Introduction

The Transaction Lead Portal lets you bring your clients into the transaction process without giving them access to your back-office tools. Once you activate the portal for a transaction, selected Leads can log into the Closely app to view the current stage of their transaction, access shared documents, e-sign required forms, and even upload their own files — all in one place.

This feature helps you keep clients informed and engaged while reducing back-and-forth communication throughout the deal.

Getting Started

Step 1: Open the Lead Portal Tab

Navigate to the transaction you want to share with your client. On the Transaction detail page, select the Lead Portal tab.

Step 2: Activate the Portal

Use the Portal Active toggle to turn the portal on. When active, the transaction becomes visible to the selected Leads inside the Closely app.

• Toggling Portal Active ON makes the transaction visible to all added Leads in Closely.
• Toggling it OFF immediately hides the transaction from all Leads — no content is deleted, just hidden until you turn it back on.

Step 3: Add Leads

Click Add Lead to go to the Contacts module and select the clients you want to include. Any Leads you add there will automatically sync to the Lead list in the Lead Portal.

Step 4: Preview the Portal

Click Preview to see a web-based simulation of exactly what the Lead sees on the Closely mobile app. Use this to review the experience before sending an invite to your client.

Sharing Documents with Leads

Once the portal is active, you can share specific documents from the transaction's Documents module directly to your Leads' view in Closely.

• Go to Transaction → Documents.
• With Portal Active turned on, a Share to Lead action will appear next to each document.
• Shared documents will show a Shared tag next to the document name.
• To stop sharing a document, remove the share — the Shared tag will disappear and the document will no longer be visible to Leads.

Shared documents are visible to all Leads who have access to that transaction, so only share documents intended for all involved parties.

Configuring Which Stages Leads Can See

You can control which pipeline stages are displayed to your clients. This lets you show progress at a high level without exposing every internal step of the transaction.

How to set stage visibility:

• Open the Transaction List page and click into the Stage Settings popup.
• For each stage, enable the Visible to Lead option to include it in the client-facing view.
• Stages without this option enabled will be hidden from Leads in Closely.

What Your Client Sees in Closely

When a Lead logs into the Closely app, they will find a My Transactions section under the My Home tab. This section lists all transactions that have been shared with them, with the most recent appearing first. If no transactions are shared, this section is hidden.

Progress Tab

The Progress tab shows the Lead their current transaction stage, along with the completion dates of all previous stages. This gives clients a clear, timeline-style view of where things stand without any additional explanation needed from you.

Documents Tab

The Documents tab is divided into three sections.

E-Signatures

Any documents requiring the Lead's signature — or already signed by them — appear here. If there are no signature-related documents, this section is hidden automatically.

Documents

Files shared by you (the agent) from the Documents module appear here. Leads can view these documents at any time. If no documents have been shared, this section is hidden.

Upload

Leads can also upload their own files directly from Closely. Any file a Lead uploads will:

• Automatically sync to the Documents module on the Transaction detail page in Lofty.
• Be visible to all other Leads who have access to the same transaction.

Staying Notified of Lead Document Activity

Lofty will automatically notify you when a Lead uploads or deletes a document in the Lead Portal, so you always know when new materials are ready to review.

How to manage this notification:

• Go to Personal Settings → Notifications.
• Find the Document Action by Lead (Upload/Delete) notification type.
• Email and push notifications are turned on by default.
• Toggle either notification method off if you prefer a different cadence.

📌  Note: Only the Transaction Owner receives these notifications.

Frequently Asked Questions

Can I share the portal with multiple clients on the same transaction?

Yes. You can add multiple Leads to the portal. All added Leads with their Visible toggle active will be able to see the transaction and any shared documents.

What happens if I turn off Portal Active?

The transaction will be immediately hidden from all Leads in Closely. No data is deleted — simply toggle it back on to restore visibility.

Can a Lead see documents uploaded by other Leads?

Yes. Any document uploaded through the Lead Portal is visible to all Leads who have access to that transaction, so make sure Leads are aware of this if privacy is a concern.

What if my client hasn't downloaded Closely yet?

When you activate visibility for a Lead who has never logged into Closely, Lofty will prompt you to send them an automated text message with a link to download the app.

Questions?

If you have any questions regarding this topic or any others, please reach out to our Support Team via email at <support@lofty.com>, by phone at 1 (855) 981-7557, or by chat with us through your Lofty CRM.