Guest Portal — Branded Client Access for Your Workspace
Branded login page, granular permissions, and unlimited guest users at no extra cost. Give clients exactly the access they need.
Client collaboration usually means one of two things: endless email threads with attachments flying back and forth, or giving clients access to internal tools they were never designed for. Email loses context. Giving clients full access to Slack or Notion exposes internal conversations and documents they should not see.
Zioan's guest portal gives each client a controlled view of your workspace. They log in through a branded page, see only the spaces, documents, boards, and channels you have granted access to, and can communicate with your team through the same chat system you already use internally. They cannot see anything you have not explicitly shared.
Guest users are unlimited and included in the license at no extra cost. Whether you have 5 clients or 500, the price does not change. And because Zioan is self-hosted, your clients' data and interactions stay on your server.
What's included
- Branded login page with custom logo
- Granular permissions per space, document, board, and channel
- Unlimited guest users at no extra cost
- Auto-welcome messages for new guests
- Assigned moderators per guest
- Client chat through the same messaging system
- Document sharing with client review
- Kanban board access for project visibility
- CRM integration with contact records
- Promote/demote between CRM contacts and guest users
- Per-resource sharing controls
- Self-hosted for client data sovereignty
How the guest portal works in Zioan
Branded login page
Customize the login page with your logo and branding. When a client visits the portal, they see your company's identity, not Zioan's. This is their experience of your workspace, presented professionally.
Granular permission control
Control access at every level. Grant a client access to specific spaces, individual documents, particular boards, or designated chat channels. A client working on Project Alpha sees only Project Alpha's space. They cannot browse other spaces, other clients' documents, or internal team channels.
Auto-welcome messages
Set up automatic welcome messages that greet new guest users when they first log in. This gives clients immediate context: where to find their project documents, which channel to use for questions, how to navigate the workspace.
Assigned moderators
Assign team members as moderators for specific guest users. Moderators are the primary point of contact, responsible for managing the client's access and answering their questions. This creates clear accountability within your team.
Chat with clients
Clients communicate through the same chat system your team uses. Messages from clients appear in channels or DMs without requiring a separate tool. Your team does not need to switch between an internal chat and a client-facing messaging system.
Document and board sharing
Share specific documents for client review, or give clients access to a project board so they can see task progress in real time. Clients see the same kanban board your team works on, but only for the boards you have explicitly shared.
CRM integration
Guest users are connected to CRM contact records. Interaction history, notes, files, and follow-ups are tracked in one place. Promote a CRM-only contact to a guest user when they need workspace access, or remove access while keeping the CRM record intact.
Why teams choose Zioan's guest portal
Unlimited guests, no extra cost
Many workspace tools charge per user, including guest users. Some charge extra for a client-facing portal as a premium feature. In Zioan, guest users are unlimited and free. Whether you manage 10 clients or 200, the license cost stays at EUR 999 one-time. This makes the guest portal practical for agencies and service businesses of any size.
Replace email threads with real collaboration
Instead of emailing a document, waiting for feedback, emailing a revised version, and losing track of which version is current: share the document through the guest portal. They comment on it. You update it. Both of you always see the latest version. No "v3_final_FINAL.docx" attached to an email chain.
Clients see progress without you reporting it
Give a client access to their project's kanban board. They can see which tasks are in progress, which are done, and what is coming next. This reduces "what's the status?" emails and gives clients confidence that work is moving forward, without your team spending time writing status reports.
Data stays on your infrastructure
A guest portal on a SaaS platform means client data lives on the vendor's servers. With Zioan, client logins, shared documents, and portal interactions all run on your server. For clients with strict data handling requirements (legal firms, healthcare, finance), this is a selling point for your service, not just a technical detail.