You can see which clients use the portal, which have gone quiet, and which were invited months ago and never signed in once. Engagement data turns a portal from a thing you built into a thing you manage.
The Customer Health Dashboard is a live Taskade Genesis app embedded on this page and the closest starting point for engagement tracking. Work through its account signals, then choose "Use this app" to clone it in about ten seconds and repoint the columns at your own portal activity.
The build gives you an engagement register beside your client roster. For each account you track invited date, first sign-in, last active, how many people from that account have joined, and which parts of the portal they actually use. Three patterns matter and this makes all three visible: never signed in, which is an onboarding problem you can still fix; active then silent, which is often the first quiet signal before a renewal conversation goes badly; and heavily active, which is usually your best reference and your best expansion candidate.
The three patterns each call for a different response. Never signed in is an onboarding fix: resend, and consider whether your invite copy explained anything worth clicking for. Active then quiet is worth a human check, because it often precedes a renewal conversation you would rather have early. Heavily active is the pattern people ignore, and it should not be, since those accounts are your best references, your best case studies, and usually your most likely expansions. All three are visible from the same register.
Workspace DNA does the analysis. Memory holds the activity history per account. Intelligence, powered by 15+ frontier models from OpenAI, Anthropic, Google, and open-weight providers, summarizes the portfolio, flags the accounts whose pattern changed, and drafts the re-engagement message. Execution sends the nudge and creates the owner task.
The engagement data renders in every layout you need:
- Table view for the full register with invited, first seen, and last active
- Board view for grouping accounts by engagement state
- Calendar view for the last-active dates across the book
- List view for a single account's own activity history
- Plus Mind Map, Gantt, and Org Chart across the 7 project views
Automations turn signals into action. Connect Taskade automations so an invited client who has not signed in after seven days gets a friendly resend, an active account going quiet for thirty days creates a task for its owner, and a newly active second contact from an account notifies the account team. With 100+ bidirectional integrations, your CRM pulls account context in, while Slack and email push alerts out. See App analytics for the underlying signals.
Measure the actions that mean something rather than raw visits. Documents opened, requests submitted, and approvals given tell you whether the portal is doing work. A sign-in count tells you someone loaded a page.
The AI agents in the app carry 34 built-in tools including persistent memory and multi-agent collaboration. Ask an agent which accounts changed pattern this month and it answers from the record, with a drafted outreach note for each.
This data is also the honest feedback loop on the portal itself. If nobody opens the documents tab, either it is in the wrong place or it is not solving anything. If the request form is the only screen with activity, that tells you where to invest next. Portals decay when they are built once and never measured, and a register showing which screens carry real activity is what turns the next round of work into a decision rather than a guess about what clients might like.
Clone the app, invite the account team, and the data is yours. Client sign-in is available on Business plans and up, $25/mo billed annually, and App Users is in beta.
Read App analytics for measurement, App Users for the sign-in record, or browse analytics builds in the Community Gallery. Start at Taskade Genesis. Pair this with Build a Multi-Client Agency Portal Hub and Set Up App User Invites and Access Tags.
Frequently Asked Questions
What does the sign-in record actually show?
The App Users table shows each person's email, when they first signed in, and whether their seat is active, which is the raw material for the engagement register.
Why does a client who never signed in matter so much?
Because they are still solvable. A resent invite in week one recovers an account that a year later has simply decided the portal is not for them.
Can I see which pages they use?
Track the actions that matter to you, such as documents opened, requests submitted, or approvals given, and the register shows a usage pattern rather than a raw visit count.
Is going quiet always a bad sign?
No. Some accounts are quiet because everything is fine. Pair the signal with account context before you act, and let the agent summarize both.
Can I automate re-engagement?
Yes, with judgement. A single friendly nudge after a set period works. A drip campaign to a paying client usually does not.
Can I compare engagement across client tiers?
Yes. Group by tier in the Board or Table view and the differences are usually obvious, which is useful when deciding where to invest in the portal next.
How do I use this before a renewal?
Look at the pattern over the previous quarter. An account with one sign-in since January needs a different conversation than one whose whole team is in weekly.
What is a healthy sign-in rate?
It depends entirely on what the portal is for. A billing portal people visit monthly is healthy. A delivery portal for an active project should see weekly use, and anything less is worth a question.
