Before you invite clients, make SwiftChecklist look and behave like your firm. A client receiving their first portal link should see your name, your logo, and your communication style — not the name of the software you are using.
Step 1: Set your firm name and logo
Navigate to Settings → Organization.
Firm name: This appears in the portal header, in client emails, and in the browser tab when clients open their portal. Use the same name you use on your letterhead and website.
Once your firm name is saved in the Organization tab, go to Settings → Branding to configure your visual identity.
Logo: Upload a PNG or SVG file. Recommended minimum size is 200 x 60 pixels. If your logo has a transparent background, it will display cleanly on the portal. If the logo looks small or blurry in the preview, upload a higher-resolution version.
Brand colors: Set your Primary Color (used for buttons, progress indicators, and the portal banner) and your Secondary Color (used for backgrounds and secondary visual elements). Both fields accept hex values. If you are unsure which values to use, use your website's color picker or ask your designer.
A live portal preview updates as you change colors and logo. Save changes with the Save Branding button at the bottom of the page.
Plan note: Custom branding requires Pro or above. The Branding tab is locked on Basic and shows a plan upgrade prompt.
Step 2: Set up your team
Navigate to the Team page from the main sidebar.
Add team members who will be creating checklists, reviewing submissions, or managing client communications. Each team member can be assigned one of the following roles:
Admin: Full access to all settings, integrations, and all client records. Assign this role to firm partners, practice managers, or whoever is responsible for the SwiftChecklist account.
Member: Works on assigned clients by default. Members can create checklists, review assigned submissions, upload files, and manage the day-to-day onboarding queue. Specific capabilities can be adjusted using the Scoped Permissions Editor on Firm and above.
Viewer: Read-only access to assigned client work and the company checklist library by default. Useful for attorneys, accountants, consultants, or contractors who need limited visibility without full workflow control. Specific view permissions can be expanded using per-user overrides on Firm and above.
Owners and admins can set role defaults for Members and Viewers, then add per-person exceptions where needed — for example, allowing one specific viewer to review assigned submissions without giving them broader template-editing access.
Plan note: Team seat counts vary by plan (Pro: 2 seats, Firm: 8 seats, Enterprise: 15 seats + extras). The Scoped Permissions Editor (per-user access overrides) requires a Firm plan or above.
Step 3: Set default notification preferences
Navigate to Settings → Notifications.
Configure when you and your team receive email notifications. The available notification controls are:
Personal notifications (your account):
- New Submission — emailed when a client submits a checklist
- Client Messages — emailed when a client leaves a message in a portal
- Signed Documents — emailed when a client completes a document signature
Organization defaults (owner/admin only):
- Automated Reminders — periodic reminder emails sent to clients with pending checklists
- Deadline Warnings — client alert emails sent 48 hours before a portal link or checklist expires
- Status Updates — automatic emails to clients when their submission is approved or requires changes
Team notifications toggle (owner only): Controls whether admins and members receive email notifications for submissions, messages, and signatures. Team members assigned directly to a client are always notified regardless of this toggle.
Step 4: White-label branding (Firm and above)
In Settings → Branding, scroll to the White Label section to toggle off the "Powered by SwiftChecklist" badge in the client portal footer. This option is only visible when your plan supports it.
Custom domain setup (e.g., onboarding.yourfirm.com) is an Enterprise feature. Contact the team to discuss custom domain configuration if you are on Enterprise.
What to do next
With workspace setup complete, you are ready to build your first client checklist.
Continue to Build your first checklist to create the template, then return to Launch checklist for a final review before your first real client invite.