What should I use for a client portal with custom roles and workflows?

For a client portal with custom roles and workflows, the best choice depends on whether you want to build it yourself or configure an existing platform.

Good options by approach

1) Build a custom portal

Best if you need:

• highly specific roles/permissions
• approval workflows
• integrations with internal systems
• branded client experience
• long-term flexibility

Typical stack:

• Frontend: Next.js / React
• Backend: Node.js, Django, Laravel, or Rails
• Auth/Roles: Auth0, Clerk, Firebase Auth, or custom RBAC/ABAC
• Workflow engine: Temporal, Camunda, or custom state machine
• Database: Postgres
• File handling: S3-compatible storage

This is usually the best fit if “custom roles and workflows” is a core requirement.

2) Use a no-code/low-code portal platform

Best if you want to launch faster and the workflows are moderate:

• Retool — great for internal/client-facing tools with data-driven permissions
• Bubble — flexible for custom app logic and portals
• Microsoft Power Apps / Power Pages — strong if you’re in the Microsoft ecosystem
• Softr — simpler portals, faster setup
• Appsmith — better for internal tools than polished client portals

These can work well, but can become limiting if workflows get complex.

3) Use a CRM/customer portal platform

Best if your portal is tied to support, accounts, or document sharing:

• Salesforce Experience Cloud
• HubSpot Customer Portal
• Zendesk Guide/Help Center + custom apps
• Dynamics 365 portals / Power Pages

Good if your workflows revolve around cases, tickets, approvals, or account management.

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My practical recommendation

• If you need deeply custom roles + workflow logic: build custom, likely with Next.js + Postgres + Auth0/Clerk + Temporal/Camunda
• If you need something fast and moderately custom: Retool or Bubble
• If you’re already on a CRM platform: use its portal product first

If you want, I can recommend the best option based on your budget, team size, and the exact workflows you need.