Portal Only Onboarding Step Template Setting
The Portal Only setting within an onboarding template makes that template visible only within the portal it belongs to.
Once enabled, the template will not appear in any other portals inside the same Space.
This is ideal when you need to deliver unique, portal specific content e.g. content meant only for the people inside that particular portal.
For example, if you’re onboarding a new client, you might create a dedicated portal for them. Any onboarding templates that apply exclusively to that client can be marked Portal Only, ensuring they remain isolated and uncluttered from the rest of your Space.
When Should You Use Portal Only?
Use Portal Only whenever an onboarding step template is intended for:
A specific client
A particular team or department
A defined cohort (e.g., interns, contractors, franchisees)
A one‑off project or event
Any situation where the content should not be visible across the entire Space
If the content is not universally relevant, it’s a strong candidate for being private.
How to Set a Template to Portal Only
Open an existing Onboarding Step Template, or create a new one.
Enable the Portal Only checkbox.
Save the template.
Once enabled, the template will appear only in its native portal.
Any other portals that previously used this template will no longer display it.
Important note:
If the template was already used in other portals (rare, but possible), you may need to manually refresh onboarding statuses in those portals. Setting a template to Portal Only does not automatically trigger a refresh.
For this reason, it’s best practice to set Portal Only as soon as you create the template, before anyone else adds it to their workflow.
Why WorkZerk Supports Multiple Portals
WorkZerk licensing includes generous portal limits, allowing you to create as many portals as needed for your operational model. A common pattern is to create:
One portal per client
One portal per onboardee
One portal per project or event
One portal per team or department
From there, any templates that are specific to that group can be marked Portal Only, keeping everything clean, relevant, and organised.
Whether you adopt this structure depends entirely on how you use WorkZerk and how granular you want your onboarding workflows to be.
Use Cases for Portal Only
Multi‑Client Service Providers
A labour‑hire company managing contractors across multiple client sites. Each client has unique induction requirements, safety protocols, or NDA acknowledgements that should not be visible to other clients using the same platform.
Franchise or Multi‑Site Operations
A construction company running multiple projects. The CBD high‑rise requires crane operator certifications and height‑safety training, while a suburban housing project has completely different requirements. Portal Only prevents irrelevant templates from cluttering each project’s workflow.
Event & Venue Management
A wedding venue creates a new portal for each couple. The runsheet, vendor list, and internal notes for that event stay private to that portal, while general onboarding steps (e.g., venue rules, payment terms) remain visible and usable across all portals.
Education & Training Providers
A training organisation delivering different courses. Each course has its own assessments, resources, and compliance steps. Portal Only ensures students only see the materials relevant to the course they’re enrolled in.
Healthcare & Allied Services
A clinic onboarding different practitioner types such as GPs, physios, psychologists, dietitians. Each discipline has unique onboarding requirements, certifications, and policies. Portal Only keeps each practitioner’s workflow clean and profession‑specific.
Internal Corporate Departments
A company with separate portals for HR, IT, Finance, and Operations. Each department has its own onboarding steps—system access, policies, equipment lists, or training modules that shouldn’t be visible to other teams.
Production & Creative Agencies
A film or media agency creates a portal per project. Each project has unique scripts, NDAs, schedules, and asset‑handling requirements. Portal Only keeps sensitive project materials isolated.
Summary
The Portal Only feature is a simple but powerful way to keep onboarding workflows clean, relevant, and secure. WorkZerk supports a wide range of complex, diverse use cases, and this setting helps ensure that each portal contains only the content that truly belongs there.
