Client Onboarding Portal

The branded portal your new clients actually complete

Welcome steps, document uploads, and progress tracking — all in one calm, client-friendly portal your team sets up in minutes.

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portal.welcomegate.com

Welcome, Marta

Meridian Studio Onboarding

Progress 43% complete
Sign welcome agreement
Complete intake form
Upload business license In progress
Schedule kickoff call
Review brand guidelines

3 tasks done

Meridian Studio

Doc uploaded

One place for every new client relationship

Most agencies manage onboarding across email threads, shared Drive folders, and manual follow-ups. WelcomeGate gives each client their own branded portal — and gives your team a single view of where everyone stands.

Your clients know what to do

Each client logs in to their own branded portal and sees a clear checklist of what's needed from them — welcome steps, forms, and document uploads — organized by stage.

Documents arrive without the chase

Request specific files, and clients upload them directly to the portal. No more lost email attachments or "did you get my PDF?" messages — everything lands in one organized place.

Your team sees the full picture

The team dashboard shows every active client, their completion percentage, and which items are stuck — so you can follow up at the right moment, not on a hunch.

How it works

Built around the client experience, not your internal workflow

01 — Onboarding Checklist

A clear path forward, from day one

When a client logs in, they see exactly what's needed and what's done. You define the steps; they move through them at their own pace. Progress is visible to both sides — no status-request emails needed.

  • Steps organized by stage — welcome, setup, launch
  • Progress bar shows completion at a glance
  • Branded with your logo, not WelcomeGate's
Onboarding Checklist 57% done
Getting started
Welcome agreement signed
Intake questionnaire
Brand assets submitted
Documents
Business license In progress
W-9 form
Certificate of insurance
Document Upload

Drop files here or browse

business-license-2024.pdf

Uploaded Jan 14, 2025

Uploaded

brand-kit-v2.zip

Uploaded Jan 12, 2025

Reviewing

W-9 form

Pending

02 — Document Collection

Documents arrive organized, not scattered

Request the exact files you need. Clients upload directly to the portal with a simple drag-and-drop — and you see the status of every document in real time, without hunting through email attachments.

  • Name the documents your clients need to provide
  • Status updates: Pending, Uploaded, Reviewing, Approved
  • Secure upload — no email attachments, no shared folders

03 — Team Dashboard

Every client's progress, without asking

The team view shows all active clients, their completion percentage, and which items have been sitting idle. Know who needs a nudge before they go quiet — not after.

  • Sortable by completion, last activity, or client name
  • Stuck items surface automatically — no manual review
  • Works alongside your existing project management setup
Active Clients 8 onboarding
Client Progress Status

Meridian Studio

Last active Jan 14

57%
Active

Holloway Partners

Last active Jan 13

90%
Active

Creston Collective

Stuck 5 days

28%
Stuck

Waverly Design Co

Last active Jan 15

72%
Active

Pricing

Simple pricing for service teams

One plan that covers everything. Start free, invite your first client today.

Most popular

Professional

$49 / month

Up to 20 active client portals

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  • Up to 20 active client portals
  • Custom branding (logo, colors, domain)
  • Document collection and review
  • Team dashboard with progress tracking
  • Onboarding checklist templates
  • Email notifications for clients
  • 14-day free trial, no credit card required

Built for boutique teams

WelcomeGate is designed for agencies and consultants that handle clients one relationship at a time. Not for enterprise implementation teams — for the 5–50 person shop that wants clients to show up prepared.

Set up in under an hour

Create your checklist template, invite your first client, and share their portal link. There is no implementation phase, no onboarding call required, and no technical configuration.

Need more than 20 portals?

Larger teams can reach out directly. We offer a scale plan for agencies handling a higher volume of concurrent client onboardings.

Contact us

Get started today

Stop chasing clients over email. Give them a portal instead.

WelcomeGate takes minutes to set up. Your next client can log in to their portal today.

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14-day free trial. No credit card required.