Flow | Client Portal and Kanban Project Management for Agencies

Every client gets a board. Every piece of work is a card. And when a design goes out for approval, the client signs in and sees exactly that: their board, the columns you switched on, and the comments you chose to share. Nothing else. No forwarding screenshots, no “did you see my email”, no paying for a seat on a SaaS just so a client can say yes.

Flow is self-hosted team collaboration software. One docker compose up on your own server, your data on your own disk, no subscription and no per-seat fee — for your team or for your clients.

Your clients get a login, not an invoice

This is the part other kanban scripts leave out. A client account in Flow is not a cheaper member account — it is a proper client portal, locked down by default.

• One board, theirs — a client sees the board you attached them to and no other. Other clients do not exist as far as their session is concerned.
• Columns you choose — switch visibility on per column. Your Backlog and In Progress stay internal; Client Review and Done are what they see.
• Comments you choose — every comment is internal unless you mark it shared. The team talks freely on the same card the client is looking at.
• They answer, they don’t edit — a client can read, comment, react, and approve or request changes. They cannot move a card, rename a column, or reach the team, the settings or anything else.
• Approval that moves the work — when a client approves, the card lands in Done with a completion date and the assignee is notified. When they ask for changes, it goes back to In Progress with their reason attached.

A board that knows what its columns mean

• Drag and drop kanban — cards between columns, columns into the order you want. Board view or list view, whichever suits the day.
• Columns carry meaning, not just a name — each column is queued, in progress, client review or done underneath. Call it “Waiting on Client” or “Müşteride” if you like; completion dates, statistics and the client’s view follow the meaning, not the words.
• Search and filter — find a card by title across the board, or narrow it down to one person’s work.
• Archive — finished clients and cards leave the board without leaving your records.

Cards with enough room for real work

• Rich descriptions — headings, lists, links and formatting, not a single-line text field.
• Subtasks with a progress bar — break a card into steps and watch 3/7 become 7/7.
• Labels from shared templates — define them once for the workspace, put them on any card.
• Due dates and priorities — with overdue cards called out where you will actually see them.
• Mentions and reactions — @someone and they hear about it; react to a comment instead of writing “ok”.
• A full activity log — who moved it, who assigned it, who changed the date, and when.