Customer portal
Every FormNode organization gets its own customer portal — a self-service URL where end users from that tenant access the forms you've assigned them, see their submission history, and respond to approvals. The portal works without your customer having to log into yet another vendor account. Pro supports customer portals and custom domains; Business adds full portal branding and white-label controls.
app.formnode.io/portal(or your custom domain). It's authenticated — end users sign in with a magic link and see forms scoped to the organizations they're a member of. Their membership is what gates access; there's no per-org URL slug to memorize.Set up the portal for an organization
1. Create the organization
From the dashboard, open Organizations → New organization. Fill in:
- Name— what end users see at the top of the portal (typically the customer's legal name)
- Slug — the short URL fragment for the portal. Keep it lowercase, no spaces.
acmenotAcme Corporation. - Logo (optional) — uploaded once per org, displayed in the portal header
2. Assign forms to the organization
Forms belong to organizations at creation time. From the form builder, every form has an Organizationsetting in the form's settings tab. Pick the org you just created. The form will now appear in that org's portal.
Forms are not shared across organizations by default. If you want the same form template available to multiple customers, duplicate it per org. The MCP server can do this in one prompt: "Duplicate the onboarding form to Acme, Globex, and Initech, then update the integration mappings on each."
3. Invite end users
End users access the portal by signing in with a magic link. From the dashboard's Team page, invite each user with the End Userrole and assign them to one or more organizations. They'll get an emailed invitation; once they accept and sign in, they land on the portal showing forms from their assigned organizations only.
End users have no dashboard access — they only see the portal. They can't edit forms, view other organizations, or change settings.
4. Brand the portal
From the organization settings, the Themepanel lets you customize the portal's look:
- Logo and favicon
- Primary color — applied to buttons and accents
- Background — solid color, gradient, or uploaded image
- Sender name for outbound emails (notifications, approvals, magic links)
On the Business plan, you can also strip the "Powered by FormNode" footer entirely (white-label).
Custom domain
Out of the box, the portal lives at app.formnode.io/portal. On the Pro plan and above, you can serve it under your own domain — for example forms.yourcompany.com/portal. Setup is documented on the Custom domain page.
End-user experience
When an end user opens the portal, they see:
- A header with your logo and the organization name
- A list of forms assigned to that organization, each with a name and description
- Their submission history (only if they're signed in to a portal with access controls enabled)
- A Pending approvals section if any approvals are awaiting their decision
Click a form, fill it out, submit. The portal reads exactly the way a modern SaaS app reads — no "you are visitor #4 to a 2003-style portal" energy.
Custom SMTP for portal emails
On Pro and above, you can route all portal-related emails (notifications, approval requests, magic-link invitations) through your own SMTP provider. Configure it once in Settings → Emailon the workspace level, and every organization's portal inherits it.
This matters more than it sounds. Approval emails sent from noreply@formnode.iosometimes land in customer spam folders because the sender domain doesn't match the MSP's identity. Custom SMTP fixes this and lets you set the From name to whatever your customers expect to see.
Troubleshooting
End user signs in but sees no forms
Their End User membership isn't scoped to any organization that has forms, or the organizations they're assigned to don't have any forms yet. From the Team page, edit the user's assigned organizations and confirm at least one of them has a form.
Form is missing from the portal
Forms only appear in the portal for users whose End User membership includes that form's organization. If a form is assigned to "Acme" and the user is only scoped to "Globex," they won't see it. Either expand their org assignment or duplicate the form to the org they belong to.
Approvals aren't showing in the portal
Approvals only appear for end users whose email matches the approval's sendTo recipient. If the approval was sent to jane@acme.com but the portal user is signed in as john@acme.com, John won't see Jane's pending approval. The approval is still reachable via the emailed link.