PortalWP Documentation

System Requirements

Before installing PortalWP, make sure your hosting meets these requirements. Most modern shared hosting providers (Hostinger, SiteGround, Kinsta, WP Engine, Cloudways) already do.

Installing PortalWP

PortalWP is a standard WordPress plugin ZIP file. There are two ways to install it — choose whichever feels more comfortable.

Method 1 — WP Admin Upload (Recommended for beginners)

Method 2 — Manual FTP/SFTP Installation

Use this method if the WP Admin upload fails (usually due to a server file size limit), or if you prefer direct server access.

After Activation — The Wizard Redirect

When you activate PortalWP for the first time, it automatically creates your portal page, sets up 8 database tables, and redirects you to the Setup Wizard at /wp-admin/?page=portalwp-wizard.

Setup Wizard — 5 Steps

The Setup Wizard runs automatically after activation. It takes about 3 minutes to complete. Here's what each step does:

Troubleshooting Installation

White screen or 500 error after activation

• Check your PHP version — PortalWP requires PHP 8.1+. Go to Tools → Site Health → Info → Server.
• Increase the PHP memory limit — add php_value memory_limit 256M to your .htaccess file.
• Temporarily deactivate other plugins to check for conflicts, then re-activate them one by one.
• Enable WordPress debug mode: add define('WP_DEBUG', true); to wp-config.php and check the debug log file.

Portal page returns 404

• Go to Settings → Permalinks → Save Changes to flush WordPress rewrite rules.
• Make sure a page exists in Pages that uses the PortalWP template or has the [portalwp] shortcode assigned.

REST API errors (401 or 403)

• Make sure /wp-json/ is not blocked in your .htaccess or by a security plugin.
• Test your REST API is accessible by visiting yoursite.com/wp-json/ in a browser.
• If using Wordfence or iThemes Security, whitelist the PortalWP REST namespace: portalwp/v1.

Adding Your First Client

Once your portal is set up, adding a client takes 30 seconds. The client gets an email with a magic login link — no password needed.

Client Detail Page

Click any client's name in the Clients list to open their detail page. Here you'll find all their data organized in tabs:

• Overview — Activity summary, last login, storage used.
• Files — Upload files, create folders, request files from the client.
• Invoices — Create and manage invoices for this client.
• Contracts — Create and send contracts for e-signature.
• Projects — Create and manage Kanban projects.
• Messages — View and reply to conversations with this client.

Editing & Deleting Clients

From the Clients list, use the action menu (⋯) next to any client to Edit their details or Delete their account. Deleting a client removes all their associated data — files, invoices, contracts, messages. This action cannot be undone.

Admin Onboarding Checklist

When you first log in to the PortalWP admin dashboard, you'll see a 7-step onboarding checklist in the top-right area. It guides you through the key setup tasks:

1. Set your branding (logo + accent color)
2. Configure your portal URL slug
3. Connect a payment gateway
4. Add your first client
5. Upload a file to a client
6. Create an invoice
7. Send a message to a client

PortalWP auto-detects which steps you've already completed and marks them as done. The checklist shows a progress bar so you always know how close you are to a fully configured portal. You can collapse or dismiss it once complete.

Settings — General

Go to WP Admin → PortalWP → Settings → General to configure the core portal options.

Settings — Branding

Go to PortalWP → Settings → Branding. These settings control how the portal looks to your clients.

Settings — Email & SMTP

Go to PortalWP → Settings → Email. PortalWP has its own built-in SMTP configuration — you don't need a separate email plugin.

Why configure SMTP?

By default, WordPress sends emails using your server's mail function, which has poor deliverability (emails often end up in spam). Configuring SMTP sends emails through a proper mail provider, ensuring clients actually receive them.

Supported Providers

PortalWP includes preset configurations for the most common providers. Select your provider and the host/port fields are filled automatically:

• Gmail — Uses smtp.gmail.com. Requires a Google App Password (not your regular Gmail password).
• Outlook / Hotmail — Uses smtp.office365.com.
• Yahoo Mail — Uses smtp.mail.yahoo.com. Requires an App Password.
• Zoho Mail — Uses smtp.zoho.com.
• Hostinger — Uses smtp.hostinger.com. Great if your site is hosted on Hostinger.
• Custom SMTP — Enter your own host, port, and security settings for any other provider (SendGrid, Mailgun, Amazon SES, etc.).

SMTP Settings

Testing Your Email

After saving your settings, click the Save & Test Email button. PortalWP will send a test email to your WordPress admin address. If you don't receive it within 2 minutes, check the credentials and try again.

Email Notification Types

PortalWP sends emails for these events (each can be individually enabled or disabled):

• New client invitation (magic login link)
• Invoice created and sent to client
• Payment received confirmation
• Contract ready to sign / signed by client
• New file uploaded
• New message received
• Project status changed
• Invoice overdue reminder

Settings — Payments Overview

Go to PortalWP → Settings → Payments. You can enable Razorpay, Stripe, or both simultaneously.

PortalWP automatically uses the right gateway based on invoice currency: INR invoices → Razorpay, USD/EUR/other invoices → Stripe. This means you can serve both Indian and international clients seamlessly.

For detailed setup instructions, see:

• Razorpay Setup Guide — UPI, NetBanking, Indian cards
• Stripe Setup Guide — Global cards, Apple Pay, Google Pay
• Webhook Configuration — Critical for reliable payment status updates

Settings — AI Assistant ✦ Pro

Go to PortalWP → Settings → AI Assistant. The AI assistant helps you draft invoices, contracts, and messages in seconds. It is a Pro plan feature and requires your own API key from your chosen provider.

Supported AI Providers

Configuration

Settings — License Management

Go to PortalWP → Settings → License.

Activating Your License

The License tab also shows: your current plan (Starter / Agency / Pro), how many site installations your plan allows, the license expiry date, and a button to deactivate the license (needed if you want to move it to a different site).

Secure File Sharing

Share sensitive deliverables — designs, proposals, reports, source files — with clients securely. Files are never accessible via a direct URL, even if someone guesses the path.

How File Security Works

Files are stored in wp-content/uploads/portalwp/[client-id]/ with UUID filenames (like a1b2c3d4-e5f6-....pdf) — impossible to guess. The directory has an .htaccess that blocks all direct HTTP access. Files are served exclusively through the PortalWP REST API, which verifies the client's JWT token before streaming any file.

Uploading Files (from Admin)

Client Experience

Clients see their files in a clean grid or list view showing file name, size, upload date, and a download button. They can filter by folder and search by filename. Downloads are authenticated — sharing the download URL with someone else won't work.

File Requests

On Agency and Pro plans, you can request files from clients. Go to a client's Files tab → Request File. Enter what you need and a description. The client sees the pending request on their dashboard and can upload directly from the portal. You receive an email notification when they upload.

Invoices & PDF Generation

Create professional invoices with line items, tax, and automatic totals. PortalWP generates branded PDFs using the mPDF library — no external service required.

Creating an Invoice

PDF Generation

When an invoice is sent or viewed, PortalWP automatically generates a branded PDF using mPDF. The PDF includes your logo, business name, client details, invoice number, all line items, totals, payment status, and due date. The PDF is generated on demand and served securely.

Invoice Statuses

Recurring Invoices ✦ Pro

On the Pro plan, mark any invoice as recurring. Choose a frequency (weekly, monthly, quarterly, or yearly) and a start date. PortalWP automatically creates and sends the next invoice at the scheduled time. The client receives an email with the invoice link and payment button. Overdue checks and reminders run daily in the background automatically.

Contracts & E-Signatures

Create, send, and collect legally binding e-signatures on contracts entirely within the client portal. No third-party service (DocuSign, PandaDoc, etc.) required. Available on Agency and Pro plans.

Creating a Contract

How Clients Sign

The client opens the portal, reads the contract in full, then chooses one of three signing methods:

• Draw — Use finger on mobile or mouse on desktop to draw their signature.
• Type — Type their full name, rendered in a cursive signature font.
• Upload — Upload an image of their handwritten signature.

After signing, PortalWP records: signature image, full name, timestamp (UTC), IP address, and browser user agent. A signed PDF is automatically generated, emailed to both parties, and available for download.

Legal Validity

E-signatures created in PortalWP are legally valid in India under the Information Technology Act, 2000 (Section 5), and in the EU under eIDAS Article 25 as a Simple Electronic Signature. The audit trail provides sufficient evidence for most commercial contracts.

Project Kanban Board

Give clients full visibility into project progress with a Kanban board. Eliminates "what's the status?" emails entirely.

Creating a Project

Kanban Columns

Tasks move through 4 columns. Drag and drop tasks between columns in the admin. Clients see the board update in real-time (auto-refreshes every 30 seconds):

• 📋 Not Started — Work hasn't begun yet.
• 🔄 In Progress — Actively being worked on.
• 👀 In Review — Ready for client feedback. Client is notified by email.
• ✅ Completed — Task is done and approved.

Client Approval Workflow

When you move a task to In Review, the client receives an email notification. They can view the task, leave a comment, then click Approve (moves to Completed) or Request Changes (moves back to In Progress with their comment). You receive an email immediately when they respond.

Async Messaging & Read Receipts

Replace scattered email chains and WhatsApp threads with structured, per-client conversations inside the portal. Available on Agency and Pro plans.

How Messaging Works

Each client has a Messages inbox in the portal. Conversations are threaded — each thread is tied to a topic or project. Both you and the client can start new threads or reply in existing ones.

• Rich text — Bold, italic, lists, and links in messages.
• File attachments — Attach files directly in messages. Served securely like all portal files.
• Read receipts — You can see when the client has read your message (blue checkmark icon). Clients can also see when you've read theirs.
• Unread badge — An unread count badge appears on the Messages nav item when new messages arrive.
• Email notifications — Both parties receive an email when a new message is received (configurable in Settings → Email).

Admin Inbox

In WP Admin, go to PortalWP → Messages to see all conversations across all clients in one place. Filter by client or unread status. Reply directly from the admin panel — no need to navigate to each client's individual profile.

PWA — Progressive Web App

PortalWP includes full PWA support out of the box. Clients can install the portal to their phone's home screen and use it like a native app — no App Store required.

What PWA Provides

• 📱 Add to Home Screen — Clients are prompted after 2 visits. On Android an "Add to Home Screen" banner appears automatically. On iOS: Tap Share → Add to Home Screen.
• 🖥️ Full-screen launch — The portal opens without a browser address bar, looking and feeling like a native app.
• ⚡ Offline support — Static assets (CSS, JS, images) are cached by a service worker. Clients can view previously loaded pages even without internet.
• 🔔 Push notifications ✦ Pro — Clients receive push notifications on their phone/desktop for new invoices, messages, and project updates.
• 🎨 Your icon on their phone — The portal uses your logo as the home screen icon.

PWA Setup Requirements

• Your site must have HTTPS (SSL certificate). PWA will not work on http://.
• Upload a 512×512 PNG icon in PortalWP → Settings → Branding → App Icon. This is the icon that appears on the client's home screen.
• The portal page must be publicly accessible (not password-protected at the server level).

Analytics Dashboard ✦ Pro

Go to PortalWP → Analytics to see a full overview of your agency's portal activity. Available on the Pro plan.

What You Can See

AI Assistant Usage ✦ Pro

Once you've configured your AI provider in Settings → AI Assistant, a ✨ AI Assist button appears in the invoice, contract, and message editors.

What the AI Can Do

• Draft an invoice description — Describe the project scope and the AI writes professional line item descriptions.
• Draft a contract — Describe your engagement in plain English. The AI writes a full contract draft (scope, payment terms, IP rights, etc.) ready for your review.
• Draft a client message — Describe what you want to communicate and the AI writes a professional, concise message.

How to Use It

Razorpay Setup (UPI + Indian Cards)

Razorpay lets clients pay via UPI (PhonePe, Google Pay, Paytm), NetBanking, Indian debit/credit cards, and wallets. Available on Agency and Pro plans.

Step 1 — Create a Razorpay Account

Go to razorpay.com → Sign Up. Test mode works immediately. For live payments, you'll need to complete KYC with your business documents (requires a registered Indian business).

Step 2 — Get Your API Keys

Step 3 — Enter Keys in PortalWP

Going Live

Once KYC is approved, generate Live Keys in Razorpay (starts with rzp_live_) and replace the test keys in PortalWP settings.

Stripe Setup (Global Payments)

Stripe accepts payments from clients worldwide — Visa, Mastercard, Amex, Apple Pay, Google Pay, and 135+ currencies. Available on Agency and Pro plans.

Step 1 — Create a Stripe Account

Go to stripe.com → Create account. Stripe supports businesses in 46+ countries. Test mode works immediately without any KYC.

Step 2 — Get API Keys

Step 3 — Enter Keys in PortalWP

Webhook Configuration

Webhooks ensure your invoice payment status updates even when clients close the browser before the redirect completes. This is especially important for UPI payments where the redirect sometimes fails. Webhooks are strongly recommended — do not skip this step.

Your Webhook URLs

Setting Up Razorpay Webhook

Setting Up Stripe Webhook

Testing Payments in Sandbox

Always test payments in sandbox/test mode before going live. Use the test credentials below — no real money is transferred.

Razorpay Test Cards

UPI Test IDs: Use success@razorpay to simulate a successful payment, failure@razorpay to simulate a failure.

Stripe Test Cards

Go-Live Checklist

• ✅ Test payment completes and invoice status updates to "Paid"
• ✅ Client receives payment confirmation email
• ✅ You receive payment notification email
• ✅ Webhook fires and appears in Razorpay/Stripe webhook logs
• ✅ Failed payment shows a proper error message in the portal
• ✅ Switch API keys from test to live in PortalWP settings

Client Login & Magic Links

PortalWP uses passwordless magic link authentication. Clients never set a password — they request a login link and are instantly authenticated. This is simpler and more secure than passwords.

How Clients Log In

Session Duration

Once logged in, the client stays logged in for 7 days by default (configurable in Settings → General → Session Duration). They don't need to log in again unless they clear their browser data or the session expires.

Portal Tour — Client Welcome Walkthrough

The first time a client logs into the portal, they see a 3-step welcome tour that introduces them to the main sections. The tour uses a modal overlay with progress dots, a Skip button, and a Next button.

Tour Steps

• Step 1 — Dashboard: Overview of the portal and what they can find here.
• Step 2 — Files: How to download files shared by your team.
• Step 3 — Invoices: How to view and pay invoices.

The tour is shown only once (tracked in the client's browser localStorage). Clients can skip it at any time. After the tour, they land on their dashboard and can navigate freely.

Universal Search (⌘K)

Clients can press ⌘K (Mac) or Ctrl+K (Windows/Linux) anywhere in the portal to open the universal search modal. They can also click the search icon in the portal header.

What Gets Searched

• 📎 Files — Search by filename
• 🧾 Invoices — Search by invoice number or amount
• ✍️ Contracts — Search by contract title
• 📊 Projects — Search by project name

Search results appear instantly as the client types (debounced to avoid excessive requests). Clicking a result navigates directly to that item. The search only shows the logged-in client's own data — no cross-client data is ever exposed.

Dark Mode

The client portal supports both light and dark themes. Clients can toggle dark mode using the 🌙 / ☀️ button in the portal header. Their preference is saved automatically and remembered on their next visit.

Dark mode works with your custom accent color — PortalWP automatically adjusts contrast ratios to ensure readability in both themes.

To enable dark mode support for clients, make sure it is not disabled in PortalWP → Settings → Branding (it is enabled by default).

Client Profile Page

Clients can access their Profile page from the portal navigation. The Profile page lets clients view and manage their own account details.

• View their name and email address on file.
• See their portal activity (last login, total files downloaded, invoices paid).
• Manage notification preferences (which email notifications they want to receive).

Clients cannot change their own email address from the portal — this must be done by you in the admin under PortalWP → Clients → [Client Name] → Edit.

NPS Feedback Survey

PortalWP includes a built-in Net Promoter Score (NPS) survey to collect client satisfaction feedback automatically. The survey appears as a subtle slide-up banner at the bottom of the portal after a client has been using it for a while.

How It Works

• The NPS survey asks: "How likely are you to recommend [your agency] to a friend or colleague?" on a 0–10 scale.
• After rating, clients can optionally leave a comment.
• Survey responses are stored in your WordPress database. You can view them in the PortalWP admin.
• The survey appears only once per client — it won't keep reappearing after they respond.

Troubleshooting Common Issues

Clients not receiving emails

• Check spam/junk folders first.
• Configure SMTP in PortalWP → Settings → Email and use the Send Test Email button to verify it works.
• For Gmail: use an App Password, not your regular Gmail password.
• Make sure the "From" email address is from the same domain as your website for best deliverability.

PDF generation fails or times out

• Increase PHP memory limit to at least 256 MB: add php_value memory_limit 256M to .htaccess.
• Check your PHP max execution time: add php_value max_execution_time 120 to .htaccess.

Payment status not updating after payment

• Verify your webhook is configured correctly — see Webhook Configuration.
• Check the webhook logs in your Razorpay/Stripe dashboard for delivery failures.
• Make sure /wp-json/ is not blocked by your security plugin or firewall.

PWA not prompting "Add to Home Screen"

• Your site must be served over HTTPS.
• Upload a 512×512 app icon in Settings → Branding → App Icon.
• The prompt appears after the client's second visit (browser requirement).
• On iOS, the prompt is manual — clients must tap Share → Add to Home Screen.

Portal URL returning 404

• Go to Settings → Permalinks → Save Changes to flush rewrite rules.
• Check that a portal page exists in Pages with the PortalWP template assigned.

REST API returning 401 or 403

• Make sure /wp-json/ is not blocked in .htaccess or by a security plugin.
• If using Wordfence or iThemes Security, whitelist the namespace portalwp/v1.
• Test REST API accessibility by visiting yoursite.com/wp-json/ in a browser.

Support & Contact

Our support team is here to help. We respond to every message.

When emailing support, please include: your WordPress version, PHP version, PortalWP plan, and a description of the issue (including any error messages). This helps us resolve your issue faster.