Branded Portals for Every Stakeholder

Q: How do board members, funders, and volunteers log in?

With a magic link. You invite a person by email to a portal type; they click the link in the email and are signed in. The link itself is valid for a short window, and the session it creates lasts seven days by default, after which they request a new link. No passwords are created or stored, and portal members are not TappHQ users, so they do not take a seat on your plan.

Q: What can a funder see?

Only the grants assigned to them: progress, budget summaries, deliverables, and, on Pro and above, the reports and documents you share. Each share is a version-locked snapshot, so editing the source report does not change what the funder sees until you re-share. Every view, download, share, and revoke is logged.

Q: Which plan includes portals?

Starter and above include all three portal types, magic-link authentication, board meeting workflows, volunteer hour tracking, and funder grant visibility. Configuring portal types, custom domains, and membership plans needs Pro. White-labeling the portals, including removing the Powered by TappHQ badge, needs Enterprise. Free can open StakeholderHQ but cannot invite members.

Q: Can our portals use our own branding and domain?

Branding comes from your organization's brand settings on every plan: colors, logo, and name. A custom domain is a Pro portal-admin setting. Enterprise adds custom logos, footer text, page titles, and removal of the Powered by TappHQ badge; Pro can customize the footer text.

Q: What happens to shared documents if we downgrade?

They are hidden from the funder portal, but the share records are kept, so re-upgrading restores access immediately. Auto-share for grant-scoped reports keeps working on every plan with funder portals enabled.

Board members review agendas and sign COI disclosures. Funders track grant progress and budgets. Volunteers log hours and register for events. All through magic-link authentication with your organization's branding - zero passwords to manage.

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Portal Types

Passwords Needed

7-day

Secure Sessions

100%

Your Branding

How It Works

From invite to portal access in three steps

Invite stakeholders

Navigate to StakeholderHQ, choose a portal type (Board, Funder, or Volunteer), and enter their email. They receive a magic link instantly - no account creation or password setup required.

Stakeholders access their portal

Each stakeholder sees a branded experience with only the information relevant to their role. Board members see meetings and governance. Funders see assigned grants. Volunteers see hours and events.

Manage from your dashboard

Approve volunteer hours, track COI compliance, manage meeting agendas, and monitor portal engagement - all from the StakeholderHQ dashboard without switching tools.

Portal Types

Three portals, one platform

Board Portal

Board members review meeting agendas, access board packets, sign COI disclosures, and RSVP to upcoming meetings. Governance documents stay one click away.

Funder Portal

Funders see only their assigned grants with real-time progress, budget summaries, and deliverable tracking. A professional reporting touchpoint that replaces manual updates.

Volunteer Portal

Volunteers log service hours, browse and register for events, and check training assignments. Admins approve hours from the dashboard with bulk actions.

Key Features

Everything stakeholders need, nothing they don't

Magic-Link Auth

Stakeholders click a link in their email to log in. No passwords, no account creation, no friction. Sessions last 7 days with JWT-based authentication.

Org Branding

Portals inherit your organization's colors, logo, and name from brand settings. Every touchpoint reinforces your professional identity.

COI Tracking

Track conflict-of-interest disclosure status across all board members. Automated reminders escalate priority as deadlines approach.

Board Meetings

Schedule meetings, build agendas, assemble packets, collect RSVPs, and distribute minutes - a complete board meeting lifecycle.

Hour Logging

Volunteers log hours with date, duration, and description. Admins approve, reject, or bulk-approve from the admin queue. Summary stats track all-time, monthly, and yearly totals.

Event Registration

Volunteers browse published events and register directly from their portal. Registration type is tracked separately from attendee registrations.

White-Label Branding

Enterprise organizations can fully white-label their portals with custom logos, footer text, page titles, and remove the "Powered by TappHQ" badge. Pro orgs can customize footer text.

Availability Polling

Find a meeting time without the email thread

Propose 2-5 time slots, set a response deadline, and let board members vote from their portal. The system tallies responses, surfaces the top slot, and resolves the poll into a confirmed board_meeting with a single click.

2-5 proposed slots

Each slot can include an in-person location and a virtual link. Members vote available, unavailable, or maybe per slot.

Response deadline + reminders

One automated reminder fires the morning of the deadline. If the deadline passes without resolution, the poll expires and the creator is notified.

One-click resolution

Pick the winning slot. The system creates a confirmed board_meeting, notifies all members, and fires a stakeholders.poll_resolved webhook for downstream automations.

Active polls per organization

Free

Starter

Pro

∞

Enterprise

Video Conferencing

Auto-generate Zoom, Microsoft Teams, or Google Meet links

Stop pasting join links. Connect your provider once and every board meeting picks up an auto-generated link, distributed via calendar writeback and the board portal.

Zoom

Server-to-Server OAuth. Reuses the same Zoom connection that powers LMS Live Sessions. No extra setup.

Microsoft Teams

Rides on the calendar writeback Microsoft connection. Adds the OnlineMeetings.ReadWrite scope when an admin re-consents. Calendar-only fallback if the scope upgrade is pending.

Google Meet

Attaches a Meet link to the calendar event you're already syncing. No new Google scope. Async links resolved by an hourly backfill cron.

Board onboarding

Get new board members oriented in four short steps

New board members click their magic-link invitation and are walked through Welcome → Profile → COI disclosure → Tour. The flow is mobile-first, completes in under three minutes, and grandfathers every existing portal member so nobody is suddenly redirected.

Layout-level gate

Onboarding is enforced from the board portal layout - a guard rail you can never accidentally bypass with a direct URL. A redirect-loop circuit breaker keeps members from getting trapped if the gate ever has to fall back.

Reuses your COI disclosure

Step 3 calls the same conflict-of-interest signing route your portal already uses, so the audit trail and annual cadence match what compliance teams expect - no parallel logic.

Skip-able when you want it

Org admins can let members skip the flow from /stakeholders/settings/board. The COI step is still enforced even when onboarding is dismissed.

Document & Report Sharing for Funders

Share funder reports, generated documents, and post-award grant reports with funder portal members. Auto-share for grant-scoped reports. Version-locked snapshots. Framework-mapped outcomes. Full activity log.

Auto-share grant-scoped reports

Funder reports tied to a tracked grant auto-share to every funder member assigned to that grant. No manual step. Org-level reports still share via per-funder multi-select.

Version-locked snapshots

Each share captures an HTML + JSON snapshot at publish time with a SHA-256 tamper hash. Edits to the source report do NOT change what the funder sees until the admin clicks Re-share.

Outcomes in their framework

Set a preferred framework (IRIS+, GRI, UN SDG, custom) per funder per grant. The funder portal displays your outcome metrics mapped to indicator codes they recognize.

Full activity tracking

Every view, download, share publish, re-share, and revoke lands in an append-only activity log. Admins see member-level history. Funders see their own 30-day activity feed.

Conversational sharing via Ask TappIQ

"List shares with the Gates Foundation" or "Share the Q3 progress report with our funder contact" - Ask TappIQ tools handle both read and write paths with tier-aware approvals.

Self-healing integrity

Daily cron sweeps for orphaned shares (source document deleted), auto-revokes them with reason, and prunes activity rows older than 90 days. Shares always reflect current state.

Tier requirements

Funder document access requires Pro+ for sharing, viewing shared documents, outcomes detail, and Ask TappIQ tools. Auto-share for grant-scoped reports works on all tiers with funder portals enabled.

Note on tier downgrades: when an org downgrades from Pro to Free, previously-shared documents are hidden from funder portals but share rows are preserved. Re-upgrading restores access immediately.

FAQ

Before you buy

How stakeholders sign in, what a funder can see, and which plan includes what.

How do board members, funders, and volunteers log in?

What can a funder see?

Which plan includes portals?

Can our portals use our own branding and domain?

What happens to shared documents if we downgrade?

StakeholderHQ

Get started with StakeholderHQ

Starter plans and above include all three portal types, magic-link authentication, board meeting workflows, volunteer hour tracking, and funder grant visibility.

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