Client Portals let you collect information from clients and prospects through a branded, mobile-friendly form — no CRM login required for them. You send a link (or QR code), they fill it out, and their answers flow back into AdvantaCRM. Portals are great for intake, annual reviews, and gathering Scope of Appointment signatures.
You build and manage portals from Client Portals in the left sidebar.
Starting a new portal
Click Create New Portal in the top-right. The builder walks you through four steps.
Step 1 — Settings
Portal Name — an internal label only you see (e.g. "Lead Intake").
Portal URL Slug — the last part of the portal's web address, like
/portal/your-name/lead-intake.Description (optional) — shown on the portal's welcome screen.
Portal Status — when on, the portal is live; when off, visitors see an "unavailable" message.
New Client Status — the status given to a profile that gets created from a submission: Active client or Prospect. Pick Prospect for a lead-gen portal so new submissions land in your pipeline.
Click Next.
Step 2 — Branding
Logo — choose Upload my own logo (upload a JPEG, PNG, or WebP up to 2MB, or paste a logo URL) or No logo.
Agent Profile Display — pulled straight from your CRM profile, so there's nothing to re-type. Toggle whether to show your photo, name, phone number, and email address on the portal.
Welcome Message — the greeting clients see at the top of the form.
Click Next.
Step 3 — Fields
Choose what the portal asks for. Name, Date of Birth, and Phone Number are always required. Toggle on any optional fields you want:
Email Address
Mailing Address
Doctors & Providers
Current Medications
Preferred Pharmacies
Additional Information
Scope of Appointment
You can drag fields to reorder them, and clients see one question at a time for an easy, guided experience. Use Add a field to include more.
Click Next.
Step 4 — Confirmation
Confirmation Message — what the client sees after submitting.
Notification Email — where AdvantaCRM emails you when a submission arrives.
Allow Re-submission — let clients submit again using the same link.
Token Link Expiry (days) — how long a personalized link stays valid (default 30).
Invalidate Token After Use — makes a personalized link one-time-use.
Click Create Portal. Your new portal appears on the Your Portals list with an Active badge, ready to share.
Next: see [Sharing & managing your portal] to get your link out into the world.