Table of Contents
Moxo portals give clients, vendors, partners, and internal teams a focused way to participate in complex business processes.
External stakeholders can enter independently branded portals that show the actions, resources, and processes relevant to them. Internal process owners work from the Orchestrator portal, while occasional participants can complete assigned tasks through secure magic links.
The portal is the visible experience. Behind it, Moxo coordinates the workflows, handoffs, documents, systems, AI agents, and human decisions required to move work forward.
In this guide you will learn everything you need to know about Moxo portals.
Key takeaways
- One platform for all users: You don’t need different tools for clients, vendors, or partners. Customize one portal to fit the brand and needs of any person you work with.
- Centralized management: Keep all your internal work in one "Orchestrator Portal." You control who can see, start, or manage each process.
- Right views for everyone: Show people exactly what they need to do. Whether they are internal staff or external partners, they get a custom, clear view of their specific tasks.
- Automated workflows: Portals look great on the outside, but the real power is behind the scenes. Moxo handles tasks, document routing, and AI checks, so you don’t have to follow up manually.
- Faster, easier work: Give everyone a "Your Turn" list, helpful resources, and AI support in one place. They won’t need to jump between different systems to get their work done.
How do Moxo portals work?
A portal gives each participant a relevant view of a broader business process.
The process owner first defines how the work should move. This may include forms, document requests, approvals, signatures, meetings, system updates, AI reviews, reminders, and escalation paths. Roles are then assigned to the people responsible for each action.
Participants do not need to see the entire process architecture. They see the actions, information, and resources required for their part of the process.
For example, a client completing onboarding may see a form, a document request, an upcoming meeting, and the current status of the engagement. The internal operations team may see the same process from the Orchestrator Portal, including outstanding tasks, exceptions, due dates, and ownership.
A compliance reviewer may only receive a secure link to approve one submission.
Each person gets a different experience, but everyone participates in the same connected workflow. Updates made in one part of the process become available to later steps, reducing duplicate requests and disconnected handoffs.
How portals support human and AI processes
Portals become more useful when they are connected to the execution happening behind each participant action.
AI agents can prepare information, validate submissions, answer routine questions, route work, and follow up on incomplete actions. People remain accountable for approvals, exceptions, risk decisions, and other judgment calls.
Consider a vendor onboarding process.
The process begins when a supplier is invited to a Vendor Portal. An AI agent pre-fills information already available from the organization’s systems and checks submitted documents for completeness. The vendor sees any missing actions in Your Turn and can use the AI Assistant to clarify submission requirements.
When the submission meets defined criteria, the workflow moves to the next stage. If a document is missing, inconsistent, or outside policy, the exception is routed to an internal reviewer in the Orchestrator Portal.
The AI handles preparation and validation. The internal reviewer makes the judgment call.
Once the reviewer approves or requests changes, the vendor sees the next relevant action without the operations team having to send separate follow-up emails. This can shorten cycle time, improve on-time completion, and help the team process more vendors without adding the same amount of coordination work.
Everyone works through the same connected process, but each person sees only the information required for their role.
How businesses configure Moxo portals
Moxo does not ship fixed portal categories. An organization can configure as many named, independently branded portals as it needs for different audiences.
In practice, businesses often create a few common configurations.
Client portal
A Client Portal gives external clients a focused place to view pending actions, active processes, resources, and relevant updates.
A professional services firm might use it to collect discovery information, share deliverables, schedule meetings, request approvals, and coordinate ongoing engagements. A healthcare organization might use the same portal capability for intake forms, document collection, and appointment-related actions.
The name “Client Portal” describes how the business has configured the experience. It is not a separate Moxo product or plan.
Vendor portal
A Vendor Portal uses the same underlying capability but is configured for suppliers and third-party providers.
It may include processes such as vendor onboarding, due diligence, compliance document collection, performance reviews, invoice exceptions, and recurring certification renewals.
The vendor sees only the processes, resources, and data relevant to its relationship with the organization. Internal procurement, legal, finance, and compliance teams continue managing the process through the Orchestrator Portal.
Partner portal
A Partner Portal applies the same portal capability to resellers, advisors, referral partners, delivery partners, or other external collaborators.
The organization can surface partner-specific resources, program information, onboarding flows, requests, approvals, and shared data without exposing unrelated client or internal work.
Client, Vendor, and Partner Portals are therefore different configurations of the same named-portal mechanism. Each can have its own name, branding, modules, pages, resources, and flow catalog.
An organization can operate several of these portals simultaneously from one Moxo environment.
Orchestrator portal
The Orchestrator portal is the single internal workspace where authorized employees build, launch, monitor, and manage processes.
It includes areas such as Home, Templates, People, Reports, and Settings. Internal teams including Sales, Finance, HR, Legal, Operations, and Customer Success use this same surface rather than receiving separate departmental portals.
Access is differentiated through permission groups.
An owner or administrator may have broad control across the environment. An operations manager may be able to launch and manage workflows. A process builder may be given access to templates and configuration. A read-only user may only need visibility into status and reporting.
This provides internal control without creating a separate portal for every team.
Employees who only need to complete an occasional assigned action may not require an Orchestrator Portal seat. They can participate through an Internal Participant persona and open the relevant step using a secure magic link.
How persona-based routing works
A persona determines where a participant enters Moxo and what that person can access.
Each persona routes the participant to one of three target experiences.
Orchestrator portal: Used by internal process owners, builders, operators, administrators, and managers who need persistent access to the internal workspace.
Named portal: Used by recurring external stakeholders such as clients, vendors, partners, applicants, or advisors.
Magic-link activity view: Used by internal or external participants who only need to complete assigned actions without receiving persistent portal access.
One person can hold multiple personas.
For example, an employee might use an Orchestrator persona for daily operations work but receive a magic-link persona when acting as a specific approver in a client-facing process. A consultant might have access to a Partner Portal while also participating in a separate client process through a restricted magic link.
This allows access to reflect the participant’s role in each process rather than forcing every person into one fixed account type.
What can participants do inside a named portal?
A named portal can be assembled from modules that help participants understand what requires attention, what is already in progress, and what information is available.
Your turn section
Your turn prioritizes actions currently waiting on the participant. These may include completing a form, uploading a file, reviewing a document, approving a request, signing an agreement, booking a meeting, or responding to a question.
Instead of asking stakeholders to open several processes and search for outstanding work, the module brings pending actions together in one place.
My processes section
My processes shows the workflows in which the participant is involved.
A client may see an onboarding process, a renewal process, and an open service request. A vendor may see onboarding, annual compliance review, and an unresolved payment exception.
This helps participants understand where work stands without requiring the internal team to provide manual status updates.
Resources section
The Resources module gives participants access to files, reference materials, policies, instructions, templates, and videos.
Businesses can use it to make commonly requested material available inside the same environment where work is completed. Large media files can be uploaded, and supported video formats can play directly inside the portal.
AI Assistant section
The AI Assistant gives participants in-context help while they complete their work.
It can answer questions about open steps, clarify requirements, and direct the participant toward the next action. When the assistant lacks confidence or the issue requires human involvement, the process can route the conversation to an appropriate team member.
This reduces repetitive coordination without removing human support when judgment or relationship context matters.
Data cards section
Data cards surface structured information relevant to each portal viewer.
For example, a client may see its own request history, case status, renewal information, or service records. The data can be scoped to the viewer so one stakeholder does not see another stakeholder’s records.
Embedded content
Organizations can embed external content within a portal, such as a Power BI report, knowledge resource, or another authorized web experience.
This helps participants access supporting information without moving between several disconnected systems.
A portal may also include a self-service process catalog. Where appropriate, authorized stakeholders can start processes such as submitting a new request, initiating an application, reporting an issue, or beginning a renewal.
How Moxo portals reduce participation friction
A process can be well designed internally and still fail when external participants struggle to access it. Moxo uses secure magic links to take participants directly to assigned actions. A client, vendor, reviewer, or signer can open the relevant step without navigating through an unrelated software environment.
Notifications can alert participants when action is required, while reminders and nudges help keep overdue work from sitting unnoticed.
Once inside a named portal, Your Turn highlights pending actions. Participants can also view active processes, retrieve resources, exchange messages, upload files, complete forms, approve requests, and sign documents from the same experience.
External participants can complete forms, upload files, approve requests, and sign documents through a mobile-optimized web experience. They do not need to download an app.
Internal team members also have access to Moxo’s native iOS and Android apps, where they can manage tasks, messages, approvals, and named portal experiences away from their desks.
The goal is not simply to make the portal look convenient. It is to reduce the friction that causes real processes to stall.
How portal branding works
Each named portal can have its own visual identity and entry experience.
Businesses can configure a custom domain or subdomain, logo, colors, cover image, favicon, sign-in background, and light, dark, or device-matched appearance. Per-portal branding overrides allow one organization to create different experiences for clients, vendors, and partners.
For example, a parent company could maintain its organizational branding while giving separate business units or audience groups a distinct portal appearance.
Client-facing surfaces suppress “Powered by Moxo” attribution, creating a fully de-branded experience. This does not mean that “White Label Portal” is a separate product. It is part of how the organization configures its named portals.
Branding can improve familiarity and trust, but it does not replace process design. The experience still needs clear actions, sensible navigation, and structured workflows behind it.
How Moxo portals fit into the wider platform
Moxo portals are one part of Moxo’s broader process orchestration platform.
The portal is the experience through which a person views information and completes actions. Behind that experience, Moxo manages workflow logic, roles, documents, approvals, integrations, notifications, AI agents, reporting, and audit history.
This distinction matters.
A standalone portal may centralize information, but it does not automatically coordinate the work required to produce an outcome. Teams may still need to chase participants, copy information between systems, update spreadsheets, and manage exceptions through email.
Process orchestration connects the experience to execution.
Final thoughts
Moxo portals give every participant a clearer way to act within a larger business process.
Organizations can configure multiple named portals for clients, vendors, partners, or other external audiences. Internal teams manage execution through one Orchestrator Portal, with permissions controlling what each employee can access. Occasional participants can complete assigned steps through secure magic links.
The value comes from connecting these experiences to structured workflows. People see what they need to do, AI agents handle repetitive execution work, and human decision-makers remain accountable for approvals and exceptions.
Frequently asked questions
Is Moxo a client portal?
Moxo can provide a branded portal for clients, but it is broader than a client portal platform. Portals are the participation layer within Moxo’s process orchestration platform, which also coordinates workflows, AI agents, systems, documents, approvals, and internal teams.
Are client portal, vendor portal, and partner portal separate Moxo products?
No. They are common configurations of the same named-portal capability. An organization can give each portal its own name, branding, modules, resources, and flow catalog while managing them from one Moxo environment.
What is the difference between a named portal and the Orchestrator portal?
Named portals are configured for external audiences such as clients, vendors, and partners. The Orchestrator portal is the single internal workspace used by authorized employees to build, run, monitor, and manage processes.
Do all internal participants need access to the Orchestrator portal?
No. Employees who regularly manage processes can receive an Orchestrator Portal seat with an appropriate permission group. Occasional internal participants can complete assigned steps through a lightweight magic-link experience.
Can each Moxo portal have different branding?
Yes. Named portals can use per-portal branding overrides, including custom domains or subdomains, logos, colors, cover images, favicons, sign-in backgrounds, and appearance settings. Client-facing surfaces can also provide a fully de-branded experience.
