The 6 best ways to build a client portal with monday.com

The further you move down the list, the more freedom you generally gain to define your own application. At the same time, more of the login, access rules and application behavior becomes your responsibility.

The requirement is straightforward:

• When Client A signs in, they should see Item 1, Item 2 and Item 3.
• When Client B signs in, they should see Item 4 and Item 5.
• Neither client should be able to access the other client’s items.

Every approach in this guide therefore needs to answer the same two questions:

• How does the system know whether Client A or Client B has signed in?
• How does it determine which monday.com items that client is allowed to see?

These two questions reveal the main differences between the six approaches.

How it handles our example

Our example works naturally if Item 1 through Item 5 are tickets. Item 1, Item 2 and Item 3 can be tickets associated with Client A’s requester email. Item 4 and Item 5 can belong to Client B. When Client A signs in, My Tickets shows the tickets associated with Client A. Client B sees the tickets associated with Client B.

The Status column also maps naturally to this model because the Customer Portal displays ticket status and can let requesters close or reopen tickets. The important distinction is that access is based on the relationship between a requester and their tickets.

When this approach fits

This approach works particularly well when the items clients need to access are service requests, support cases, incidents or similar tickets. If your client relationship already follows that pattern, monday service already handles the external portal, who the requester is and which tickets they can see.

If Item 1 through Item 5 instead represent projects, campaigns, properties, orders or other general business records, the model becomes less direct because the Customer Portal is built around tickets rather than arbitrary items from any operational board. For a deeper look at monday’s native portal capabilities, see our guide on whether monday.com has a client portal.

Setup and maintenance

The portal itself is largely configured rather than built. The main requirement is that your workflow follows the monday service ticket model and that requester information is captured correctly. The Tickets board needs to use the core Email column so monday service can match a ticket to the corresponding portal login.

How this approach works

Instead of building an external application and defining its access rules yourself, Client Portal Builder for monday.com provides a ready made way to manage clients and their portal access inside monday.com.

A Clients Board identifies the clients using the portal. Each client can receive one or more login methods, which are managed independently from native monday.com user accounts and do not consume monday.com seats. Board sources then determine how monday.com boards and items relate to those clients and which information each client is allowed to access.

How it handles our example

For our example, Client A and Client B would each be represented by an item on the Clients Board. The board containing Item 1 through Item 5 can remain as it is. A Connect Boards column links each item to the related client. Client Portal Builder has a board source specifically for this structure: one board contains items for multiple clients, and each client sees only the items linked to them.

• When Client A signs in, the portal therefore displays Item 1, Item 2 and Item 3.
• When Client B signs in, it displays Item 4 and Item 5.

The underlying items stay on the existing monday.com board. The portal controls which of those items are exposed to each client.

When this approach fits

This model is useful when monday.com already contains the operational data clients should see. Your internal team continues working in monday.com, while clients receive a separate experience around selected parts of that data. The portal can later extend beyond the simple example with additional pages, board tables, grids, files, comments, editing, automations and other client interactions.

The core client and data relationship, however, is already part of the product. This approach becomes less suitable when the requirement is really to create a completely bespoke software application with arbitrary application logic or several unrelated backend systems.

Setup and maintenance

The main difference is that you configure the portal instead of building the client login and access rules yourself. For our example, you create the Clients Board, connect the shared board through a board source and link each item to the appropriate client. The relationship remains visible inside monday.com and can evolve with the workflow.

How it handles our example

Building an interface that displays Item 1 through Item 5 is not the difficult part. Vibe can work with connected monday.com board data and an application can contain logic that filters which records are displayed. The challenge is identifying who is using the public app. monday currently (September 2026) states that public Vibe apps have no connected users and therefore no per user permission layer. Anyone with the link can interact with the app according to the logic built into it.

That means a public Vibe app does not automatically know: This visitor is Client A.

Because the public app does not know who the visitor is, it cannot automatically show Client A one set of records and Client B another. Retrieving and filtering the items is possible. What is currently missing is a built in client login that lets the app apply the right filter securely for each visitor.

When this approach fits

Vibe is interesting when you want a custom experience around monday.com data and want to create or iterate on that application through AI. This can include public tools, custom dashboards and focused applications for customers, partners or other external audiences.

It is less naturally suited to a conventional client portal when every external visitor needs an individual login and each signed in client should automatically see only their own records. monday is developing Vibe quickly, so this distinction is worth checking again when evaluating the product for a future implementation.

Setup and maintenance

Compared with a ready made portal, Vibe gives you more control over what the application does. That also means the application itself needs to contain more of the logic. You describe and iterate on the interface and behavior through Vibe, connect the necessary boards and maintain the generated application as the underlying requirements evolve.

There are also broader AI development routes around monday.com, including its APIs and MCP capabilities, but those are better understood as development tools rather than ready made client portal solutions.

How it handles our example

Client A and Client B become users of the Softr application. The monday.com board still contains Item 1 through Item 5. Softr then needs a rule that connects the logged in user with the records that person is allowed to access.

Global Data Restrictions are designed for this kind of use case. Softr can restrict records according to information about the logged in user and explicitly describes client portals as a common use case for those restrictions.

• Client A signs in and receives records that match the restriction configured for Client A.
• Client B signs in through the same application but receives a different set of records.

When this approach fits

This approach makes sense when you want more than a monday specific client portal. For example, your application might display operational data from monday.com while also connecting to another database, a CRM or a different backend system. Softr supports multiple data sources inside the same application, with individual blocks connected to different sources. The advantage is broader application flexibility.

The tradeoff is that you now have a separate application with its own users, access rules and configuration alongside monday.com. For a deeper comparison with a purpose built monday.com portal, see our Client Portal Builder vs Softr guide.

Setup and maintenance

For our simple example, you need to connect monday.com, configure the external users and create the restriction that maps each user to their permitted monday.com records. You then build the pages and blocks that display those records.

This is still a no code configuration process, but you are configuring a general application platform rather than a product built specifically around monday.com client portals.

How this approach works

WeWeb added its native monday.com integration recently (September 2026). The integration is explicitly positioned for building client portals and internal tools around existing monday.com boards. WeWeb states that these applications can read from and write back to monday.com. Instead of selecting a predefined portal structure, you design the client facing application and decide how its authentication, interface and logic should work.

How it handles our example

The monday.com connection gives the application access to Item 1 through Item 5. But the connection alone does not define what a client is or which items belong to that client. You therefore need to design the application so it can answer the same two questions:

• Who is Client A?
• Which monday.com records should Client A receive?

The external user model, the relationship between the authenticated user and the client value, and the filtering or access logic are parts of the application you create. Client A can ultimately receive Item 1, Item 2 and Item 3, while Client B receives Item 4 and Item 5, but you define how that separation works.

When this approach fits

This route becomes interesting when the external experience needs to behave more like a custom web application than a standard client portal. You may want a highly custom interface, unusual user journeys, additional backend services or application logic that does not fit naturally into the structure of a dedicated portal platform.

The benefit is control. The consequence is that more design decisions move from the product to the person building the application.

Setup and maintenance

You need to connect monday.com and create the application around it. That includes the client facing UI and, depending on how you build it, the client login and rules that determine which data each client can access.

Because the native monday.com integration is very new, any implementation that relies on specific monday.com column types or more advanced interactions should be validated against the current integration before committing to the setup.

How this approach works

Bubble provides the tools to build a custom web application with its own users, data model, interface and application logic. monday.com can then be connected through its API or through third party integrations.

The monday API supports reading board and item data and updating column values, including Status values such as the ones in our example. At this point, monday.com is one system used by an application whose overall setup you control.

How it handles our example

Nothing about Client A and Client B is predefined. You decide how that signed in user maps to the Client column or another relationship in monday.com. You decide which API requests retrieve Item 1 through Item 3 for Client A and Item 4 through Item 5 for Client B. And you decide where those access rules are enforced.

Bubble has its own privacy model for data stored in Bubble, but integrations with external APIs still need to be designed securely. Bubble specifically warns that API Connector configurations can expose data if authentication and access controls are not implemented correctly.

When this approach fits

This approach makes sense when the portal is becoming a bespoke software application. Perhaps you have unusual account structures, complex business logic, multiple backend systems or requirements that would be difficult to express within a ready made portal or no code portal platform.

The main advantage is that you can define almost everything. The downside is that almost everything becomes your responsibility as well.

Setup and maintenance

You need to build and maintain the client login, access rules, monday.com integration, interface and application behavior. Changes to the underlying workflow may also require changes to queries, mappings or application logic. That level of ownership can be justified for a genuinely custom product.

It is much more to build and maintain than necessary if the actual requirement is simply to let Client A sign in and see the monday.com items related to Client A.

A checkmark means the capability is supported by the approach. For Custom access logic, a checkmark means you need to define that logic as part of the application. With WeWeb and Bubble, for example, external login and per client access are part of the application you build. Existing board items refers to general monday.com items outside the monday service ticket model.

For the general monday.com workflow used in our example, Client Portal Builder is one of the more direct approaches because the client login, the relationship to monday.com items and the portal access rules are already part of the product. If those records are tickets instead, monday service provides a similarly direct model through the requester and ticket relationship.

This is why a feature list alone does not tell you which approach is appropriate. Several of these approaches can display the same monday.com board and the same Status column. The more important question is what must happen before those records can safely be shown to Client A.

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