Client Portal Glossary

Definitions of common client portal terms

2-Factor Authentication

Two-factor authentication (2FA) is a security method that enhances the safety of online accounts by requiring two distinct forms of identification before granting access. 

Access Control

Access Controls refer to the security mechanisms that regulate who can access certain areas or information within the portal and under what conditions.

Access Rights

Access rights refer to the specific permissions or privileges granted to users, which determine what they can do within the portal.

Activity Log

An activity log is a comprehensive report or record that chronicles all actions and events within the system over a specific period.

Admin Users

Admin users have the highest level of access and control in a client portal.

API Webhooks

API Webhooks are methods where one software system instantaneously uses APIs to notify another app about an event.

Appointment Scheduling

Appointment scheduling is a strategic concept for organizing and managing meetings, deadlines, and task-related appointments.


Authentication is the process of verifying a user’s or system’s identity to ensure secure access.

Branded Email

Branded email refers to emails sent from a domain owned by a company or organization, typically incorporating the company’s logo, colors, and other branding elements.

Calendar View

A calendar view visually represents scheduled appointments, meetings, and events.

Client Feedback

Client feedback refers to the information, opinions, comments, or reviews clients provide about their experiences and satisfaction with services, products, or interactions facilitated through the portal.

Client Management

Client management, or customer or client relationship management (CRM), is the process of building, maintaining, and improving relationships with clients or customers.

Client Onboarding

Client onboarding in the context of client portals is a digital process designed to streamline and personalize the introduction of new clients to a business.

Client Portal

A client portal is a secure online platform that facilitates communication, document sharing, and project management between a company and its clients.

Client Portal Login

Client Portal Login refers to the authentication process within a client portal, where clients securely log in to access personalized and confidential information.

Collaboration Tools

Collaboration Tools encompass a range of software and features that enable communication, information sharing, and collaborative work among stakeholders, including clients.

CRM Integration

CRM integration refers to the process of connecting a Customer Relationship Management (CRM) system with other software tools and platforms to streamline business processes, enhance data accessibility, and improve customer interactions.

Custom Branding

Custom Branding allows organizations to tailor the portal’s visual elements and design that accurately represent their unique brand identity.

Custom Domain

Custom domains allow organizations to utilize their chosen domain names over default domains offered by portal services.


A dashboard is a user interface or page that offers a summarized, visually accessible view of crucial information, metrics, or functionalities.

Data Backup

Data Backup refers to regularly copying and storing data from the portal to a secondary location, typically an external server or cloud-based storage, to safeguard against data loss or corruption.

Data Encryption

Data encryption is the process of converting data into a coded format (ciphertext) to prevent unauthorized access.

Document Sharing

Document Sharing is the capability of client portals to facilitate the exchange, distribution, and collaborative work on various types of documents among users.


Documentation refers to the organized collection, storage, and management of client-related information and records.


Embedding refers to the process of incorporating various types of content, such as text, images, videos, or interactive elements like dashboards and analytics, into a client portal.

File Approval

File approval is a process by which clients or team members review and provide their feedback or approval for specific files or documents within a client portal or project management system.

File Syncing

File sync is keeping files and data consistent and up-to-date across multiple devices or user accounts connected to the same portal.

File Versioning

File Versioning refers to the practice of maintaining multiple versions of a file over time.


The General Data Protection Regulation (GDPR) is a comprehensive data privacy and security law enacted by the European Union.

Integration Capabilities

Integration Capabilities refer to the ability to connect and work seamlessly with other software applications, systems, or external services.

Kanban Boards

Kanban boards provide a visual method to track and manage work.

Knowledge Base

A knowledge base is a centralized digital library that contains extensive information about a company’s products, services, and related topics.

Mobile Access

Mobile Access in client portals refers to the ability for users to access and interact with the portal using mobile devices like smartphones and tablets.

Notification System

A Notification System is a feature that manages and delivers alerts, messages, or updates to client portal users.

Password Manager

A password manager software tool helps users create, store, manage, and use passwords for various online services.

Password Protection

Password Protection in client portals is a security measure that safeguards user accounts and sensitive information by requiring passwords for user authentication.

Password Reset

Password reset refers to the process enabling users to independently create a new password, typically needed when they forget their existing one or trigger a security lockout.

Permission Settings

Permission Settings are the controls and configurations that dictate the level of access and actions available to different users, including clients and administrators.


Personalization is the capability to adapt content, features, and the overall user experience to each user’s unique preferences, needs, and characteristics.

Portal Users

Portal users refer to individuals who have been granted access to the portal, each with specific roles and permissions.

Privacy Settings

Privacy settings allow clients to manage the accessibility and visibility of their personal information, account details, and shared content within the portal.

Project Management

Project Management are well-defined functionalities and tools that aid in planning, executing, monitoring, and collaborating on projects.

Real-Time Updates

Real-time provides immediate and live information to clients as changes or updates occur within the portal.

Reporting Tools

Reporting Tools are software or features that enable clients to generate, view, and analyze reports and data related to their accounts, projects, or interactions.

Search Functionality

Search functionality refers to the feature that allows clients to quickly locate specific information, documents, or services within the portal.

Secure Login

Secure Login implements robust authentication measures to ensure only authorized users gain access.

Single Sign-On (SSO)

Single Sign-On (SSO) is a user authentication service that enables users to access multiple applications using one set of login credentials, such as a username and password.

SSL Certification

SSL Certification refers to using Secure Sockets Layer (SSL) or Transport Layer Security (TLS) protocols to establish a secure, encrypted connection between a user’s web browser and a client portal’s server.

System Emails

System emails are automated messages sent by a client portal’s system to communicate important information or updates to users.

Task Dependencies

Task dependencies in client portals are the relationships between tasks that dictate the order in which they must be performed.

Task Label

Task labels are tools for categorizing, identifying, and prioritizing tasks within a project.

Task Management

Task Management systematically organizes, tracks, and monitors tasks related to client projects, services, or interactions.

Task Prioritization

Task prioritization is the process of determining the order and importance of various tasks based on factors like urgency, importance, and resource availability.

Task Scheduling

Task Scheduling refers to the systematic allocation of time and resources to specific tasks within a project.

Task Tracking

Task tracking refers to systematically monitoring and managing tasks within a client portal environment.


Templates are preset configurations or layouts that offer a standardized approach to organizing and managing tasks, files, views, and passwords.

User Activity Monitoring

User Activity Monitoring (UAM) refers to tracking and analyzing the actions performed by users (both clients and team members) within the portal environment.

User Interface (UI)

The User Interface (UI) in client portals encompasses the graphical and interactive elements users use to navigate the portal.

User Profile

A user profile is a personalized account area where users can view and manage their personal information, preferences, and interactions with the portal.

Version Control

Version Control is the systematic management and tracking of different versions of documents or files.

Virtual Data Room

A Virtual Data Room (VDR) is a secure online repository for storing and sharing sensitive documents in client portals, particularly during complex business transactions like mergers, acquisitions, or legal proceedings.

Web Hosting

Web hosting is the service that provides the necessary infrastructure and resources to make a website or web application, like a client portal, accessible online.


Webhooks are automated messages sent from one application to another upon the occurrence of a specific event.

White Label

A white-label client portal is a customizable online platform designed for businesses to interact with clients using their branding.

Work Journal

A work journal refers to a digital log or diary used by individuals or teams to record daily work activities, task progress, reflections, and insights.

Workflow Automation

Workflow Automation involves using technology to streamline and optimize tasks and processes for managing client information and transactions.