You want to give your clients a way to access the information they need about your product or service, and you also want them to be able to do it from their computers, tablets, and smartphones.
A client portal is a secure digital gateway that allows customers to log in and view different types of information across multiple devices. Client portals can provide many benefits for both you and your customer.
In this article, we will discuss what a client portal is, how it works, why businesses use them, as well as additional software features that may help improve the user experience within your organization's platform.
What is a Client Portal?
A client portal is a secure, private website that requires your customers to authenticate either by logging in or clicking an authentication link sent via email.
Once they are authenticated it allows them access to important information about their account and the ability to interact with you directly.
It might be something as simple as viewing billing history, payment options, recent invoices, or service details. Or it might be the ability to contact customer support with their password in hand without any assistance from you.
This is important because customers can access information even when they're not directly interacting with your business on a more traditional level like over the phone or through email correspondence.
How Does It Work?
A client portal is used to securely transfer files, relay information, post messages and content that would be otherwise impossible to share across the open internet or on your website.
This type of secure communication allows customers access to what they need without having to go through you first.
Your customer can log in at their convenience so long as they have an internet connection, and you can even set it up so that they get a message or email notification when new information is made available.
The portal also allows you to manage your customer's account preferences directly from the platform.
Customers can update their information, pay for invoices, change password details, etc., which helps them to better understand their options and take action on what they want.
Why Client Portal Website Stands Out?
A client portal is a way to streamline your business and provide convenience for customers.
This secure platform allows you to send orders, access invoices, update billing information or change passwords all from one central location that can be accessed anywhere as long as they have an internet connection.
In addition, the software provides reports on how many times users logged in, how often content was viewed and which devices they used.
This information is valuable to show customers who are logging in from multiple locations or via different access points such as a laptop at work during the day and then an iPad at night.
The portal gives you a way to see what people are doing on the platform as well as how often they're using it.
Consider additional features that might be important to your business such as cost reports, payment details, or service level agreements.
This is where customer portals tend to vary from one company to another depending on their needs and requirements.
What Are the Benefits of Using a Client Portal?
The benefits of the client portal are listed below:
1. Sharing Current Information
Today, customers expect a lot more service. Especially if they're having an issue with your product or service. With a well-implemented customer portal, you don't have to force them to wait for one of your agents to free up.
Instead, you can offer them current information they can use to find what they need when they need it. This can be especially helpful if your company deals with tech support or professional services.
A customer portal is where companies can move more advanced communication into the digital space. This is something that's already being done in many other areas so it only makes sense to further the transition when it comes to dealing with the customer.
In addition to making your customers happy, sharing on-demand information can also greatly reduce the number of time-consuming requests your agents get from customers to resend an invoice or a ticket update.
2. Reduces Hassle Works for your company
One of the biggest benefits that a customer portal provides is its ability to reduce or even eliminate hassles that can be frustrating for both you and your customers.
This type of service reduces the strain on your company by allowing your clients direct access to information they need without having to go through you first (which saves time, energy, and resources).
Though interacting with your client can give you new opportunities to engage, it's just not feasible to have an agent assigned for every single customer inquiry.
It can be unfair to your agents and unsustainable if you're trying to maintain a high level of customer satisfaction.
While some companies still offer this type of service through email or phone correspondence, the most successful businesses are now making use of online portals that allow for quick and easy access to information without having to go through a middle man.
3. Improves Customer Service
The Client Portal indulges itself in interacting with the customers to make the customer feel that they are being treated with care and consideration.
The benefit of the client portal, in this case, is when you have a loyal customer base who wants to be engaged on an individual basis. People want to feel like individuals, not just another number or account.
The Client Portal gives them that opportunity by providing them direct access to their personal information and the ability to interact with your company.
It is an extra credit to have a client portal for your business because it can be used to build trust with the customer.
4. Authenticates Communication
Accessing your information is not the only benefit of using a customer portal. The other real advantage that you get by having one in place, is access to authenticated communication between yourself and your end-users.
Communication is key to dealing with almost any issue that may arise. Whether it's a software problem or a billing concern, the ability to communicate directly with your clients is critical for both you and your company.
A client portal provides end-users with authenticated communication between themselves and the company they're doing business with.
Once again, this removes the strain on your company because it saves time spent authenticating if the client is who they say is before you respond.
5. Brand Customization
Customizing your client portal website will allow you to offer self-service options without presenting inconsistent branding or directing your customers to an unfamiliar URL.
At a minimum, it should also provide the ability to map the portal to your domain and control the design of the portal itself.
No two businesses are the same, and that's what makes each one special. The idea is to provide your clients with a personalized experience while maintaining consistency across all of your platforms.
This can be done by offering customizable web pages for your client portal software or other types of applications you may offer through an API (application programming interface).
Most business portals are customizable to some degree, even if it's simply the ability to map your domain.
6. Self-Service Options
Customer Portal Software is entitled to self-serving options, such as submitting tickets, tracking your contributions to community forums, and looking up ticket history.
Self-service options allow customers the convenience of taking care of business on their own time without having to wait for an agent or contact you first.
It can be a huge relief if they're used to waiting hours (or even days) for someone from your company to get back to them.
Typically, the most popular self-service options are related to your support team and can include ticket submissions, tracking contributions users have made on community forums or looking up their tickets for certain products.
This type of service is common with customer portal software because it's a secure way for customers to share information and receive answers to their questions without having to contact you directly.
7. Cyber Security
Security is the foremost important feature of the client portal. It is used to securely transfer files, relay information, and post messages that would be otherwise impossible to share across the open internet or on your website.
It prevents criminals from hacking into your system and stealing information that can be used to defraud clients or customers.
And even if you're not worried about the safety of your business, this type of service is also great for building trust with your existing client base and attracting new customers who will want access to their account when they need it, wherever they are!
The client portal's notable feature is its flexibility. It serves as the entrance to your entire online support experience, which makes them far more flexible than email or for that matter, anyone communication method.
With a customer portal, you have much higher limits on the size and type of files you can upload. Plus, you can centralize other customer interactions like ticket tracking, billing, messaging, and more.
Flexibility is one of the chief benefits that client portal software offers, along with being secure and customizable.
It can serve as an entrance to your support experience online because it isn't limited in size or type. This means you can upload just about anything when you're sharing files through a customer portal.
And because this method combines ticket tracking, messaging, billing, and other features, it gives you the flexibility to centralize all of your support efforts into one place.
9. Billing and Invoice
A client portal also allows you to upload and share invoices, which can make it easier for your customers to pay their bills online.
They don't have to search through a crowded inbox or wait until they're able to get in touch with one of your agents before they can see the information that's most important to them.
Billing and invoicing are other common features offered with customer portal software because it makes them easier for your clients to pay on their own.
That way, they're not searching for an invoice in an overstuffed inbox or waiting to get in touch with one of your agents before they can view the information that is most important to them.
10. Collaborative tools
Collaborative tools ensure that the client portal works the way you need it to. It's a place where your customer can securely share files, add notes, and request support from other team members without having to give them their login information.
This can be especially helpful for service-based businesses, where the diversity of customer support needs may vary greatly from one client to another.
To ensure customer requests are addressed quickly and completely, support agents need visibility into requests and the ability to share updates or request assistance from other team members.
It is especially true when you're serving large organizations where your customer is more than one person. This will help you to get everything done quickly and more effectively.
11. Increase Customer Loyalty
The client portal also offers several features that can help you increase customer loyalty and drive more repeat business. For example, it gives your customers the ability to provide feedback on their experience with your company directly through the website.
When you allow past customers to use this service when they need you most, it proves to them that they're valued.
It lets you get the best reviews of what your customer thinks about their experience with your company without having to wait for them to share it on social media or in another public forum.
This can be very helpful when you want to increase customer loyalty and bring more repeat business because it allows your customers to give feedback on their experience with your company directly through the website.
It can prove to you what they think about their experience when they need main help from your company without having to wait for them to share it in a public social media forum.
12. Rapid Deployment
Customer portals are very easy and quick to set up, which means that you can deploy one in a short amount of time.
And the benefits don't stop there -- it's easy to update portal content, too, so you can adapt your customer experience as your company grows and changes.
That means you can get a customer portal up and running in no time, which is a great benefit when you want to launch a new customer service program quickly.
Plus, you can easily update or change any of the portal contents whenever you need to. This means that getting a customer portal up and running with your company is very easy so you can adapt it as your business grows and changes.
13. Mobile Accessibility
Mobile devices have become more prevalent than ever, but as a business owner, you may have been hesitant to embrace the trend. Fortunately, customer portals can be used from virtually any device, so there's no reason not to offer your clients the best experience possible.
At first glance customer portal websites may seem very complicated and hard-to-work-with but they are quite simple and easy if you know a few customer portal basics.
This is especially important if your client base includes mobile users, who will need quick access to info that's relevant to them at all times.
Mobile devices have become more common than ever and it can be hard for business owners to embrace the trend because of its complication but it is not complicated and easy to work with if you know the basics of a customer portal website.
This is especially important for customers that have mobile devices because they need quick access to information that's relevant to them at any given time.
14. Increase Efficiency In The Workplace
Customer portals give your employees a central location where all shared files can be easily located and accessed.
Plus, all updates and changes will be reflected in real-time, so there's less room for error.
This is especially helpful when you need everyone on your team to have access to information that they can rely on at all times. It also allows you to reduce the risk of mistakes happening because the most recent updates will be reflected in real-time and it will be easier for everyone on your team to locate and access shared files.
15. Accessibility From Anywhere
Customer portals let you expand the way your business is accessed, so instead of limiting yourself to a brick-and-mortar location, anyone can now interact with you online.
There's no reason that you should rule out potential customers just because they're not within driving distance of your business.
Customer portals can expand the way you interact with your customers, so there's no need to limit yourself to a brick and mortar location if any previous or current customer can access it online.
This also lets you avoid ruling out potential customers who aren't within driving distance of your business.
16. Improved Customer Experience
An advantage of building your customer base is that they can become raving fans, but they may lose interest if you don't keep their needs in mind.
Customer portals give you a chance to learn what they want out of their experience with your company, so you can work on improving it.
This also gives you a chance to learn what they want and need out of their experience with your company so you can work on improving it.
17. Improved Customer Experience And Relationships
Customer portals give you the chance to answer any questions that your clients might have, as well as handle any complaints before they escalate into major issues.
This gives you the chance to answer any questions that your clients might have and handle complaints before they escalate into major issues.
Customer experience and relationships will improve as you're able to answer any questions that your clients might have and handle complaints from them before they escalate into major issues.
Customer portals give your customers a chance to see the bigger picture, by explaining how their needs impact those of other customers.
A business must show their clients that they're part of a bigger picture, by showing them how their needs impact those of other customers.
This is especially important for businesses because it gives them the chance to show their clients how their needs impact those of other customers and the company as a whole.
18. Show You Value Your Employees
When your workforce is given access to a customer portal, it shows them that you value their input and opinions as well as their hard work.
Value your employees by giving them access to a customer portal and it will show them that you value their input and opinions as well as the work they do.
Your customers want to know there's someone on the other end of their interactions, so give them a chance to provide feedback about your company.
Customer portals show your employees that you value their input and opinions and appreciate the hard work they put in.
19. Less Time Spent Filling Out Forms
Customer portals can reduce the amount of time that your employees spend filling out forms and chasing down information.
Customer portals make it less likely for your employees to have to spend time filling out forms, which saves them a lot of time they could be spending on other tasks.
Less time spent filling out forms means more time for your employees to get their regular work done.
20. Reduced Client Support Costs
When a client portal website is built properly, it can easily consolidate information that was once spread out between emails and phone calls.
This makes it easier for all of your employees to have access to up-to-date information without having to make their copies, as well as making it faster for clients to gain access to the information they need.
This can drastically reduce your client support costs because it makes it easier for employees to have access to up-to-date and important information instantly, without having to make their copies, as well as making it faster for clients to gain access to the information they need so they don't have to call or email you about it anymore.
Client portals are great for increasing customer loyalty and satisfaction, while at the same time cutting costs.
Customer portals are great for increasing customer loyalty and satisfaction, while at the same time cutting costs. They also make it easier for your employees to access files and updates they need without having to ask around or make their copies.
They're also very easy to use with many self-serve options for submitting tickets or looking up ticket history without having to contact your company directly.
With these benefits outlined above, there is no downside to implementing a client portal in your business.
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