Studio Ninja have recently launched their revamped Client Portal, and it’s been a long time coming! With a sleeker design, better branding options, and a more seamless client experience, this update has been highly anticipated by photographers and creative business owners alike.
From improved task visibility to customisable branding and new file-sharing options, the latest update gives users even more control over how they manage client interactions. But, as with any new release, there are a few things to consider.
In this blog, we’re breaking down everything you need to know about the new Client Portal - what’s changed, how it benefits your business, and any limitations to keep in mind. Plus, we’ve included an FAQs & Troubleshooting section at the end to help you make the most of the update!
What is Studio Ninja?
Studio Ninja is “the world’s highest rated photography business app”, designed to help photographers work less and earn more.
More than just a CRM, it’s an all-in-one business management system built to handle everything from bookings and contracts to payments and workflows. With a clever interface and so many powerful automation features, Studio Ninja makes running a photography business smoother, faster, and more efficient; meaning you can spend your time focusing on what you do best, not the admin!
Want to learn more about Studio Ninja? Check out our overview blog here!
What’s New in the Studio Ninja Client Portal?
Studio Ninja’s new Client Portal has landed – and it’s been worth the wait. This long-anticipated update makes it easier than ever to keep your clients in the loop, streamline the mounds of admin and give your portal a look that truly feels like your brand.
Here’s what’s changed:
- A Sleeker, More User-Friendly Interface – The new design is clean, modern and easy to navigate, making the experience smoother for both you and your clients. Everything feels more intuitive, with key details clearer and easier to find.
- Better Client Visibility – No more chasing up emails or reminding clients what they need to do next. The new portal clearly lays out their to-dos, whether that’s signing contracts, making payments, or filling out forms.
- More Customisation Options – Your brand, your rules. With this update, you can finally customise colours, add a personalised welcome message and make your portal feel like a seamless extension of your business.
- Stronger Access Control – Ask (enough times) and you shall receive. Add an extra layer of security by asking clients to log in before accessing their portal, giving you more control over who sees what.
- Notes & File Sharing – Keep things organised with job-specific or global notes and file-sharing. Whether it’s a wedding timeline or brand guidelines for a corporate client, you can share key details in one easy-to-access space.
- Mobile & Desktop Preview Mode – No more guesswork. You can now see exactly how your portal looks on mobile and desktop before sending it to clients, ensuring a polished, professional experience every time.
The best bit? This update means less admin, fewer emails, and a smoother client experience – so you can spend more time doing what you love.
How This Update Benefits Creative Businesses
The new Studio Ninja Client Portal isn’t just a fresh lick of paint - it’s built to make life easier. Whether you’re juggling wedding bookings, brand shoots, or creative projects, this update is all about saving time, reducing admin, and creating a smoother client experience.
A More Professional Client Experience
First impressions count, and the new portal helps you set the tone from the start. A sleek design, easy navigation, and the ability to customise colours and messages mean your clients step into a space that feels polished, personal, and completely on-brand.
Less Chasing, More Doing
No more “just checking in” emails or reminders about missing contracts. With this update, clients can see exactly what’s next, whether it’s signing a contract, paying an invoice, or filling out a form. Everything’s laid out clearly, so you spend less time chasing and more time creating.
More Time for What Actually Matters
Let’s be honest - admin probably wasn’t what you signed up for when you started your business. With files, notes, and invoices all in one place, you can ditch the endless paper trail and get back to doing what you do best.
Branding That Feels Like You
A generic, out-the-box client portal? No thanks. Now you can tweak the colours, welcome messages, and branding to match your business, so the whole experience feels as seamless as your services.
Keeping Clients Organised (Without the Headaches)
No more lost emails or forgotten attachments. The ability to share notes and files - whether per job or across all clients - means they always have the details they need, when they need them. Less back-and-forth, fewer repeated questions, and a more effortless experience all around.
Limitations & Things to Consider
While the new Studio Ninja client portal brings a whole host of exciting features, it’s not without its limitations. If you rely on highly tailored workflows, there are a couple of things worth keeping in mind.
Banners, welcome messages and global notes still apply across the board. So, even if you offer different types of services (like wedding photography, brand shoots, corporate photography etc.), there’s currently no way to create different portals for different job types.
Hopefully, this is something Studio Ninja will address in future updates. However, that said, the new client portal is still a huge step forward in creating a more professional, seamless, and stress-free client experience. For most businesses, the benefits far outweigh the drawbacks.
Final Thoughts & Next Steps
The new Studio Ninja Client Portal is a big step forward for photographers and creative businesses who want a seamless, professional, and easy-to-use client experience. From custom branding to clearer client communication, this update is designed to save time, reduce admin, and make your business feel more polished.
Sure, it’s not perfect - global settings apply across all jobs, which might not be ideal if you offer different types of services. But for most users, the benefits far outweigh the small limitations.
If you’re already a Studio Ninja user, now’s the time to jump into your settings, tweak the branding, and start making the most of the update. And if you’re new to the platform? The revamped Client Portal is just one more reason to give it a try.
How We Can Help
Need help setting up your workflows or fine-tuning your client experience? At Ashwood VA, we help creative businesses streamline their systems, manage client communication, and take care of the mounds of admin that come with running a business. Let’s chat about how we can help!
Studio Ninja FAQs & Troubleshooting
Got questions about the new Studio Ninja Client Portal? You’re not alone. Here are some of the most common queries (and quick fixes) to help you get the most out of the update.
Why isn’t my logo showing?
Your logo appears throughout Studio Ninja, not just in the Client Portal. To check or update it, head to: Settings > Company Settings > Edit Company
How do I get the link for a client’s portal?
Each job and lead has its own unique Client Portal link. To find it, go to the job or lead, click View Client Portal, then copy the URL to share with your client.
Will all my job notes show in the Client Portal?
No, all notes are private by default. You can choose which ones to share by ticking the “show in Client Portal” box when adding a note.
What’s the file size limit for uploads?
Each file must be 20MB or less, but you can add multiple files up to a total of 50MB per job.
How do I make my banner work for both desktop and mobile?
Banners can be tricky to size correctly across different devices. A collage-style image tends to work well, or try placing your logo in the centre with a solid, on-brand background to keep it looking sharp on all screens.
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