How to build a partner portal that centralizes submissions and status

Manage your partner relationships from one simple hub

In this guide, you’ll build a Partner Portal that connects all partner-related forms (applications, reports, feedback, etc.) into one shared workspace.
Partners can log in, view their submissions, track approval statuses, and access key updates — while your internal team reviews everything in one dashboard.

📘 Learn more: Create your first form, app, or portal in a flash

Step 1: Create your partner application or data forms

Start in your workspace and click + New → Form.
You can either build from scratch or use Magic Create, try this prompt:

“Partner application and reporting forms with company info, contact details, and status tracking.”

Typical forms include:

• Partner application form (for new signups)
  
  
• Monthly or quarterly report form
  
  
• Partner feedback or request form
  
  

Add key fields such as:

• Partner name and company
  
  
• Contact email
  
  
• Type of partnership (Affiliate, Reseller, Integration, etc.)
  
  
• Submission details (report, update, or request)
  
  
• Status field (Pending / Under review / Approved)
  
  

💡 Tip: Keep a consistent “Partner ID” or “Company name” field across all partner forms to link data later.

📘 Learn more: How to create a form

Step 2: Add logic to route submissions automatically

In your form’s Settings → Logic, create rules that notify the right reviewers or departments automatically.

Examples:

• If @partner_type = “Affiliate” → send to marketing@company.com
  
  
• If @partner_type = “Integration” → send to product@company.com
  
  

You can also show or hide fields depending on the form type or partner category.

📘 Learn more: How to add advanced logic to your form

Step 3: Automate notifications for both sides

Under Settings → Notifications, set up:

• Internal alerts to notify your team when partners submit forms.
  
  
• Custom confirmations to thank partners and share next steps automatically.
  
  

Example confirmation email:

“Hi @partner_name, thanks for submitting your report. You can track your status anytime in your Partner Portal.”

📘 Learn more: How to send and receive conditional email notifications

Step 4: Organize partner data with linked databases

If you’re using multiple forms (like Applications + Reports), connect them using Linked rows or Lookup fields so that each partner’s data stays connected.
Example:

• Link your Partner Application Form (main database) with Monthly Report Form (secondary).
  
  
• Lookup fields can pull partner details (Company name, Partner ID, Region) into the report form automatically.
  
  

📘 Learn more: What are linked rows and how to use them

Step 5: Create your partner portal

Go to your workspace and click + New → App → Portal.
Name it Partner Portal and select the forms you want to include.

SAdd pages such as:

• Submit a report — linked to the reporting form
  
  
• My submissions — filtered view of each partner’s data
  
  
• Application status — table showing approval progress
  
  
• Resources or FAQs — content blocks with partner guidelines
  
  

📘 Learn more: How to create a portal and manage users access

step 6: enable login for partners

To make sure each partner sees only their own data, enable Login/Sign up under your portal’s settings.
You can choose:

• Email login — partners sign in securely
  
  
• SSO (for enterprise plans)
  
  
• Manual user directory — you invite partners yourself
  
  

Then, set permissions so logged-in users can view or edit only their own submissions.

📘 Learn more: How to enable login sign up on your portal

Step 7: Customize data views by partner

Inside the portal, go to your My submissions page → open View settings, and set filters:

• Show records where Partner email = Logged-in user’s email
  
  
• Add columns like “Form name,” “Submission date,” and “Status.”
  
  

Now, each partner sees only their relevant submissions and real-time statuses.

📘 Learn more: How to let users view and edit their own data in your portal

Step 8: Build a team dashboard for internal tracking

For your internal team, open Results → Dashboard on your main form.
Add blocks like:

• Bar chart: Submissions by partner type
  
  
• Table: All open submissions
  
  
• Kanban: Requests grouped by status (Pending → In progress → Approved)
  
  

📘 Learn more: How to create a Kanban board

Step 9: Brand and personalize your partner portal

Add your logo, brand colors, and custom header text like:

“Welcome to the [Your Company] Partner Portal — your one place to manage submissions and track updates.”

You can also customize the domain (e.g., partners.yourcompany.com) and add a favicon.

📘 Learn more: How to customize your portal with your brand identity

Pro tips

• Add AI Smart Content to summarize each submission on ending pages or emails.
  📘 Learn more: Create dynamic ending pages with AI Smart Content
  
  
• Enable autosave for long forms so partners don’t lose progress.
  📘 Learn more: How to auto save incomplete responses and let users resume later
  
  
• Sync submissions with Google Sheets for backup or analysis.
  📘 Learn more: How to set up two-way sync between Formaloo and Google Sheets
  
  

Example scenario

A reseller logs into your Partner Portal and sees two tabs: Submit a new report and My submissions.
They submit a quarterly report, triggering an internal notification to your marketing team.
Their dashboard instantly updates to show “Under review,” and when your team approves it, the status changes to “Approved” automatically.

📘 Learn more: Build personalized and time-saving flows with logic, automations, and AI

FAQ

1. Can partners upload files or invoices in the portal?
Yes, add File upload fields to your forms and they’ll appear in the portal automatically.
📘 Learn more: Form editor and field types

2. Can I restrict access to approved partners only?
Absolutely, assign roles like “Approved Partner” and show/hide pages accordingly.
📘 Learn more: How to create and assign user roles in your portal

3. Can I generate a summary PDF for each submission?
Yes, attach a PDF template to submission emails automatically.
📘 Learn more: How to create PDF templates to turn responses into documents

Your partner management hub is live

You’ve just built a complete partner portal where submissions, approvals, and statuses live together — creating clarity for partners and control for your team.
Next, expand your portal with analytics dashboards or partner training pages.

📘 Learn more: How to customize forms and organize data inside your portal

Last updated November 2025

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