Complete Guide: Onboarding a New Client

This guide walks you through the entire process of bringing a new client onto Projexia — from creating their profile to sending their first portal invite. By the end, your client will be logged in and able to see their projects, files, and updates.

Step 1: Create the Client

First, you need to add the client to your system.

1. Go to Sidebar → Clients
2. Click “Add Client” in the top-right corner
3. Fill in the client’s details:
   • Company Name (required) — The name of the client’s business
   • Industry — What kind of business they run
   • Website — Their company website
   • Address — Their office address
4. Click Save

The client now exists in your system but doesn’t have portal access yet.

Step 2: Add Contact Persons

Each client can have multiple contacts — these are the actual people you work with.

1. On the client’s detail page, go to the Contacts section
2. Click “Add Contact”
3. Fill in:
   • Name (required)
   • Email (required) — This is the email they’ll use to log in
   • Phone (optional)
   • Designation (optional) — e.g., “Marketing Manager”, “CEO”
4. Click Save

Step 3: Set Up Portal Branding (Optional)

If you want the client’s portal to match their brand colors, set it up now:

1. On the client’s detail page, go to Portal Settings
2. Set the Brand Color — Pick from presets or enter a custom hex code
3. This color will be used for buttons, links, and accents in their portal login page and throughout their portal

If you skip this step, the client portal will use your agency’s default branding (set in Settings → Client Portal).

Step 4: Send the Portal Invite

Now it’s time to give the client access to their portal.

1. On the client’s detail page, find the contact you want to invite
2. Click “Send Invite” next to their name
3. An email is sent to the contact with a link to set up their password and log in

Step 5: Create Their First Project

Your client will expect to see something when they log in, so create a project for them.

1. Go to Sidebar → Projects
2. Click “New Project” to open the project creation wizard
3. Walk through the 6 steps:
   • Basics — Project name, description, client
   • Dates — Start and due dates
   • Budget — Set a budget (optional)
   • Team — Add team members
   • Milestones — Add key milestones
   • Review — Confirm everything and create
4. Make sure you select the new client under the Client dropdown in the Basics step

Step 6: Share Files and Send the First Update

Before the client logs in, add some initial content so the portal doesn’t look empty.

Upload Files

1. Go to the project detail page → Files tab
2. Click “Upload”
3. Add relevant files (proposals, contracts, brand assets, etc.)

Post a Project Update

1. On the project detail page, go to the Updates section
2. Click “Add Update”
3. Write a welcome message (e.g., “Project kickoff! We’ll be sharing regular updates here.”)
4. Click Post

Step 7: What the Client Sees When They Log In

Once your client clicks the invite link, sets their password, and logs in, here’s what they’ll find:

• Dashboard — Stats showing 1 project, recent activity (the update you posted), and upcoming deadlines
• Projects — Their project listed with status, progress, and team info
• Files — Any files you uploaded
• Messages — A chat room if you’ve set one up
• Approvals, Invoices, Requests, Reports — These will populate as you use those features