White label client portal: your agency's brand at every client touchpoint

When a client opens your approval link, they notice two things: this month's posts, and whose screen they're on. If an unfamiliar software logo sits in the corner, it gets their attention before your work does. Below, you'll map your client touchpoints, decide which ones need your brand, and walk through a white label setup with a fictional agency.

What does white label change for the client?

White label means client-facing screens carry your identity, not your vendor's. The value is consistency. Your proposal, contract and kickoff deck share one color, typeface and tone. Then the first approval link opens something else entirely, and clients notice the break.

Why a third-party tool name raises questions

Agencies use software, like accountants and architects do. The issue is the client finding it unprepared. A visible tool name tends to prompt one of three thoughts: "Is this app doing my work?", "Could I just buy it myself?" or "Where is my data?" None are hostile, but each starts a conversation you didn't choose.

White label doesn't forbid those questions; it lets you pick the moment. If you want to explain your process and stack, do it in a meeting, in your own words, framed around the value you deliver.

Professionalism is built in the details

Clients rarely can judge social media work directly, so they judge what they see: a report on time, a tidy email, a careful approval screen. Together these signal a well-run team, which matters at renewal time.

Where do you meet your clients?

Before opening any settings, take inventory. Write down everything a client receives from you and how often. For most agencies it looks like this:

Notice that the document clients see most isn't the contract; it's the approval portal. They sign once a year and open the link every month. Start with the screen that gets opened most.

How Kuzey Agency set up its portal

Here's the order Kuzey followed. Everything lives in VonaHub under Settings › Show your own brand, with a live preview on the right.

1. 1

   Upload light and dark background logos

   Name your portal and upload your regular logo for light backgrounds plus a white or light version for dark pages and dark header bands. Kuzey's logo is navy, so a white version keeps it visible on dark.

2. 2

   Pick a starting point

   Choose Classic, White, Navy band, Dark or Dark band. These set only the page background and header band, never your accent color. Kuzey's identity is dark, so it started from Dark.

3. 3

   Enter your accent color

   Used for buttons, links and the progress bar. Copy the hex code from your brand guidelines. Kuzey entered its turquoise.

4. 4

   Set the page background and header band

   Choose a dark page background and the portal opens in dark mode. The header band holds your logo, title and welcome message and matches the page if left empty. Kuzey used its navy for the page and a darker shade for the band.

5. 5

   Choose a font and corner style

   Pick the closest of 11 fonts to your website's: Plus Jakarta Sans, Inter, Poppins, Montserrat, DM Sans, Manrope, Nunito Sans, Work Sans, Rubik, Lora or Playfair Display. Corners can be round, soft or sharp. Kuzey chose Manrope and soft corners.

6. 6

   Write a welcome message

   Up to 600 characters, shown in the header band as the first thing your client reads. Keep it short and say what you need from them.

7. 7

   Add contact details

   Put your website, email and phone number in the footer so clients never have to hunt for a way to reach you.

A sample welcome message

Clients see the welcome message every time they open a link. Here's Kuzey's, ready to adapt:

How is readability protected?

Brand colors are picked for logos and print, not screens. Light turquoise can be unreadable as button text on white; deep navy can vanish on a dark page. So the portal chooses text and button colors from the background and keeps at least 4.5:1 contrast on every surface, the WCAG level AA threshold for regular text.

If your color falls short, it keeps its shade but is darkened or lightened, and settings show a warning. Kuzey saw one right away: a deeper turquoise from its guidelines didn't stand out as a button on navy, so the portal lightened it. The team then made the lighter turquoise its main accent.

When does a dark theme make sense?

A dark portal looks striking but doesn't suit everyone. Check two things: the background of your website and decks, and where your clients usually open the portal. Use this table to pick a starting point:

If you go dark, always upload the dark background logo. If most clients open the portal in daylight on bright office screens, Dark band may balance better. Still unsure? Open the same post on your phone under both options.

Brand the PIN screen and report emails too

With a PIN on your approval link, the PIN screen is the first thing clients see, and with white label on it shows your logo. Send the PIN through a different channel than the link: link by email, PIN by phone or text.

Report emails work the same way: the footer shows your agency's name, so the report comes from you. For what to put inside it, see the social media report clients actually read.

Phone previews, the revision flow and automatic scheduling on approval work the same on every plan; see the client approval portal. We also wrote about moving from WhatsApp screenshots to one link.

Before you send the portal to a client

You set up white label once and it pays off every month. Revisit your touchpoint inventory twice a year and add anything new you send clients. Running several brands with a small team? Read managing 10 brands with a small team.