Enable your branded client portal, set your subdomain, and give clients one-click access to review candidates.
4 min readIn this video you'll give a client their own portal: one place to see the candidates you've sent, give feedback and ask for new roles. Two steps: once for your agency, then once per client.
First, your agency. Open Settings, then Client Portal.
Check it's switched on, and pick the portal's address. Add your logo and your colour, so the portal looks like your agency, not like us.
Then, the client. Open the client, here Northgate Analytics.
The card says No portal access yet. Click Send Portal Invite.
Priya gets an email with one button to open her portal. There's no password to set up.
Once she's in, the card shows who has access and when they last looked, and you can take access away at any time.
To see exactly what Priya sees, click Preview client portal. The preview is read-only, so nothing you click there reaches her.
Next: what your client does in the portal.
In this video you'll see what your client does in the portal, so you know what to expect after you invite them.
Elena opens her portal from your invite. Her dashboard shows what needs her attention, her open roles and the candidates in play.
She opens a role. The candidates you've sent sit in tabs, starting with the ones waiting on her. Each card shows what the candidate told you, and two choices.
If she wants to meet Daniel, she clicks Request an interview, and you're told straight away.
Then, depending on your interview scheduling setting, she picks the times that suit her, or you arrange them.
If he isn't right, she clicks Not the right fit, picks the main reason in one click, like too junior or wrong industry, and can leave you a note.
Once an interview is booked, it's in her portal too, with the date, the time and the format. If she needs a different time, she clicks Reschedule.
And when she needs someone new, she clicks Request a role.
Next: when a client asks for a new role.
In this video you'll see what happens when a client asks you for a new role through the portal, and how it reaches you.
In her portal, Elena clicks Request a role. An assistant asks her about the role, one question at a time: the title, the location, the pay, what's essential.
If she'd rather, she switches to a form, and can paste a job description to fill it in.
When she's done, she's told you'll review it.
On your side, a notification arrives: Brightline asked for the role, and a draft campaign is ready to review.
The role is already a job on Brightline's page, marked Awaiting review, and nothing has gone out to anyone. A chip shows whether Brightline's fee terms are in place.
If you'll take the role, click Approve. The job opens, and Elena is told. Then click Review the draft campaign, read it, and start it only when you're ready.
If you won't take it, click Decline, and add a message if you like. Elena gets it word for word.
Either way, nothing goes out to candidates until you start a campaign yourself.
Next: finding new clients with a campaign.
Your client portal gives hiring managers a branded space to review candidates, provide feedback, and schedule interviews — without needing a password. This guide covers setup, branding, and what your clients will see.
acme-recruiting) and click Save addressYour portal is now live at [your-subdomain].placementflow.com.
Your subdomain appears in all client-facing URLs. Choose something professional and recognizable:
acme-recruiting, talent-partners, yourcompanyThe subdomain must be 3-50 characters, lowercase letters, numbers, and hyphens only.
Important: If you change your subdomain later, all previously sent magic links will stop working. Clients will need new links.
Make the portal look like yours:
#3B82F6)Clients never need a password. They access the portal via magic links — secure, single-use URLs sent in emails.
Portal links are included automatically in the email your client gets when you create an interview with them, in the new-candidates and weekly roles emails, and in the feedback request after an interview. Your submission emails carry their own buttons instead.
Each link expires after 7 days. If a client's link expires, they can request a new one from the portal's expired page.
When a client clicks their magic link, they land on your branded portal dashboard:
These highlight time-sensitive items:
| Card | What It Means |
|---|---|
| Candidates waiting on you | Candidates submitted 24+ hours ago that the client has not decided on |
| Upcoming Interviews | Interviews scheduled in the next 7 days |
| Offers awaiting response | Offers waiting for the client's answer |
From the portal, clients can:
Every candidate, on the role page and on the candidate's own page, has one decision:
| Button | What Happens |
|---|---|
| Request an interview | An interview is created, follow-ups about this candidate stop, and you're notified |
| Not the right fit | The client can add a reason and a note for you; follow-ups stop and you're notified |
After 3+ feedback items on a role, the AI starts learning your client's preferences and proposes a concrete search refinement — see Client Feedback and AI Calibration for how that loop works.
Each client only ever sees their own roles. Settings → Client Portal → Role Visibility offers "Manually select which roles to show", but there is no list to pick roles from yet, so every active role still shows.
Control when you're notified about portal activity:
| Setting | Default | What It Does |
|---|---|---|
| Candidate feedback | On | Email when a client decides on a candidate |
| Role requests | On | Email when a client requests a new role |
| Portal visits | Off | Not active yet: no email is sent when a client visits |
Once your portal is set up, portal links go out automatically in the emails listed above, and clients can decide on candidates from the portal straight away. Their feedback calibrates the AI to find better matches for future searches.
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