Build a branded client portal using SmartSuite and Softr

Executive overview

Managing client relationships through raw work-management data is inaccessible to most clients. SmartSuite holds the structured data; Softr wraps it in a branded, permission-controlled interface clients can actually use.

The combination eliminates copy-paste duplication: one source of truth in SmartSuite, multiple tailored views surfaced through Softr.

Clients get a polished self-service portal without ever touching your internal workspace.

Why forms and public views fall short

• SmartSuite forms accept inbound submissions but offer no read-back — clients can't see status or history.
• Public views let clients see data but not interact with it.
• Inviting clients directly into SmartSuite is impractical — most won't learn the interface for occasional use.
• A dedicated portal layer solves all three gaps: read access, interaction, and a clean UI.

Connecting SmartSuite to Softr

• In Softr, go to Data Sources and add SmartSuite as a source — authenticate once, then all solutions are available.
• Create a blank application in Softr to start from scratch.
• Each page can contain static blocks (same for all users, e.g. hero banners) or dynamic blocks (pulling live SmartSuite data).
• Dynamic blocks let you choose the solution, table, and view type (list, Kanban, gallery, etc.).

Configuring a dynamic block

• Set the data source to a specific SmartSuite table (e.g. work requests).
• Add filters — surfaced as dropdown or tag buttons — so users can slice data without editing it.
• Enable search across chosen fields (e.g. request name, details, resolution notes).
• Set group by on a field like status to organise cards into columns.
• Map item fields: image, heading, and additional metadata fields to the SmartSuite columns you want visible.
• Under Actions, disable drag-and-drop if clients should not change status themselves.
• Add a Submit Request button to let clients create new SmartSuite records from inside the portal.
• Set visibility to logged-in users to restrict access.

Personalising views per user

• Sync the tenants/clients table to Softr under Users — map the email field and choose magic link authentication (no password required).
• Once synced, use conditional filters on any dynamic block: show only records where the unit field matches the logged-in user's profile.
• Result: each client sees only their own data, even though the underlying SmartSuite table contains all records.
• The same logic applies to any client type — swap "units" for projects, contracts, or accounts.

What the finished portal can include

• Profile page pulling lease details, parking pass, or other per-client fields directly from SmartSuite.
• Work requests Kanban filtered to the client's property.
• Billing page integrating Stripe or a checkout tool.
• Community/neighbours gallery filtered by location.
• Discussion/commenting area for tenant interaction.
• External links (e.g. main website contact page) alongside internal portal pages.

Customisation and branding

• Fonts, colours, padding, border styles, and card roundness are all adjustable per block.
• Custom domain can be configured in Softr settings.
• Design two experiences per page: one for logged-out visitors, one for logged-in clients.
• Softr also integrates with Google Sheets, HubSpot, Intercom, Hotjar, and other stack tools — enabling one cohesive portal regardless of internal tooling.