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How to Build Client Portals That Update Themselves

Build client portals with built-in automations that keep clients informed without manual updates. Learn the triggers and workflows that make portals live.

January 3, 2026·5 min read·Taskade Team·Productivity
#Client Portals#Automation#Genesis

Client portals are high maintenance.

Every status update, every file upload, every progress report — it's all manual. You update the portal, notify the client, then repeat tomorrow. The portal becomes another job, not a solution.

Taskade Genesis builds self-updating portals. Portals that notify, refresh, and evolve automatically. Here's how to build them.

🔄 Self-Updating = Zero Maintenance

Manual Portal Self-Updating Portal
You update status Status updates itself
You send email Email sends automatically
You share files Files notify on upload
You remind client System reminds client
Hours/week Zero time

What Makes a Portal "Self-Updating"?

A self-updating portal has three components:

  1. Triggers — Events that start workflows
  2. Actions — Tasks that execute automatically
  3. Connections — Links to external systems

When combined, the portal runs itself:

Work happens → Trigger fires → Action updates portal → Client notified

No manual intervention required.

Portal Examples

Class Booking Portal

Clone Class Booking Portal →

Self-updating features:

  • New booking → confirmation email sent
  • Class full → waitlist enabled
  • 24 hours before → reminder sent
  • Class completed → feedback request sent

Event Management Portal

Clone Event Management Portal →

Self-updating features:

  • Registration → welcome sequence
  • Event details change → attendees notified
  • One week before → schedule reminder
  • After event → survey distributed

Testimonial Portal

Clone Testimonial Portal →

Self-updating features:

  • New submission → admin notified for review
  • Approved → added to public display
  • Rejected → thank you email sent
  • Featured → shared to social automatically

Consultancy Booking

Clone Consultancy Booking →

Self-updating features:

  • Form submitted → qualification scored
  • High score → calendar link sent
  • Low score → resource email sent
  • Meeting completed → follow-up scheduled

Common Portal Automations

Status Updates

TRIGGER: Project status changed
ACTIONS:
├── Update portal status display
├── Send email to client
├── Log change in history
└── Notify internal team

No more manual "just wanted to update you" emails.

File Sharing

TRIGGER: New file uploaded
ACTIONS:
├── Client notified immediately
├── File added to project timeline
└── Download link generated

Clients see files the moment they're ready.

Progress Milestones

TRIGGER: Milestone marked complete
ACTIONS:
├── Portal progress bar updates
├── Celebration email to client
├── Next milestone highlighted
└── Invoice triggered (if billable)

Milestones tracked and communicated automatically.

Appointment Reminders

TRIGGER: 24 hours before appointment
ACTIONS:
├── Email reminder to client
├── SMS reminder (optional)
├── Calendar confirmation
└── Preparation checklist sent

Never have a no-show due to forgotten meetings.

Feedback Loops

TRIGGER: Project/session completed
ACTIONS:
├── Wait 24 hours
├── Send feedback request
├── If positive → request testimonial
├── If negative → alert account manager

Feedback flows automatically at the right moment.

Learn more: Automations & Workflows →

Building Self-Updating Portals

Step 1: Map the Client Journey

List every touchpoint:

  • Onboarding
  • Project kickoff
  • Status updates
  • Deliverables
  • Feedback collection
  • Offboarding

Each touchpoint is a potential automation.

Step 2: Identify Triggers

For each touchpoint, what event should fire?

Touchpoint Trigger
Onboarding Form submitted
Kickoff Project created
Updates Status changed
Deliverables File uploaded
Feedback Phase completed
Offboarding Project closed

Step 3: Define Actions

For each trigger, what should happen?

Trigger Actions
Form submitted Create contact, send welcome, create project
Project created Notify team, send client overview, schedule kickoff
Status changed Update portal, email client, log history
File uploaded Notify client, add to timeline, generate link
Phase completed Send survey, update dashboard, trigger next phase
Project closed Final report, request testimonial, archive

Step 4: Build in Genesis

  1. Open Taskade Genesis
  2. Describe your portal with automations:
Build a client portal for a design agency with:
- Project pages showing status, files, and timeline
- Automatic email notifications when status changes
- Feedback requests sent when milestones complete
- Weekly progress summaries sent every Monday
- Client can book calls directly from portal
  1. Genesis creates portal with built-in automations
  2. Customize triggers and actions
  3. Test with sample data
  4. Deploy to clients

Learn more: Create Your First App →

Advanced: Conditional Logic

Make automations smarter with conditions:

Priority-Based Routing

TRIGGER: Support ticket created
CONDITIONS:
├── IF priority = urgent
│   └── Page account manager immediately
├── IF priority = high
│   └── Email within 1 hour
└── IF priority = normal
    └── Add to queue

Client-Type Personalization

TRIGGER: Weekly update time
CONDITIONS:
├── IF client tier = enterprise
│   └── Detailed report + call scheduling
├── IF client tier = professional
│   └── Summary report
└── IF client tier = basic
    └── Status dashboard link only

Escalation Chains

TRIGGER: No response for 48 hours
ACTIONS:
├── Send follow-up email
├── Wait 24 hours
├── IF still no response
│   ├── Escalate to manager
│   └── Log communication gap

Integration Patterns

Connect portals to external tools:

CRM Integration

  • New client in portal → Create contact in CRM
  • Deal won in CRM → Create project in portal

Calendar Integration

  • Booking in portal → Create calendar event
  • Calendar cancellation → Update portal status

Communication Integration

  • Portal update → Slack notification
  • Slack message → Portal comment

Billing Integration

  • Milestone complete → Invoice generated
  • Payment received → Portal access extended

Start Building

Create your self-updating portal:

Resources:

Your living portal includes:

Start Building →

Read more:

Explore Taskade AI:

Build with Genesis: