Can I share a client portal without giving away my pricing?
Can I share a client portal without giving away my pricing? Yes—check access, attachments, and exports to keep internal rates separate from client budgets.
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Yes—you can share a client portal without exposing your internal pricing when the shared view excludes rate sheets, internal budgets, and private CRM notes. The catch is that attachments and linked files need their own access checks; hiding a portal section does not make every document inside it private. Before sending an invitation, verify what the recipient can actually open, download, and export.
TL;DR
Can I share a client portal without giving away my pricing? Yes—verify recipient access before inviting clients.
Keep internal rate sheets separate from approved client budgets, proposals, and invoices.
Rundown connects CRM, client portals, budgets, timelines, and vendor coordination; verify sharing controls before publishing.
Review attachments and linked files, not just the portal dashboard.
Why this matters
Your couple needs decisions, deadlines, and an accurate picture of their wedding budget. They do not need your internal fee calculations, negotiation notes, or another client's proposal. For your 2026 portal setup, make that distinction explicit before uploading documents.
If you manage roughly 10–30 weddings per year, write a repeatable sharing checklist rather than deciding from memory each time. Start with the access criteria in this guide, then use the client portal software guide for wedding planners to organize your software evaluation.
The goal is not to hide agreed charges. It is to separate client-facing financial information from the working information you use to run your business.
Can I share a client portal without giving away my pricing?
Yes, provided the recipient's access is limited to the information you intend to share. Treat the portal as a client-facing workspace, not a copy of your entire planning file. Use the following process before issuing an invitation.
Classify information. Mark each document or section as client-facing, internal, or intended for a specific vendor. Include CRM notes, proposals, budget worksheets, timelines, and attachments in that review.
Separate records. Keep internal fee calculations and private notes out of the client-facing budget. If the software cannot separate them reliably, use a distinct client-facing document.
Check permissions. Inspect the actual sharing settings for the event, recipient, section, and file wherever those controls exist. Do not assume that a setting applies beyond the object it describes.
Test recipient access. Use a preview or authorized test account if the platform supports it. Open the shared documents and inspect the download or export path, rather than checking only the landing screen.
Review changes. Repeat the check when you add a file, invite another person, or change access. Keep a written record of what the recipient should see.
Verify the recipient's view after separating internal records from client-facing information.
These are evaluation and operating steps, not a claim that every portal offers the same controls. If you cannot verify a separation, do not place the confidential information in that shared workspace. A clean client document is a better fallback than an untested visibility setting.
Client access: share decisions, not internal calculations
Best for: couples reviewing their own wedding plans. Give clients the information they need to approve work and understand their commitments: the agreed proposal, relevant invoices, their wedding budget, planning tasks, and the current timeline.
Keep the client-facing budget distinct from your business calculations. A couple's approved catering allocation serves a different purpose from your private notes about negotiation strategy, staff allocation, or how you arrived at your planning fee. Do not combine those purposes in one shared worksheet.
The benefit of this approach is a clear workspace tied to client decisions. The limitation is that you must maintain the boundary whenever the planning file changes. A carefully prepared portal invitation does not excuse an unchecked attachment added later.
For a 2026 client onboarding checklist, include a plain-language scope statement: what the portal contains, who should use it, and where clients should send questions about their proposal. Explain the boundary without making confidentiality promises the software cannot support.
Vendor access: share coordination, not the client's whole file
Best for: vendors who need event instructions. Build the shared material around the vendor's task: arrival details, relevant timeline entries, responsibilities, and the contact information required for coordination.
A vendor coordinating load-in does not need your planning fee worksheet. A florist reviewing setup timing does not need another supplier's proposal simply because both documents belong to the same wedding. Decide what each recipient needs before choosing how to share it.
The benefit is a focused coordination packet. The limitation is the work required to keep separate packets current, especially when the runsheet changes. If the portal cannot provide a verified vendor-specific view, share a reviewed standalone document instead of inviting the vendor into the client's broader workspace.
Avoid assuming that a client invitation and a vendor invitation behave differently. Inspect the available controls and test the actual access path for each recipient type.
Internal access: keep working information with the planning team
Best for: you and authorized team members managing the business. Keep rate sheets, proposal drafts, internal budget assumptions, and private CRM notes in a workspace that is not shared with clients or vendors.
Internal information still needs deliberate handling. An assistant preparing a timeline needs different working material from someone reviewing a proposal, so define responsibilities before assigning access. Use the available controls only after confirming what they cover.
The benefit is keeping operational context available to the people doing the work. The limitation is that separate internal and external records require review: a revised client proposal must not leave an outdated client-facing document behind.
For your 2026 workflow, document which record is authoritative for each purpose. The agreed proposal governs the client commitment; the internal worksheet supports your business planning. Label both clearly without treating labels as access controls.
Which sharing method should you use?
Choose the method based on what you can verify, not on how polished the invitation looks. These are workflow options, not claims about a particular software product's permissions.
Verified restricted portal
Best for: Ongoing client collaboration
Advantage: Keeps approved planning information in a shared workspace
Limitation: Requires checking recipient, section, and file access
Recommendation: Use when the separation is tested
Separate client-facing document
Best for: Sharing an approved budget or proposal
Advantage: Makes the included content explicit
Limitation: Requires updating and checking each published version
Recommendation: Use when portal separation is unclear
Vendor-specific packet
Best for: Event-day coordination
Advantage: Gives each vendor relevant instructions
Limitation: Separate packets need consistent revisions
Recommendation: Use when broader portal access is unnecessary
Mixed internal and client file
Best for: Internal planning only
Advantage: Keeps working notes together
Limitation: Creates an unsuitable source for external sharing
Recommendation: Keep internal; prepare a separate shared version
Do not use hidden columns, collapsed sections, or a private-looking label as proof of restricted access. Check whether the underlying file, download, or export still contains the information you intended to withhold.
Why pricing visibility varies
The answer depends on the scope of the sharing control and the material you publish. Review these factors during your 2026 setup and whenever you change the workflow:
Recipient scope. Establish whether access belongs to a named person, a group, or anyone holding a link. Choose the narrowest supported scope that fits the collaboration.
Record scope. Determine whether a setting covers the whole event, a section, or a single document. Do not extend its meaning to other records without checking.
Attachment content. Review the document itself for internal notes, extra worksheets, comments, and draft information before uploading it.
Linked-file access. A document linked from a portal has its own sharing configuration. Verify that configuration separately.
Download and export content. Inspect what the recipient receives outside the browser view. Do not assume the displayed view and the exported file are identical.
Later changes. Review new uploads, replacement documents, additional recipients, and revised settings before treating the portal as ready to share.
These checks protect the boundary between your business records and the couple's planning workspace. They do not justify withholding commitments the client has agreed to or information the client needs to approve their own budget.
Where Rundown fits into this workflow
Rundown is a fit for independent wedding planners who want CRM, client portals, budgets, timelines, and vendor coordination in one system. It supports the broader practice-management workflow from first inquiry to last dance, rather than treating the client portal as an isolated file-sharing task.
That connected scope is useful when evaluating how inquiries, proposals, planning records, and final timelines fit together. The corresponding responsibility is to define which information belongs in the client-facing workspace before you publish it.
Evaluate Rundown's client portal against the same access checklist you would apply to any wedding planning software. Confirm the controls you need in the product before placing internal pricing in a record associated with client sharing. A connected system is not, by itself, evidence of a particular permission feature.
Start with a real portal checklist
Start Rundown's free plan and evaluate your CRM, client portal, budget, and timeline workflow.
Can clients see my internal pricing if I share a wedding budget?
Clients see the information included in the budget you share and permitted by its access settings. Prepare a client-facing budget that shows their approved allocations and commitments without including your private fee calculations.
Inspect the actual document before publishing it. If you share a spreadsheet, review every included sheet and check the file the recipient can download—not just the tab that opens first.
Can I send a timeline without sharing the proposal?
Yes, use a separately reviewed timeline when you cannot verify document-level separation inside the portal. Include the event instructions the recipient needs and leave unrelated commercial documents out of that packet.
For 2026 event-day preparation, make recipient review part of timeline distribution. Check the material you are sending, the recipient list, and any files linked inside the runsheet.
What should I do if I already shared an internal rate sheet?
Restrict the source document's access and remove the unintended shared copy wherever you control it. Review linked-file permissions separately and identify which recipients had access.
Do not treat revoking access as proof that previously downloaded copies are gone. Follow your business's confidentiality process and communicate accurately about the affected material without promising deletion you cannot verify.
FAQ
Can I share a client portal without giving away my pricing?
Yes, when the recipient's verified access excludes your internal pricing records. Check attachments, linked files, downloads, and exports before sending the invitation.
Should my wedding planning client see their agreed proposal?
Yes, share the agreed proposal and financial information the client needs to understand their commitments. Keep your internal calculations and unrelated business records separate.
Does hiding a spreadsheet column protect my internal rates?
Do not treat a hidden column as an access restriction. Inspect the underlying file and the recipient's download path, or publish a separate client-facing document.
Can I invite vendors to the same portal as my clients?
Use a shared portal only after verifying what each vendor can access. If you cannot confirm an appropriate vendor view, send a reviewed vendor-specific packet instead.
Does Rundown include client portals and budget management?
Rundown includes client portals, budgets, CRM, timelines, and vendor coordination for professional wedding and event planners. Verify the specific sharing controls required for your workflow before publishing internal records.
When should I review client portal permissions?
Review permissions before the initial invitation and whenever you add recipients, upload documents, replace files, or change sharing settings. Repeat the recipient-view check for linked files as well.
Can revoking portal access remove a document someone already downloaded?
Do not assume revoking portal access removes a previously downloaded copy. Restrict the source and handle the disclosure through your established confidentiality process.
One last thing
The portal dashboard is not the whole sharing boundary. An apparently clean client view still needs a review of the documents behind it, including linked files and downloadable versions.
Before your next invitation, inspect what leaves the workspace—not just what appears on the screen. That check gives you a practical publishing rule: share approved client information, retain internal working records, and verify the separation every time the shared material changes.
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