to their experience. Share the expected new features and capabilities of your new client portal before it goes live, and give them a timeline.

Once it is live, share the news on more than one channel: post about it on social media, send email updates with training materials such as tutorials or screen recordings, and make team members available for support to help them adjust. 

Take the opportunity to collect feedback in a systematic way, perhaps by adding a temporary ‘Feedback’ area in the new customer portal, or by sending a survey a few weeks after the transition. One of the biggest advantages of no code client portals is that they are flexible and easy to update, so don’t hesitate to iterate on your initial version.

Get inspired: Client portal examples and use cases

Client Portal for Consultants

A client portal for consultants can completely change how consulting firms manage client relationships and project delivery. 

By giving clients secure logins to a centralized project dashboard, consultants can empower clients to easily track progress, review deliverables, and collaborate on documents without the need for time-consuming email threads. 

A custom-built no-code client portal, in particular, will have the added benefit of tailored workflows that fit the specific need of the consultancy; think automated analyses that adjust based on newly uploaded data, real-time budget or expense tracking, and configurable key performance indicators that clients can customize themselves. 

Consultants can also create role-based access, allowing different client stakeholders to see only the information pertinent to them, such as financial summaries for executives or detailed project plans for operational teams. 

This self-serve access empowers clients while freeing up the consultancy team to focus on more valuable tasks–a win for everyone involved.

Client Portal for Lawyers

Client portals for lawyers are another example of a use case with its own specific need. A client portal for law firms will need to provide a secure, efficient way for legal teams to keep clients informed and engaged throughout the legal process. Clients could access case updates, legal documents, and billing information on their own schedule, without compromising confidentiality. 

By offering a self-service portal, law firms reduce the need for constant follow-ups while ensuring clients have quick and secure access to vital information. The portal also improves transparency in legal proceedings, making it easier for clients to stay informed and up-to-date on their cases.

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Switching to a no-code client portal can transform how your business interacts with clients, providing a self-serve experience while freeing up your operations team. However, a successful transition requires careful planning—from defining your objectives and planning for data migration to testing integrations and temporarily keeping old systems accessible.

If you’re curious about what such a switch could look like for your business, reach out to the Stacker team to book a personalized demo.