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The client portal

Give your clients
their own portal.

Your customer gets a branded login to their own projects: the programme, approved site photographs, day works, RAMS, construction phase plans, drawings, asset and fire registers, certificates and quotations. You publish nothing twice, and they stop ringing your office for documents.

See the client portal → Why FM firms buy it
17 areas, one login scoped project by project they can write two things web and mobile
What it replaces

Your office is the bottleneck
between your client and
information you already hold.

Every one of these is a document that exists, in your system, that somebody has to be asked for.

Monday
The client emails asking for the RAMS again. The version they were sent in March is on a laptop belonging to somebody who left.
Re-sent
Quarterly
The asset register goes out as a spreadsheet attachment. Their copy and yours diverge within a fortnight.
Two versions
Friday, every week
The client rings to ask how it is going. Your contracts manager sends four photographs he happened to be sent himself.
An hour a week
The alternative
Somebody adds the client to the site WhatsApp group. Your staff stop speaking freely in it that afternoon.
The channel dies
Six months on
A different person at the client asks for the service certificate. It was definitely issued.
Searched for
Weekly call
Fifteen minutes establishing what is actually happening on site next week, before the meeting can start.
Every week
The mechanism The portal is built on the same records the contract runs on So there is nothing to maintain
What your client sees

Six of the seventeen,
and why each one
removes a phone call.

You choose which of the areas each individual contact gets, and which projects they can open. Both are set per person rather than per company.

Scoped project
by project

Access

A client contact sees only the projects you tick for them. Access is checked twice on every page, against the assignment list and against the project's client record.

  • A regional manager and a site caretaker see different things
  • Assign nothing and they see nothing
  • Repeated on every document download
  • Repeated again on every mobile call
Per person, not per companyLive

Approved
photographs only

Control

Nothing reaches the client automatically. Every upload starts at pending, and a member of your office staff opens it full screen and approves it before the client can see anything.

  • Your engineer photographs the mess freely
  • The approval records who released it and when
  • Grouped by visit, with your remark underneath
  • 230 of 438 uploads released, 208 held back
The control is real and usedLive

Certificates
on demand

Docs

Maintenance reports, F-Gas records, fire door records with signatures and photographs, permits, accident reports, calibration certificates and quotations, all printable from their own login.

  • Generated from the live record, not a stored copy
  • Available at eleven at night without ringing anybody
  • The client produces it in their own name at audit
  • One record, or every record for one asset
Self service, gatedLive

Call-outs raised
by the client

Write

They describe the fault, attach photographs, add their own reference and submit. It lands in your unassigned queue badged as client raised.

  • Your operations list emailed within seconds
  • They get written acknowledgement with the reference
  • Nothing sits in one person's inbox
  • They can see their own open requests
One of two write pathsLive

Your team, with
their tickets

Trust

Show the client which qualified engineers are on their account, with training matrix entries, e-learning and certificate files.

  • On each asset service, the engineer who actually attended
  • Their qualifications and when they expire
  • You choose who is showcased
  • Answers the competence question before it is asked
A tender assetLive

The four week
programme

Plan

A read only look ahead of tasks, locations, durations and assigned staff, drawn from the same planner your office works in.

  • The weekly call starts from a shared picture
  • No separate report to build
  • Marked as view only on their screen
  • Their project only
Fifteen minutes backLive
The design decision

Your client can write exactly
two things. That is a feature,
not a limitation.

A portal that lets a customer edit an asset, alter a programme or approve a photograph is a portal that will eventually cause an argument you cannot win. Unibuild's is read mostly on purpose.

They can raise a call-out request
Which writes a real call-out row at unassigned status, flagged as client originated, with their attachments and their own reference, and emails your operations distribution list. It is a request, not an instruction: your office still assigns it.
They can submit feedback
A structured form against a specific project, stored with a generated reference, emailed to your team with the ratings colour coded so a director can see a red chip before reading a paragraph.
That is the entire list
There is no other write path in the client portal or the client app. They cannot edit an asset, alter a programme, approve a photograph, amend a document or change anything about a project. When a client asks what they can break, the answer is nothing.
Which is why it is safe to be generous
Because the write surface is two forms wide, you can afford to show a client a great deal. That is the trade the design makes, and it is the reason the portal wins tenders rather than creating incidents.
Put plainly A window, not a key And they can tell the difference
Facilities manager at a desk reviewing records
230Photographs released to clients
244Fire door records they can print
376Maintained assets they can read

Counted in the construction deployment, July 2026. The portal is not present in the site services deployment.

Where the value actually lands

It wins the tender before
it saves you the phone call.

At tender stage
A panel asking how you will keep the client informed can be shown a live client login with the project, the programme, the RAMS, the construction phase plan, the asset register and the fire door records already in it. Because the portal is built on the records the contract will actually run on, the demonstration is not a mock up.
At renewal
When a framework is audited or handed to a new client representative, the evidence is already assembled per project and per asset. Nobody rebuilds a folder. For FM contracts in particular, this is the single strongest argument the platform makes.
Every week in between
The documents a client habitually telephones for are behind their own login, and because access is enforced per project through the assignment table, your office does not have to check anything before the client can help themselves.
When something goes wrong
The service history names the engineer who attended and, where you permit it, opens that engineer's accreditations and training records with their expiry dates. A client questioning who was sent gets an answer rather than a promise to look into it.
What it costs you to run
Nothing ongoing. The portal is a filtered view of records your team maintains anyway, so there is no synchronisation step, no separate database and no possibility of the client seeing a stale figure. The monthly report you build today is a snapshot somebody has to assemble. This is the live record.
What it does not do

Five things, before
you assume otherwise.

A portal is the easiest thing on a website to overstate, so here is the boundary.

01
No push notifications to clients
Clients are notified by email. The call-out acknowledgement and the feedback confirmation both send, and the push infrastructure that serves your own staff does not currently extend to client accounts. If you want a client alerted when photographs are approved, that is a defined addition rather than a switch.
02
No data export for the client
Documents and files only. There is no spreadsheet download and no reporting screen in the client portal. If your client wants their asset register as a file, your office exports it and sends it.
03
Not everything has a mobile screen
The client app covers most of the same areas with dedicated endpoints, including projects, photographs, day works, RAMS, drawings, maintained assets, fire assets and calibration, plus scanning an asset label. The programme, quotations, the call-out form and feedback are web only today.
04
It is not interactive or collaborative
There is no comment thread, no messaging and no shared editing, deliberately, because a comment thread on a photograph becomes a second inbox nobody monitors. If you want a question route against a document, say so at scoping and we will design it properly rather than bolting one on.
05
It does not make a statutory report
The portal records and publishes evidence. It does not submit anything to any authority on anyone's behalf, and the duty to report stays with the duty holder in every case.

Everything in the six cards above is in daily use by real client contacts. These five are not.

Questions

The ones asked before
a client is ever given a login.

Can a client see anything belonging to another client?+
No. Every client account is bound to one client company and to a specific list of projects. Each page checks both conditions before returning anything, and the same checks are repeated on every document download and on every mobile call. A client with no projects assigned sees an empty portal rather than everything. There is no configuration in which a client contact can browse to another customer's project.
What can a client actually change?+
Two things: they can raise a call-out request and they can submit feedback on a project. There is no other write path anywhere in the client portal or the client app. They cannot edit an asset, alter a programme, approve a photograph or amend a document. That constraint is deliberate and it is the reason you can afford to be generous with what you show them.
Our clients are not going to log into another system. Is this wasted effort?+
Some will not, and that is worth being honest about. In practice the people who use it are the ones who currently generate the most work for your office: the facilities manager chasing certificates, the responsible person collecting fire door evidence, and the site caretaker reporting faults. Even if only those three use it, the calls stop. The portal also earns its place at tender stage whether or not the client logs in afterwards.
We already send our clients a monthly report. Why change?+
The monthly report is a snapshot that somebody has to build. The portal is the live record, so it costs nothing to maintain and it is never out of date. Most contractors keep the report and use the portal to answer everything that arrives between reports, which is where the hours actually go.
Can we control what each client contact sees?+
Yes, at two levels. You tick which projects the contact may open, and you tick which of the seventeen areas appear in their menu. Both are set per user rather than per company, so a regional manager and a site caretaker at the same customer can have entirely different portals.
What happens to the documents we have already issued?+
Files already held against a project in Unibuild appear in the portal immediately. Historic documents held elsewhere are loaded during implementation into the relevant project folders. We would normally agree a cut off date rather than attempt to backfill everything, and we will say so plainly rather than promise a full migration and deliver a messy one.
Is this available in both of the businesses running on Unibuild?+
No, and it is worth knowing which. The client portal is proven in the construction deployment, where it is in daily use across live client accounts. The site services deployment has never switched it on, because that business does not need it. That is the tailoring argument working in practice: two firms, one platform, each using the half that fits. We would demonstrate the portal in the deployment where it carries real records.
Next step

Give us one live project
and one client contact.

The test You will know within ten minutes whether it changes the conversation With your customers
See it as your client would → What they would be reading
Phone · UK hours
+44 7587 557546
Email
[email protected]
Who sees what
Access model
Demo calendar
unibuild.co.uk/demo