Client collaboration can easily become fragmented. Links get lost, approvals live in inboxes, and changes require constant follow-up. Programa’s client tools are designed to centralise communication, reduce back-and-forth, and give designers control over what is shared, when, and with whom.
This guide summarises the key workflows covered in our recent webinar on client collaboration, focusing on practical ways to use dashboards, schedules, and sharing tools more effectively.
The client dashboard is the central place where clients review schedules, pinboards, presentations, shared files, and invoices. It is only created once a file is shared, so a best practice is to add your own email address first. This allows you to generate the dashboard, test permissions, and preview the client experience before inviting anyone externally.
Clients do not need a login or password. Each shared file sends a direct access email, and all content updates live without requiring resends.
Dashboard settings allow you to upload a cover image, choose a default schedule view, and manage shared files. Card view is often preferred for clients as it displays larger product imagery, while list view mirrors the internal working schedule. Shared files support most file types up to 200MB and are useful for drawings, contracts, or questionnaires that sit outside individual schedules.
Schedules are where most client collaboration happens. Products can be hidden from clients entirely or set to Client review, enabling approvals, rejections, and comments. Every decision is logged with timestamps, creating a clear approval history.
Statuses can be applied in bulk, making it easy to prepare a schedule before review. When products are rejected, archiving is recommended rather than deletion. Archived items retain their history, are removed from totals, and can be restored later if needed.
Pricing visibility is controlled through the Financial tab. With markups enabled, clients see retail pricing rather than trade pricing. Tax settings are managed per project and can be shown as inclusive or exclusive. This ensures clients see accurate totals without exposing internal cost structures.
Schedules can be exported as PDFs or Excel files, but live sharing through the client dashboard is more effective. When ‘Publish to client dashboard’ is enabled, schedules update automatically as changes are made internally.
Publish to Web creates a live link to a single schedule rather than the entire dashboard, which is useful for contractors or consultants. QR codes can also be generated, linking directly to live schedules and attachments. Many studios print these for site binders so teams can access current information on-site.
Attachments added within schedules appear in a dedicated Attachments tab in live views. These are ideal for installation guides or technical documents tied to specific products. Broader documents are better placed in the dashboard’s shared files section.
Pinboards offer a visual way to share concepts, references, and inspiration. They can be client-facing or internal only, depending on the stage of the project. Pinterest boards can be imported directly, and pinboards can be downloaded as ZIP files, preserving section structure.
Canva presentations can be embedded directly into Programa using smart embed links. Once shared, these presentations remain live and update automatically. They can be accessed via the client dashboard or shared independently through a Publish to Web link.
Every file shared in Programa has its own visibility settings. Different clients, contractors, or consultants can see different information within the same project. The file list clearly shows which emails have access and whether a file is publicly accessible.
Files can be removed from client view instantly by toggling off Publish to dashboard, without sending notifications. This silent control is useful during revisions or internal reviews.
Clients are not notified every time a change is made. Designers are notified only when approvals or rejections occur, preventing notification overload while still tracking key decisions.
Programa’s client collaboration tools are designed to reduce manual follow-up, protect decision history, and keep all communication connected to the project itself. By using live sharing, clear permissions, and structured approvals, designers can maintain clarity without adding complexity to their workflow.
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