Implementation guide
The Portal Launch Playbook
Most portal rollouts stall because “launch” feels like a project. It isn't. Here is the exact week — one focused task a day — that takes you from a new portal to your clients actually logging in.
- Day 1
Brand it so it looks like your firm
Add your logo, set your two brand colors, and point it at your subdomain. This is the difference between a tool and your firm's portal — clients should never see a vendor's name.
10 minutes. Do this before anyone else sees it.
- Day 2
Bring in your client book
Import your client list (a CSV export from your current system is enough) so accounts exist with real names. Start with everyone; you'll invite them in waves.
No client should have to be re-typed. Export, import, done.
- Day 3
Build your folders and document requests
Set your tax-year folders and turn your PBC list into reusable document requests, so collecting documents is one click per client, not a fresh email each time.
Use the free Tax-Season Document Request Checklist as your starting list.
Get the PBC checklist → - Day 4
Invite your team
Add your preparers and admins with the right roles. Seasonal preparers cost nothing to add — bring them all in now so February is calm.
Set roles once; you won't touch this again until you hire.
- Day 5
Soft-launch to five friendly clients
Invite five clients you trust. Watch them set a password and log in. Fix anything confusing before the whole book sees it — you almost never need to.
Real feedback from five clients beats guessing for five hours.
- Week 2
Announce it to everyone
Send the announcement email to your whole book and hand out the one-page login guide. Then make it the habit: every request, every document, every signature goes through the portal.
Use the Client Launch Kit — the email and the handout are written for you.
Get the Launch Kit →
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