How to collect client requests with forms in a monday.com client portal

Let clients or external stakeholders submit structured requests through forms in their monday.com client portal while your team manages every submission directly in your monday.com workspace.

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Clients regularly need to send new requests, provide information or start a new piece of work. That could be a change request from an existing customer, a new project brief from an agency client, onboarding information, a support request or simply information your team needs before the next step can begin. If you already manage that work in monday.com, the request itself can become part of the same workflow.

By combining a monday.com client portal with embedded monday.com WorkForms, clients can submit structured requests from the same place where they access projects, files and updates. Each submission can create a new item directly in monday.com, where your existing processes and automations take over.

Build client portals on monday.com

Client Portal Builder lets you turn your existing monday.com workflows into secure, branded client portals on monday.com. Share selected board data, files and updates with clients, collect information and keep the underlying work managed directly in monday.com.

Overview

Turn client requests into monday.com items

A simple request workflow can start with a monday.com WorkForm. WorkForms collect structured information and add each submission to a connected monday.com board as a new item. Imagine an agency managing incoming client requests on a board with columns such as: Request, Client, Type, Priority, Status and Owner.

A WorkForm connected to this board could ask clients for the request name, description, priority, preferred deadline and any other information the team needs. Once the form is submitted, the request already exists in monday.com. There is no separate request database to maintain and no need for somebody to manually copy the information from an email or another form tool into the board.

Adding forms to a portal

Add request forms to the client portal

A standalone WorkForm link can be enough if you simply need to collect information. For an ongoing client relationship, however, it can be more convenient to make requests part of the client's regular portal. A portal could contain pages such as:

Dashboard: An overview of current projects and important updates.
Projects: Active and completed work.
Documents: Files, reports and deliverables.
New request: A form for submitting a new project, change or service request.

The client signs into one place and can both follow existing work and start something new. With Client Portal Builder for monday.com, a WorkForm can be displayed directly inside the portal using an Embed section. The exact embedding setup is covered in the Client Portal Builder documentation, while the important part from a workflow perspective is what happens before and after the form submission.

1. Use one request form for all clients

The simplest setup is one WorkForm shared by every client. This works well when requests should enter the same monday.com board and follow the same process regardless of who submits them. For example:

an agency can collect website or campaign change requests
a consulting company can collect requests for additional work
a property business can collect maintenance requests
a service company can collect new jobs or support requests
an accounting firm can collect structured customer requests

Every submission enters the same monday.com workflow, where the internal team can assign, prioritize and process it. This keeps the client facing experience simple while the operational work remains inside monday.com.

2. Personalize forms for individual clients

Not every client relationship follows exactly the same process. Client Portal Builder can use information stored on the Clients Board to personalize which form appears and which information is passed into it. There are two useful approaches.

2.1 Show different forms to different clients

Each client item on the Clients Board can store its own WorkForm URL. The portal page itself stays the same, but the embedded form changes depending on which client is signed in by using a Placeholder instead of a static WorkForm URL. This is useful when clients have different services, project boards or request processes.

2.2 Prefill a shared form with client information

In many cases, you do not need a separate form for every client. monday.com WorkForms can accept prefilled values through URL parameters. Client Portal Builder can combine these parameters with placeholders containing information from the logged in client's item on the Clients Board. For example, the same request form could automatically receive:

the client name
a client or account ID
a project reference
another value stored on the Clients Board

A client therefore does not need to enter information your monday.com setup already knows. It can also help associate the resulting submission with the correct client or downstream process. The exact URL and placeholder setup requires some configuration, but the general idea is simple:

Client data in monday.com → client portal → prefilled WorkForm → new monday.com item

The client context can stay connected throughout the process.

Processing requests

Continue each submission with monday.com automations

Collecting the request is only the beginning. Once a WorkForm submission creates an item in monday.com, your existing monday.com workflow can continue from there. For example:

Client submits a request
New item is created in monday.com
Status is set to New
Account manager is notified
Owner is assigned
Due date or next step is added
Internal team starts working on the request

The process can be as simple or as extensive as your existing monday.com workflow requires. This is the difference between simply collecting a form response and making client requests part of an operational process. The request does not stop at the form. It becomes work your team can manage immediately.

Request tracking

Let clients follow what happens after submission

A request workflow becomes more useful when communication does not end after the client clicks Submit. The same monday.com items created from incoming requests can later be displayed back to the relevant client through the portal. Your team continues managing and updating these items internally in monday.com. The client sees the relevant information through their portal. This creates a connected loop:

Submit request → manage in monday.com → share progress with the client

Instead of using one system to collect the request and another to communicate what happened afterwards, both sides can work from the same underlying monday.com data.

When to use forms

Use forms for new requests and editing for existing work

Not every client interaction needs a new form submission. A useful distinction is whether the client wants to create something new or interact with something that already exists.

Use a form when the client is starting something new

The form creates a new item that can enter your monday.com workflow. Examples include:

a new project request
a change request
an onboarding submission
a new service request
a project brief
structured feedback

Let clients interact with existing items when the work already exists

If the item already exists in monday.com, creating another form submission may not be necessary. Instead, the client might need to:

upload a missing file
change a requested date
provide additional information
leave feedback
update a client facing field
review the current status

Client Portal Builder can display selected monday.com information in the portal and allow supported columns to be edited where appropriate. This creates a simple division:

Forms create new work.
Portal editing continues existing work.

Both can remain connected to the same underlying monday.com workflow.

Example

Manage agency change requests

Imagine an agency using monday.com to manage ongoing client work. The agency has a Requests Board containing: Request name, Client, Request type, Description, Priority, Status, Owner and Target date.

Inside the client portal is a New request page containing a monday.com WorkForm. The client submits:

Request: Update pricing page
Type: Website change
Priority: High
Details: Replace the existing pricing table with the new plans.

Because the portal knows which client is signed in, selected client information from the Clients Board can be passed into the form automatically. The submission creates a new item on the agency's Requests Board. A monday.com automation notifies the account manager and sets the initial status to Reviewing. The agency reviews the request, assigns it to the appropriate team member and continues updating the same item as the work progresses.

Back in the client portal, a Requests page displays the client's open and completed requests. The client never needs access to the internal monday.com board. The team never needs to copy the request into another system.

Summary

Keep client requests connected to your monday.com workflow

There are many ways to collect client requests around monday.com. The important question is not only how you collect the request, but what happens to it afterwards. The important question is not only how you collect the request, but what happens to it afterwards.

If monday.com is already where your team manages client work, keeping incoming requests connected to those same boards can reduce duplicated setup and fragmented workflows.

WorkForms provide the structured input. monday.com boards and automations manage the internal process. Client Portal Builder for monday.com provides the client facing layer where clients can submit new requests and follow the work that is relevant to them. Your team can continue working in monday.com while clients get a dedicated place to interact with the same workflow.