White Label Client Portal Customization Tips

8 White Label Client Portal Customization Tips

A branded white label client portal gives your customers a sense of security–and this is highly valuable when they need to make payments, send sensitive data, and more. On top of that, your customers are already familiar with your brand, and their expectations need to be met.

By customizing your client portal to make it look like a part of your brand you can give them that sense of familiarity your customers are looking for. Read on to get an overview of best practices when white labeling your client portal software.

Benefits of a white label client portal

Humans enjoy using products and services they’re familiar with. However, as an agency, there comes a point when the current system has reached its maximum capacity–spreadsheets and Zapier automations no longer cut it.

In such a case, you might want to revamp the way you do business, and introduce a client portal. The struggle is to get existing clients to use, or let’s say, learn to use it. To make things easier, it’s important that the client portal is white labeled.

The main benefit is that you can customize it to your liking (brand colors, logo, etc.), and make it look like a part of your business. This will help your clients transition to the new flow, accept the software, and ultimately make your life as an agency owner easier.

A unified brand experience ensures that your clients will not be thrown off by the new client portal software that you want them to use.

Instead, it’ll feel familiar because you greet them with the same brand colors that are on your invoices, as well as your logo.

With that in mind, we’ve built Service Provider Pro to allow you a handful of customization options on any plan. For instance, you can upload your logo and favicon via Settings → Company (both the regular logo as well as a reverse version), and you can define your agency color scheme (background, sidebar, accent).

SPP white label client portal set brand colors and logo

If you’re not sure which color code your agency is using, simply ask your designer, or use a color picker on your website.

Once your logo has been uploaded, we’ll also place it on all the invoices issued by your company automatically.

2. Setting up a custom domain

Starting with the Basic plan, you can use a custom URL for both your SPP workspace (as an alternative to the spp.io domain), as well as for email sending.

Custom domains increase the trustworthiness of your white label client portal because, to your customers, it looks like the software is part of your business. The custom domain name can be something simple and recognizable such as clients.agency.com. After you’ve followed our instructions to set up the subdomain, we’ll issue an SSL certificate to ensure that all transactions are secured.

Optionally available is the possibility to send all transactional emails from your own domain as well. This makes the emails more recognizable to your clients because they won’t be sent from an email belonging to SPP.

3. Customizing email templates

If you’ve spent weeks refining your brand’s voice, you might be interested in customizing email templates to ensure that your clients get that familiar feeling when they read your email notifications. Service Provider Pro allows you not only to customize all transactional email notifications we send, you can also turn them off individually. This might be useful if you prefer to send certain emails with a marketing tool of your choice.

Emails notifications you choose to send through SPP can be customized with variables, such as your client’s first name to make it look more personal. Some email templates, such as the unpaid invoice reminder, allow you to specify how many daily reminders you want to send. Not only does this setting eliminate you having to chase unpaid invoices, you can also decide how insistent you want to be.

For maximum deliverability, you might want to switch the layout from pretty (which contains your logo), to a more simple plain text layout format. This is especially important for transactional emails about invoices to ensure that they hit your client’s inbox. After all, an email has to be read to be effective, not just look pretty!

That being said, developers and those who like to go the extra mile with their personalization can make further customizations by editing email templates such as email/layout_pretty.html via the template editor.

4. Custom branding for your services & forms

When your clients want to purchase a new service, they should know that it’s definitely one of yours. To make sure of that, you can upload images to services and service folders to keep your entire client portal on brand.

The same goes for order forms, which are highly customizable with our form builder. If you want to go one step further, you can use the custom HTML field in combination with Bootstrap components. Use the accordion to build FAQs, put a progress bar on multi-page intake forms, and more.

SPP fancy intake form bootstrap components

There are almost no limits when it comes to personalizing your client portal. You just need to get creative!

5. Setting up the onboarding page

How much time do you spend manually onboarding each and every client? In the spirit of selling productized services, you should be automating as much as you can of this process without making it seem too impersonal.

It doesn’t matter if your branding is quirky and makes excessive use of emoji, or dead serious and business-y. Your clients should feel that they are purchasing a service from the company they’re familiar with. And if they don’t know you yet (because you just started), then you should make a lasting impression and set yourself apart from the competition.

SPP onboarding page example

To make things easier, you could set up a simple onboarding page that your clients can access whenever they log into their portal. Here are a few things it should contain:

  • short introduction about your company

  • a link to create a support ticket

  • 2-minute demo video showing the portal

  • helpful links pointing to must-dos inside the portal

Setting up such an onboarding page is usually a one-time task that will save you countless hours over the course of the next few years.

6. Reducing elements inside the portal

The aforementioned onboarding page should make it easy for new clients to find their way around the dashboard. However, they might still have questions your customer service team needs to answer.

To make their life easier, you can adjust the menu via Settings → Menus and remove any options clients don’t need to see–keep it simple! Furthermore, you can link to a knowledge base that answers frequently asked user questions without the need to reach out to you.

7. Integrating with your favorite apps

While Service Provider Pro is an incredibly versatile tool, you might need to integrate external apps you’ve been relying on for a long time. The good news is that we have native integrations for many of them already, such as Zapier and Google Analytics.

With Zapier, you can automate many tasks and push data to/from SPP to other apps. We also have a webhooks module that supports many different event types which are sent as POST requests to your desired URLs nicely formatted in JSON.

Those who are not developers can integrate apps also right inside SPP. For instance, many websites can be integrated via an iFrame, and load inside your workspace with the sidebar and navigation bar. As long as the original domain allows it, you can iFrame documents and pages such as Google Data Studio reports, Airtable, Calendly, and more. Here’s a guide on how to get started with data embedding in SPP.co.

Finally, if you have access to our template editor, you can build new custom pages, and design a custom workflow for your clients. Here are a few ideas you could implement (tutorials included):

There are many more ways to make your white labeled client portal stand out.

8. Testing the white label client portal software

You’ve successfully set up your customer portal software and are ready to onboard clients? Before you make use of every feature SPP has to offer, we recommend testing it internally. Run through all the project management features, test payments, your intake forms, and get an idea of the general flow.

Has your new white label portal been set up in a way that allows for easy collaboration between your team members? If you’re sure that everything is set up as you’d like, invite a trusted client that you can test your new portal with, and ask them to give you feedback on it.

Once you’ve made some adjustments, invite all existing clients, and redirect new clients to your client portal.

Final thoughts

Service Provider Pro helps agency owners create a white labeled client portal that respects their branding. Our software offers both basic settings to make changes to the portal as well as advanced customization features for those who want to go the extra mile.

Ready to give it a try?

You're in good company. SPP is helping agencies like yours sell millions of dollars in services every month.