Agency Client Portal

An agency server with a private category per client for deliverables, approvals and billing, plus a hidden team area.

8 categories
36 channels
9 roles
Medium

Choose a server, review what will be created or reused, then confirm. Merge keeps what you have; replace rebuilds the server. Vetox takes a safety backup first either way.

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Server structure

Channels

RECEPTION

reception
Welcome. Your project category appears in the sidebar once your role is assigned; ask in #portal-help if it has not.
how-this-portal-works
Where deliverables land, how approvals are recorded and what the response-time commitment is.
agency-news
Agency announcements for every client: new services, team changes, office closures.
availability-notices
Holidays, reduced hours and who covers for whom. Updated by the Account Manager.

CLIENT A

client-a-chat
Day-to-day with Client A. Questions, quick calls, what is next.
client-a-deliverablesHidden from @everyone
Work posted by the agency, one message per version. Comment in #client-a-feedback, not here.
client-a-approvals
Sign-off only. Reply to the deliverable link with Approved and the date; that message is the record.
client-a-feedback
Change requests on the current round. Numbered, one per message, so nothing is missed.
client-a-billingHidden from @everyone
Invoices, payment questions and scope changes that affect cost. Client A and the Account Manager only.
Client A Call

CLIENT B

client-b-chat
Day-to-day with Client B. Questions, quick calls, what is next.
client-b-deliverablesHidden from @everyone
Work posted by the agency, one message per version. Comment in #client-b-feedback, not here.
client-b-approvals
Sign-off only. Reply to the deliverable link with Approved and the date; that message is the record.
client-b-feedback
Change requests on the current round. Numbered, one per message, so nothing is missed.
client-b-billingHidden from @everyone
Invoices, payment questions and scope changes that affect cost. Client B and the Account Manager only.
Client B Call

CLIENT C

client-c-chat
Day-to-day with Client C. Questions, quick calls, what is next.
client-c-deliverablesHidden from @everyone
Work posted by the agency, one message per version. Comment in #client-c-feedback, not here.
client-c-approvals
Sign-off only. Reply to the deliverable link with Approved and the date; that message is the record.
client-c-feedback
Change requests on the current round. Numbered, one per message, so nothing is missed.
client-c-billingHidden from @everyone
Invoices, payment questions and scope changes that affect cost. Client C and the Account Manager only.
Client C Call

SHARED WITH CLIENTS

resource-library
Brand guideline templates, briefing forms and how-to guides the agency shares with every client.
portal-help
Cannot see your project? Press the button and the Account Manager will sort it out in a private ticket.

PRODUCTION

production-chat
The people doing the work. No client names in channel names; use the queue thread instead.
work-queue
One thread per task. Tag the discipline and the status; the Account Manager closes it when the client approves.
qa-and-handoff
Checks before anything is posted to a deliverables channel. Link the queue thread and the checklist.
time-tracking
Hours by task, posted at the end of the day. Contractors post here for invoicing.
Production Room

ACCOUNTS

pipeline
Leads and proposals in flight, one message per prospect, updated as it moves.
proposals
Drafts, pricing and scope before they go to a prospect.
invoicing
What has been billed, what is overdue, what is due next month.
contracts-vault
Signed agreements and renewal dates. Search by client name.
Accounts Call

DIRECTORS

directors-room
Hiring, pricing, which clients to keep. Vetox logs role changes here.
agency-finances
Revenue, payroll and cash position. Directors only.

Roles

Agency DirectorAdministrator
Account ManagerModerator
Agency Team
Contractor
Client A
Client B
Client C
Muted

Overview

Built for an agency that runs several client projects at once and wants each client to feel like the only one. Every client gets a category that only their role and the agency can see: #client-a-chat for the day-to-day, #client-a-deliverables where the agency posts work and the client cannot post over it, #client-a-approvals for the sign-off that closes a round, #client-a-feedback for the round that comes before it, and #client-a-billing, which the Account Manager sees and the rest of the agency does not. Client B and Client C mirror it; add a role and duplicate a category for each new account. The Reception category is the only shared client space: #agency-news for announcements and #availability-notices for holidays and response times. Everything else is agency-only. Production holds #work-queue, a forum tagged Design, Development, Copy, Blocked and In review, plus #qa-and-handoff and #time-tracking; Accounts holds #pipeline, #proposals, #invoicing and #contracts-vault for the Account Manager; Directors is the room above that. Contractors see Production and nothing with a client's name on it unless they are given that client's role.

When to use it

Three clients each want a Slack channel, email threads are where approvals go to die, and a contractor once saw a proposal meant for someone else. This layout gives every client one private category with a deliverables channel they cannot overwrite, an approvals channel that records the sign-off, and a billing channel scoped to the Account Manager, while the team's queue, pipeline and finances stay behind roles no client has.

What makes it different

One hidden category per client, visible only to that client's role and the agency.
Deliverables channels are read-only for the client, so a version is never posted over.
Billing channels are scoped to the Account Manager and the client, not the whole team.
A forum work queue tagged by discipline and status replaces per-project text channels.
Contractors see Production only, unless they are given a specific client's role.

Recommended Vetox setup

Tickets
Put a ticket panel in #portal-help so a client who cannot find something opens a private thread with the Account Manager.
Reminders
Schedule Reminders in each #client-a-approvals channel the day before a sign-off deadline so a round does not stall on silence.
Logs
Send Logs to #directors-room so role changes are recorded; a client role given to the wrong person is the one mistake this layout cannot undo.
Embed Messages
Post the scope, contacts and response times as a pinned embed at the top of each #client-a-chat.

Questions

How do I add a fourth client?

Create a role named for the client, duplicate one of the client categories, and swap the Client A overwrite for the new role on the category and on every channel inside it that has its own overwrites. The deliverables and billing channels carry their own overwrites, so check both.

Can Client A see that Client B exists?

No. Each client category denies ViewChannel to @everyone and grants it back only to that client's role, Agency Team and Account Manager. A client sees Reception, their own category and the shared resources, and nothing else.

Why is billing separate from the client chat?

Because the people doing the work do not need to see the invoice, and the client should be able to raise a payment question without the whole project team reading it. #client-a-billing is visible to the client and the Account Manager only.

Common mistakes

Giving a contractor a client role for one task and forgetting to remove it, which is how they read another client's billing.
Letting clients post in the deliverables channel, so the approved version and the client's edit sit side by side with the same name.

Consider instead

Consultancy Clients Lounge You are one consultant with a shared lounge and private threads, not a team running parallel projects.
Company Customer Community Your customers should talk to each other rather than each be walled off from the rest.

Do you have any doubts?

Our team is there for you

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