Client Portal

Here's something your clients will actually thank you for: a single link where they can see their full itinerary, check what they owe, and message you — without creating an account, downloading an app, or remembering a password.

The client portal is your agency's branded window into the trip. It looks professional, works on any device, and takes about ten seconds to set up.

Creating a Portal Link

There are two ways to generate a portal link:

From the trip detail page — go to the Share tab and create a portal link
From the client profile — generate a link that gives access to all of that client's trips

When you create a link, you can optionally set an expiration date — useful if you want the portal to go dark after the trip wraps up.

Once the link is created, JourneyFuse sends a branded email to your client with the portal URL. The email uses your agency's logo and accent color, so it looks like it's coming from you, not from some software platform.

No login required. They click the link and they're in.

There are two places to open the portal panel, and both show the same thing:

From a trip — open the trip and click the Share tab. This is usually where you already are when a client asks how to get in.
From the client record — click Portal in the action bar at the top right of the client card.

Either way you get the portal link with Copy/Open buttons, Email Portal Link, a QR code for the mobile app, and a Get sign-in code button.

Sending a Portal Invite Email

Click Send Invite in the portal dialog to send your client a branded email explaining how the portal works. The email:

Uses your agency's logo and accent color — not JourneyFuse branding
Includes a clear "Access Your Portal" button linking directly to their portal
Explains what they can do: view trips, make payments, complete traveler profiles, send messages
Shows your name, agency, email, and phone as the advisor signature

The email comes from your workspace identity, so it looks like a personal invitation from their travel advisor.

What Your Clients See

When a client opens their portal, they land on a personalized dashboard that gives them the big picture at a glance:

Quick Stats

Four cards across the top showing:

Active trips — how many trips are in progress
Payments due — any outstanding balances
Total invested — what they've paid so far across all trips
Messages — unread message count

Trip Cards

Each trip appears as a card with:

Hero image — the destination photo you set on the trip
Destinations — where they're going
Date range — when they're traveling
Traveler count — who's on the trip
Payment progress bar — a visual indicator of how much has been paid vs. total cost
Status badge — color-coded by trip stage (planning, deposited, paid, traveling, etc.)

Clients click a trip card to dive into the details.

Trip Detail on the Portal

This is where it gets good. When a client opens a trip, they see:

Full itinerary — every day laid out with activities, transfers, accommodations, images, and any resource guides you've attached. Opening the full itinerary from the portal adds a Back to Portal button at the top, so clients can always find their way back to the trip page
Park day details — for theme park trips, this includes dining reservations, Lightning Lane plans, and special events, all organized by day
Payment status — clear breakdown of what's been paid, what's outstanding, and when the next payment is due
Calendar export — clients can download an .ics file that drops their itinerary events and dining reservations right into their phone's calendar

That calendar export alone is worth its weight in gold for Disney and cruise clients who want everything on their phone without asking you to re-send details five times.

Your Branding, Not Ours

The portal picks up your workspace settings automatically:

Agency logo — displayed in the portal header
Accent color — used for buttons, progress bars, and highlights throughout
Agency name — shown in the header and email communications

Your clients see your brand. JourneyFuse stays in the background where it belongs.

Choosing What Clients See

Head to Settings → Agency → Team & Portal → Client Portal to control which sections appear on every portal:

Show trip history — the list of past trips
Show payments — the payments section, refunds, and the "Payments Due" / "Total Invested" totals. Handy to turn off while you're still backfilling payment history
Show messages — the Messages section on the dashboard and trip pages, where clients can send you messages. Turn it off if you'd rather keep all communication over email
Show mobile app section — where clients get their own sign-in code

All of these default to on. Changes apply to every portal in your workspace immediately.

The Advisor Card

The bottom of the portal dashboard shows a Your Travel Advisor card with a name, photo, and contact details. The photo resolves in this order:

The trip's assigned agent's profile photo — when "Show the trip's assigned agent" is on (best for multi-agent agencies)
A workspace-level advisor photo, if one is set
The profile photo of the team member matching the advisor card's contact email — so solo advisors get their photo automatically without extra setup

If you're seeing a generic icon instead of your photo, make sure your profile photo is uploaded under your personal settings and that the Advisor Card email (or your agency profile email) matches your login email.

Managing Portal Access

You're always in control of who sees what:

Revoke access anytime — delete the portal link and the client immediately loses access
Workspace-scoped — clients only see trips that belong to your workspace, never anyone else's data
Set expiration dates — links can auto-expire after a date you choose
Works everywhere — the portal is fully responsive on desktop, tablet, and phone

Traveler Profiles

When clients open a trip in their portal, they'll see a traveler completion banner at the top if any travelers on the trip have incomplete profiles. The banner shows how many profiles are done (e.g., "2 of 4 profiles complete") and links to a dedicated traveler intake page.

On the traveler intake page, clients can fill in details for each person on the trip:

Name — first and last name
Date of birth
Gender
Citizenship
Passport number

Each traveler saves individually, so clients can complete profiles at their own pace. This is especially useful for group trips and cruises where you need passport and personal details from every passenger.

Traveler data entered through the portal flows directly into the household member records you see on the client profile in JourneyFuse — no re-entry needed.

Getting a Client Into the Mobile App

There are three ways in, and they suit different moments.

The QR code (easiest). The portal panel shows a QR that never expires. A client scans it with their phone and the app signs them in. Because it doesn't expire you can screenshot it, drop it into an email, or print it on a travel-documents handout.

The sign-in code (when they're on the phone with you). Click Get sign-in code for a 5-character code (e.g. 2L9B8). It works once and lasts 15 minutes, so generate it while your client is with you rather than ahead of time. A countdown shows how long is left.

The portal link (for automated emails). Click Email Portal Link to send the branded invite, or use the {{portal_url}} merge variable in any template or automation and it resolves to each recipient's own portal. From that portal dashboard the client can hit Get My Sign-In Code themselves, which means you don't have to be involved at all when someone gets a new phone.

The link is the durable one. Codes expire by design, so if a client says they've lost their code, resend the link rather than minting a code they may not use in time.

Tips for Getting the Most Out of the Portal

Set a great hero image on every trip. It's the first thing clients see on their portal dashboard. A beautiful destination photo makes the whole experience feel premium.
Build out the itinerary before sharing. A portal with a half-built itinerary isn't impressive — wait until you have the key details in place, then share the link. You can always update it later and the client sees changes in real time.
Use expiration dates strategically. Set the portal to expire a week or two after the trip ends. It keeps things tidy and gives clients enough time to reference details post-trip without leaving links active forever.
Tell clients about the calendar export. Most clients don't discover this on their own. A quick "hey, you can download your whole itinerary to your phone calendar" in your handoff email goes a long way.
Brand your workspace first. Before sending your first portal link, make sure your logo and accent color are set up in Workspace Settings. First impressions matter, and a generic-looking portal misses the point.

FAQ

Do my clients need to create an account? No. The portal is accessed via a unique link — no signup, no login, no password. Just click and view.

Can clients make changes through the portal? Not to your records. Clients can view everything, send messages, fill in their own traveler profiles, pay an open invoice, and report a payment they've already sent. They can't edit itinerary details, and a reported payment lands as pending for you to confirm, so nothing changes your books without you.

Can I hide the Messages section? Yes. Turn off Show messages under Settings → Agency → Team & Portal → Client Portal. The Messages section, tab, and message previews disappear from every portal, and clients will reach you by email instead.

What happens if I update a trip after sharing the portal? Changes appear in real time. Update an itinerary block, add a booking, or record a payment — your client sees it the next time they open the portal.

Can I send the portal link to multiple people on the same trip? Yes. The link works for anyone who has it, so you can share it with all travelers in the party. They'll all see the same trip dashboard.

Can clients fill in traveler details through the portal? Yes. When a trip has travelers with incomplete profiles, clients see a banner prompting them to fill in names, birthdays, passport numbers, and other details. This saves you from chasing down information manually.

My client lost their sign-in code. How do I resend it? Codes are single-use and expire after 15 minutes, so there's nothing to look up or resend. Send them their portal link instead (Email Portal Link on the trip's Share tab), and they can generate a fresh code themselves from the Mobile App section of their portal dashboard. If they're on the phone with you, Get sign-in code and read it out.

Can my client pay from the portal? Yes. A Make a Payment button appears on the trip page and on the trip card whenever there's an open invoice with a balance. It opens their invoice, where they can enter an amount and pay by card. Separately, Record a payment is for money they've already sent by check, Zelle, or wire, which you confirm once it lands.

Is the portal secure? Each portal link is a unique, unguessable URL scoped to a specific client's workspace data. Clients can only see their own trips. You can revoke access at any time by deleting the link.