The person who looks after Vesper Rooms, the client portal of Atelier Vesper
Vesper Rooms is the client portal of Atelier Vesper. A client sees one project in it: moodboards, approvals and invoices. This page sets the portal up and hands a finished project over.
- 4 settings to check once: logo, accent colour, reminders and file keeping.
- 7 days is how long an invite link works. After that, press Resend.
- 12 months is how long a client can still read a closed project.
1. Set up the portal
Settings › Portal
1.1 Check the four settings
Only studio admins see Settings. Do this once.
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Open Settings, then the Portal tab.
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Upload the logo. Use an SVG or PNG up to 1 MB.
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Type the accent colour,
#b42318. The client's buttons use it. -
Set Remind a client after to
3 days. A second reminder follows at 7 days, then it stops. -
Set Keep project files for to
24 months.Logo, accent colour, reminder and file keeping -
Click Save settings at the bottom right. Nothing is saved before this click.
1.2 Who can do what
| Role | Can see |
|---|---|
| Studio admin | Everything |
| Designer | Only the projects they work on |
| Finance | Invoices, not boards |
| Client | Their own project, never another client's |
2. Invite a client
Clients › Invite client
2.1 Send the invite
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Click Clients in the left menu.
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Click Invite client at the top right.
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Type the client name,
Mei Tan. -
Type the email,
mei@example.com. -
Pick the project.
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Click Send invite.
Name, email, project and Send invite
The link works for 7 days. The client opens it and chooses their own password. You never see it and never send one.
If the email bounces, the client's row turns red and says Not delivered. Fix the address, then press Resend.
3. Moodboards and approvals
Project › Moodboards › Living room
3.1 Send a board
A board holds up to 40 items. Each item takes a JPG, PNG or PDF up to 20 MB, a caption and a price note.
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Open the project, then Moodboards, then the board.
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Click Add item and add the pictures.
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Tick Studio only before you write a comment for the team.
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Click Send for approval. The client gets an email and the board shows Waiting for client.
Add item, Studio only and Send for approval
Comments marked Studio only are never shown to the client. Check the tick before you post.
3.2 What the client does
The client presses Approve this board or Ask for changes. Asking for changes needs a note.
An approved board is locked, with the date. The studio can Reopen it and the client is told. Each resend after changes is a new version: v1, v2 and so on. Old versions are kept.
4. Invoices and handover
Invoices, then Project › Close project
4.1 Mark an invoice as paid
The portal gives each invoice its number, for example VES-2026-0142. You cannot edit it. A status is Draft, Sent, Overdue or Paid. Overdue means past the due date and not paid. Invoices are due after 14 days, and you can change that per invoice. Clients pay by bank transfer. The portal does not take cards.
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Open Invoices.
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Find the invoice. Check the money is in the bank.
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Click Mark as paid.
The invoice list with Overdue and Mark as paid
4.2 Hand over a project
Close the project when the work is finished. First check the list.
- All boards are approved.
- The final invoice is paid.
- The client has opened the portal at least once.
- The export is downloaded.
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Click Download export. It holds the approved boards and all invoices, as PDF, and takes about 2 minutes.
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Click Close project.
Download export and Close project
After closing, the client keeps read-only access for 12 months. Files are kept for 24 months, then deleted for good. A backup runs every night and is kept for 30 days.
Never delete a board a client approved. Reopen it instead.
Change log
| Version | Date | Change | By |
|---|---|---|---|
| 1.0 | 2026-11-06 | First version | Atelier Vesper Studio Team |