Custom Portal Rooms
Custom Portal Rooms
Custom rooms let you build tailored partner experiences using simple building blocks. Instead of using pre-defined rooms, you create exactly what your partners need from scratch.
Portals and rooms
A portal is the complete workspace partners see when they log in.
A room is a single section in the portal (like a page).
Each portal has multiple rooms. Some are pre-defined (like Leads or Resources) and some are custom rooms you build with blocks.
Building blocks
Custom rooms are built using blocks. There are three categories of blocks:
Content blocks
Text Block: Rich formatted text. Use for instructions, guidelines, FAQs, and announcements.
Introduction: A profile card with photo, name, and bio. Use for team introductions or company profiles.
Analytics: Charts showing lead and deal performance data, organised into tabs. Use for dashboards and KPI tracking. In the block's settings you choose which figures it shows, grouped by Leads, Deals, Commissions and Certifications. With Co-selling on (see Platform Modules), there is also a Co-selling group, off by default, with three figures: Sourced vs co-sold, Deals the partner supports for other partners, and Figures by role (own and supported deals). Partners see them on a Co-selling tab inside the block. The Co-selling group is not offered for distributor rooms, and the figures never change the partner's own revenue, pipeline or deal counts. See Portal Room Types for what each figure shows.
Partner Details: Shows the partner's stage, tier, category, and selected custom fields. Use for giving partners a snapshot of their partnership status.
Interactive blocks
Action Bar: Clickable buttons for quick actions. Use for submit lead, view deals, or navigate to other rooms.
Banner: Company branding and headers. Use for welcome messages or branded sections.
Goals: A checklist of goals each partner ticks off, with an optional progress bar. Use for onboarding checklists or learning milestones. A block can carry a Start Date and Target Date: a fixed date, or a date relative to each partner — a number of days before or after the partnership was created, the room was first shown to them, or the partner was enabled (the target can also be set as days after the start date). Each partner sees the date that applies to them. Counted from Partner enabled, the date uses the first time the partner was enabled — disabling and re-enabling them does not move it, and a partner who has never been enabled sees no date. Reorder goals with the Move goal up and Move goal down buttons on each row. Turn on Prevent uncompleting goals in the block settings to make a ticked goal final: partners can no longer untick it. Completed goals can also start a workflow or a notification, for example to move a partner to the next stage once every goal is done.
Form: A form partners fill in inside the room, built from fields you define. Use it for intake or screening questionnaires instead of embedding an external form tool. Each submission is saved as a branded PDF on the partner record, and can start a workflow. See Collecting form submissions below for the submission settings.
Link: A simple link to an internal or external page. Use for quick navigation or resource access.
Pricing Calculator: An interactive block that lets partners configure products, see pricing, and generate quotes. Use for self-service quoting in the portal. The block does not pick a calculator: it shows every live calculator the viewing partner has access to, set on each calculator's Access tab. One calculator is shown directly, several give the partner a Choose a calculator dropdown, and a partner with access to none does not see the block at all. In the builder you set only a title and description; what submitting does is set by the calculator's Mode. See Building Pricing Calculators.
Media blocks
Image: Photos, screenshots, or diagrams. Upload or link images and GIFs.
Video: Embedded videos. Supports YouTube, Vimeo, and Loom.
Document: A single PDF or downloadable file. Shows file info and a download button. For PDFs, the Enable PDF Co-Branding toggle (on by default) lets partners download a copy with your logo and theirs added — see Creating a Resource.
Files: Multiple file uploads in one block. Supports all file types such as PPTX, XLSX, and CSV. Partners can download each file individually.
Secure Files: Private file storage for large or restricted files, such as installers or licensed downloads. Files can be up to 20 GB each, partners download through links that expire after 15 minutes, and every download is logged. See Secure Files: private storage and audited downloads below.
Embed: External tools and dashboards displayed in a restricted iframe. Use to integrate anything that supports embedding. The link must be secure (https); content shared as a script rather than an embeddable page may show as a framed page or fail to load — the block's Embed page directly (skip link preview) option can help with pages that resist embedding.
Choosing who can see a block
Any block can be limited to contacts with certain contact tags — for example, a goals checklist meant only for your Champion contacts. Open a block for editing, expand Block settings at the top, and add tags under Who can see this block.
A block with no tags is Visible to everyone who can see the room.
A tagged block is hidden completely from contacts without a matching tag — it does not appear at all, so two contacts at the same partner can see different content in the same room.
Your own team always sees every block; the restriction only applies to partner contacts.
A restricted block shows a lock chip in the room builder, so you can tell at a glance. Partners never see it.
Tag changes save straight away; if a save fails you are told and the tags revert.
Contact tags are shared across your company — create them in Tags settings before you can pick them here.
Buzz can set the same tags while it builds or edits a room for you — say which contacts a block is for and it picks the matching contact tags. It keeps a block's existing tags when it rebuilds the room unless you ask it to change them.
Block settings is also where the Height control for image, video, document and embed blocks now lives. Saving a room as a template keeps each block's contact tags along with its other settings.
Table of contents
Custom rooms have a Show section navigation toggle in the Content tab. When turned on, a table of contents sidebar appears next to the room content. This shows an "On this page" list of sections, making it easy for partners to navigate longer pages.
Collecting form submissions
A Form block asks partners to fill in a short form inside the room. In the block editor you build the fields — each has a label, a type (Short text, Long text, Number, Date, Dropdown, Multiple choice or Checkbox) and an optional Required flag — and choose what happens to answers under Submission settings:
Audience: Per contact gives every contact their own form, and they only ever see their own answers. Per partnership is one shared form for the whole partner — any contact can submit it, and every contact at the partner sees the submitted state.
Submission saved as: each submission is turned into a PDF branded with your company logo. Private file on the partner stores it on the partner record where only your team can see it; Shared file on the partner also shows it to the partner in their Files tab. Per-contact forms are always saved as a private file, so contacts never see each other's answers.
Submissions: Once lets the partner — or each contact, for per-contact forms — submit a single time; the form is then replaced by the submitted state. Unlimited lets them submit again any time — after each submission they see their latest submission with a Submit again button that opens a fresh form.
Show the partner their submission after submitting: show the submitted answers back in the block. Leave it off to keep submissions write-only — the partner still sees the form as submitted.
Notify on submission: send your team an in-app notification and an email, with the answers included, whenever a submission comes in. Who gets notified chooses between Assigned users on this partnership, All company admins or Assigned users and admins.
After submitting, the partner sees a Submission received card with the form title, who submitted and when — with their answers underneath when you show them back.
On the partner's Files tab each submission file has a Download CSV button that exports the answers as a spreadsheet. Your team sees it on private and shared submission files; the partner sees it on shared files in their own portal.
A submission saved as a private file cannot be deleted from the partner's Files tab — the file is the record of that submission, so the delete is refused while the submission exists.
When you preview a room as your team the form is shown but cannot be submitted — only partner contacts can submit. A submission can also start a workflow, for example to create a follow-up task or tag the partner when a form comes in.
Secure Files: private storage and audited downloads
The Secure Files block keeps files private inside a room. Use it for large or restricted files — software installers, signed contracts, licensed downloads — that should not sit behind a public link. Partners browse folders and download through links that expire after 15 minutes, and every download is recorded against the partner and the person who made it.
This is different from the Files block, which is for everyday collateral: a Files upload can be opened by anyone who has its link, while Secure Files downloads always start from inside the portal and are logged.
Setting up a Secure Files block
Add a Secure Files block from the Media group in the block sidebar, then give it a label and an optional description.
Save the room — uploading only becomes available once the block has been saved.
Build the structure with New folder — folders can nest up to ten levels — then use Upload files. Each file can be up to 20 GB.
Rename, move or delete folders and files from each row's actions menu.
Under Block settings, Allow downloading several files as a zip is on by default. Turn it off to make partners download one file at a time.
What partners see
Partners who can see the room browse the folders and download individual files. Where zip downloads are allowed, they can also tick several files — or take everything — with Download selected and Download all. The zip is prepared in the background and the download link lasts 24 hours; a large bundle can take a few minutes.
The download log
Every download is written to the block's Download log: the date, the partner, the user and the file, including downloads your own team makes. Filter the log by file or by partner, and use Export CSV to save up to 50,000 rows as a spreadsheet. Admins and Partnership Team members only.
Creating a custom room
Go to Portals and click Create.
Select the partner type (if you have multiple).
Choose Custom Room or From Template.
If using a template, pick one from the list or skip to start blank.
Name your room and click Create.
Add blocks from the sidebar on the right.
Click any block to configure its content and settings.
Drag blocks to rearrange their order.
Set access controls in the Access tab.
Set the room to Live in the Settings tab when you are ready for partners to see it.
Build with Buzz
For custom rooms, you can use the Build with Buzz button to let Journeybee's AI assistant help you create room content. Buzz can suggest blocks, write text, and arrange the layout for you. This feature requires the AI module to be enabled.
Using templates
Save any custom room as a template for reuse:
Open a custom room.
Go to the Settings tab.
Click Save as template.
Give the template a name and optional description.
Templates include all blocks and their settings. When you create a new room, choose From Template to start from a saved template. Templates are per partner type.
Common use cases
Onboarding room: Introduction block (team welcome), Video block (getting started), Action Bar (next steps)
Training portal: Text block (course descriptions), Video block (training modules), Goals block (certification progress), Document block (course materials)
Sales hub: Document block (pricing and specs), Video block (product demos), Action Bar (sales tools), Analytics block (pipeline and revenue)
Support hub: Text block (FAQs), Document block (troubleshooting guides), Embed block (support ticket system), Video block (tutorials)
Executive dashboard: Analytics block (key metrics), Embed block (external dashboards), Goals block (target tracking), Partner Details block (partnership snapshot)
Good to know
Start with 3 to 5 blocks per room and focus on one purpose per room.
Use the preview feature on the Portals page to see how a room looks to a specific partner.
New custom rooms start in Draft status. Set them to Live when you are ready.
Keep text short and make buttons easy to tap for partners using phones.
If you have different partner types, each type gets its own set of rooms. Partners only see rooms for their type.
Room access and calculator access are separate. A partner needs access to the room to reach a Pricing Calculator block, and access to a calculator to see it inside the block.
Related articles
Creating Portal Rooms: Step-by-step guide to creating and managing rooms
Portal Room Types: A full reference of all room types
Portal Access Management: Controlling who sees what