Approvals stop being an email archaeology project. Every deliverable sits in a queue inside the client portal with a preview, a due-by date, and two buttons: approve or request changes. You always know what is waiting, on whom, and for how long.
The closest starting point is Project Portal, a live Taskade Genesis app embedded on this page. Move an item through its stages to see how a client-visible pipeline behaves, then choose "Use this app" to clone it in about ten seconds and rebuild those stages as your approval queue.
The build gives you a review pipeline with a client-safe front end. Each deliverable carries a name, a version, the file or link, an owner, a review deadline, and a status. Your team pushes an item to review and the client sees it appear in their queue with a notification. The client approves, or requests changes with a comment attached to that specific version. Every decision is recorded with a timestamp and the person who made it, which quietly solves the "we never approved that" conversation months later.
A review round in practice looks like this. Your team marks a deliverable ready, the client gets an email, they sign in and see one item with a preview and a deadline. They approve, or they request changes and type what needs to change. The decision lands on that specific version with their name and the time. Nobody forwards a file, nobody asks which version is current, and nobody has to reconstruct months later whether the third or fourth round was the one that was signed off. The queue also makes your own bottleneck visible, because items waiting on you look exactly as obvious as items waiting on them.
Workspace DNA runs the loop. Memory keeps every version, comment, and decision. Intelligence, powered by 15+ frontier models from OpenAI, Anthropic, Google, and open-weight providers, summarizes a batch of client comments into a clean change list for your team. Execution notifies the reviewer, escalates a deadline that passed, and advances the item once approval lands.
The queue renders in every layout you need:
- Board view for dragging items through draft, in review, changes requested, and approved
- List view for the client's simple "waiting on you" queue
- Table view for your internal register with version, reviewer, and days waiting
- Calendar view for review deadlines across the month
- Plus Mind Map, Gantt, and Org Chart across the 7 project views
Automations move approvals along. Connect Taskade automations so an item entering review emails the client, an approval notifies the delivery team and unlocks the next task, and a review sitting untouched for two days sends a reminder before it becomes a schedule problem. With 100+ bidirectional integrations, your design and storage tools pull assets in, while Slack and email push review requests out.
Set a default review deadline when you create the item rather than after it stalls. Two or three working days suits most deliverables, and having the date on the record from the start is what lets the reminder automation do its job without anyone chasing manually.
The AI agents in the app carry 34 built-in tools including file analysis and persistent memory. An agent reads the requested changes, drafts the revision brief for whoever picks the work back up, and checks the new version against what the client actually asked for.
Clone the app, invite the client, and the approval history is yours. Client sign-in is available on Business plans and up, $25/mo billed annually, and App Users is in beta.
Read Build a Customer Portal for the portal, Version history for tracking changes, or browse review builds in the Community Gallery. Start at Taskade Genesis. Pair this with Build a Client Feedback and Revision Loop and Give Clients a Live Project Status Page.
Frequently Asked Questions
Does the client need to learn a new tool?
No. They sign in to your portal and see a short queue with a preview and two buttons. Anyone who can use email can use it.
Are approvals recorded in a way I can rely on?
Yes. Each decision is stored against the specific version with the person and the timestamp, so the record of what was approved and when stays intact.
Can more than one person on the client side approve?
Yes. Require a single approver, or require several before the item advances. Describe the rule you need and Taskade EVE builds it.
What if a client keeps requesting changes?
Track revision count on the deliverable. When a round limit is reached, an automation can flag it to the account owner so the scope conversation happens early instead of at invoicing.
Can we preview the actual file in the portal?
Yes. Attach the file or a link and the client reviews it in place, so there is no download-then-comment-in-a-separate-thread step.
Does approval trigger anything downstream?
It can. Approval can advance the project stage, release the invoice, notify the delivery team, and post to the activity feed, all through Taskade automations.
How do I stop items from silently sitting in review?
Set a review deadline on every item and let the reminder automation handle the chase. The Table view sorted by days waiting also makes the stuck items obvious at a glance.
Should approvals be per item or per batch?
Per item for anything with a dependency behind it, and batched for small related pieces a client would naturally review together. Batching everything into one weekly approval tends to delay the items that could have moved on Tuesday.
