The Client Portal
How Spatiko's client portal gives real estate agents self-serve, passwordless access to their orders, media, payments, and property websites.
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The client portal is a self-serve area on your own business’s site where the agents you shoot for go instead of emailing you. Every order, every gallery, and every balance lives in one place they can find on their own — no password to remember, no waiting on you for a resend. The client portal overview shows what that looks like on an agent’s phone.
Every order, in one place
Once an agent signs in, they see every order for their business — searchable by property address, with counters for total, completed, and in-progress orders. Opening an order shows its schedule, a progress timeline, the full pricing breakdown, payment history with receipts, and delivered content once the shoot is complete. It’s the same order-detail experience as a one-off delivery link, just organized by account instead of a single link — so a client with a dozen shoots over the years has all of them in one searchable place.
Signing in without a password
There’s no password and no signup form. An agent enters their email at your business’s own /portal/login, and — if a client record matches, or they’ve been invited as an account manager — gets a single-use magic link by email. The portal only exists on your subdomain or custom domain, and it only ever shows orders placed with your business, even if the agent is also a client of other photographers elsewhere.
When an order has more than one person on it
Not everyone involved in a shoot needs the same access, so the portal doesn’t hand it out uniformly. Each person you add to an order carries two switches that decide what the portal shows them: Gets the delivery for the photos, video, and property website, and Can pay for the order’s balance. A co-listing agent gets both by default and finds the order in their portal like any other; a seller gets the delivery but no pricing; a billing contact sees the order and its balance but not the media. A seller never has to sign in at all — their own delivery link opens without a login. See order participants for how those rows are set up.
Money stays personal, too. On an order that bills more than one person, each signed-in participant sees only their own invoice and their own payment history — never another payer’s. A billing contact gets the billing side of the order: the balance they owe and the way to settle it. Moving or cancelling the booking itself stays with your primary client and their account managers.
Company admins see their brokerage’s orders
If you’ve made someone an Admin of their company, their portal home gets a switch between My orders and their company’s orders — Hartwell Realty orders, say. The company view lists every order the company’s agents place with you, and each card names its listing agent, with “You” on the admin’s own. Filter by agent narrows the list to one person. An admin with no orders of their own opens straight into the company view. Orders appear here once they’re tied to the company — see how orders get a company.
On an order another agent placed, a banner reads “Viewing as a Hartwell Realty admin · Listing agent: Casey Lin”. The admin can follow the shoot, view the property website, and download the delivered files — if downloads wait on payment, they wait for the admin too. Money shows as a read-only Payment summary: “Totals only. Payment details and receipts stay with whoever pays.” There’s no Pay button, no receipts, and no invoice PDFs. Rescheduling, cancelling, payments, and change requests stay with the listing agent.
Agents who aren’t admins still see only their own orders.
Account managers for busy agents
Many agents have an assistant or transaction coordinator who does the booking. Instead of sharing the agent’s login links, you or the agent can invite that person as an account manager. They sign in with their own email and act for the agent: booking, paying, rescheduling or cancelling, requesting changes, and downloading the delivery. A bar under the header shows whose account they’re in, and everything they do is recorded on the agent’s orders under both names.
Money and cancellations, handled in context
Each order page shows exactly what’s owed, and — when your business has online payments turned on — a Pay button that settles the balance without leaving the portal. That’s also how downloads unlock if you require payment before releasing files. Cancellation works the same way: depending on your booking policy and timing, a client either cancels in one click with an automatic refund calculation, or sends a cancellation request for you to review.
If you bill a client on a combined invoice that covers several shoots, their order pages show no Pay button. Instead, a note says which invoice the shoot is billed on and asks them to pay it from the link in their invoice email. See how clients pay and cancel a booking.
Booking the next shoot, without retyping anything
Portal home carries a Book a new shoot button that drops the agent straight into your booking page with the booking already tied to their client record — the name, email, phone, and company you already have on file come across with them, so there’s nothing to re-enter.
Because they’re signed in, any price list you’ve assigned to the agent or their company applies automatically. The booking form tells them so — “Hartwell Realty rates applied” or “Your account rates are applied” — and services you’ve unlocked just for them carry a “For Hartwell Realty” or “Just for you” badge. If their price list points to a particular order form, they land on that form. Someone who opens your public booking link without signing in sees your standard prices.
An account manager booking for an agent gets the agent’s rates and the agent’s credit, and the form says whose rates are applied — see booking a shoot for the agent.
If an agent has credit on file with your business, the balance is shown on portal home, and it’s spent rather than just stored: at checkout it comes off the new booking’s total and they’re charged only the remainder. See how clients pay and cancel a booking for how that lands on the order.
When your referral program is on, portal home also shows a Refer a friend strip with the offer, such as “Give a friend $50.00, get $50.00 in credit.” Tapping it opens the agent’s referral link and code to share. The credit they earn sits on their account with you and comes off their next booking from the portal.
What else agents handle themselves
- Requesting photo changes. After a delivery, an agent can flag specific photos or floor plans with a note on what needs adjusting, instead of emailing you a list. You’re notified by email and in-app, and mark each one resolved when it’s done.
- Rescheduling a shoot. When your booking policy allows it, an agent can move their session to another open time with the same photographer. When it doesn’t, they send you their preferred times instead.
- Marketing assets. On a delivered order, an agent can download the posts and flyers you made, or turn the photos you shot into their own social images, stories, and flyers.
- Saving to their phone. On an iPhone or iPad, Save to Photos puts delivered photos and videos straight into the Photos app. See saving photos and videos to your iPhone.
In their own language
If you offer more than one language to clients, the portal header carries an FR | EN switch, so an agent can read the portal in French or English. Under Account Settings → Language, they can also save their choice for good — it’s “Used for your portal, your emails and your invoices.” See languages and translations.
Agents manage their own profile and listings
From /portal/account, agents keep their name, phone, and photo current, and fill in the agent profile — title, brokerage name and logo, license, and website — that shows as the Listing Agent on their property websites. The same page holds their Account managers card. If you’ve linked them to a company, a Company item in the account menu opens their company page, where the company’s admins can upload the company logo.
If an order includes a property website, the listing agent can also edit its details, template, page sections, and which photos it shows directly from the portal, with per-listing control over whether their email, phone, and photo show on that specific site. Their account managers can edit the site too, but which contact details buyers see stays the agent’s call. Co-agents and sellers on the order can view the site but not change it.
Go deeper
- Signing in to the client portal — how the passwordless magic link works, and why agents only ever see their own data.
- How clients view and download their media — the order list, order detail page, and exactly how re-downloads work.
- How clients manage their profile — personal info versus the agent profile shown on property websites.
- How clients pay and cancel a booking — how clients pay online, how account credit is spent, and when they can reschedule or cancel on their own.
- Account managers — let an agent’s assistant sign in and book, pay, and download for them.
Frequently asked questions
Do my clients have to create an account or remember a password for the client portal?
No — there's no password and no signup form. An agent enters their email at your business's own portal login and, if a client record matches, gets a single-use sign-in link by email.
Can a client see orders they placed with a different photographer?
No. The portal only exists on your subdomain or custom domain, and it only ever shows orders placed with your business — even if the agent is also a client of other photographers elsewhere.
Can clients settle a balance or cancel without emailing me?
Each order page shows exactly what's owed and, when your business has online payments turned on, a Pay button that settles it without leaving the portal. Cancellation depends on your booking policy and timing — a client either cancels in one click with an automatic refund calculation, or sends a cancellation request for you to review.
Does booking again from the portal mean the agent retypes their details?
No. Book a new shoot drops them straight into your booking page with the booking already tied to their client record, so the name, email, phone, and company you have on file come across with them — along with any special rates you've set up for them or their company.