Portal Guest Role, Project Health Scores, Repeatable Form Field Groups, and More!

This month, we’ve focused on the details that make everyday work in Motion.io simpler.

Clients can move through their portals more easily, admins get new visibility tools, and teams can track project health and collect data more efficiently than ever before.

Here’s what changed this month 👇

• New Portal Guest Role for limited-access clients, plus a new way to preview portals from any client’s perspective.
• Project Health Scores to quickly identify at-risk projects.
• Repeatable Form Field Groups to collect complex data more efficiently.
• Emoji reactions and support across tasks, comments, and stages for more expressive communication.
• Smoother navigation for both clients and your team, with better back/forward functionality and clearer sidebar organization.
• Plus: a round of quality-of-life improvements across PDF annotations, AI Task Builder, Message Center, and more.
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More Control Over What Clients See in Their Portals

Do you have clients who only need access to a small part of a project? The new Guest Role lets you give them exactly that:

Portal guest role

Guest Roles are designed for clients who only need access to a specific part of a project.

Guest users can:

• Log into their portal and view only their assigned tasks.
• Upload files or complete forms within those tasks.
• Stay hidden from project chats, other clients’ tasks, and sensitive details.

This keeps the experience focused for limited-involvement clients while maintaining full privacy for everyone else. 

Note: Guest Roles are only available to all users on the Scale plan.
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Enhanced portal preview

You can now preview the client portal directly from your project.

When a project includes more than one client, a new Preview Portal dropdown lets you select which client to view.

This makes it easy to confirm exactly what each client can see, including assigned tasks, files, and portal content.

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Project Health Scores

Keeping track of which projects need attention just got easier.

Each project in your dashboard now includes a Health Score—a visual indicator that reflects how the project is progressing.

Here’s how it works:

• Automatic scoring: Health Scores are generated automatically based on task completion, client engagement, and overall project activity.
  
• At-a-glance visibility: You’ll see the Health Score displayed to the right of each project name in the Projects Dashboard.
  
• Detailed breakdown: On a project’s Home page, you can view a full breakdown showing what’s driving the score.

This helps teams quickly identify at-risk projects and prioritize where to focus next without manually digging through tasks or activity logs.

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Repeatable Form Field Groups

When building forms in Motion.io, you can now group related fields together and make that group repeatable—so clients can add as many sets of information as they need.
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Let’s say you’re creating a Client Onboarding Form for businesses that often have multiple locations.
You could create a “Business Address” field group that includes:

• Street Address
• City and State
• Zip Code

Then, simply mark this group as repeatable.

When clients fill out the form, they’ll see an “+ Add Address” link that allows them to include additional addresses as needed — whether they have one or many business locations.

This update helps you:

• Avoid duplicate fields (no need to manually create five indepedent “Address” sections).
  
• Keep forms cleaner and shorter.
  
• Collect flexible data that fits each client’s structure—whether they have one contact or five.

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Expanded Emoji Support

Emojis are now supported in more places across Motion.io, giving teams and clients new ways to react and communicate visually.
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Emoji reactions for activities and comments

You can now react to any activity or comment with emojis—something that wasn’t possible before.

This makes it easier to acknowledge updates or give quick feedback without posting a new message.

For example:

• 👍 to approve a change
• 👀 to show something’s been reviewed
• 🎉 to celebrate a milestone
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Emoji support in stages and comments

Emojis can also now be used directly in stage names when creating or editing projects and templates.

Plus, both clients and team members can add emojis within task comments, helping messages stand out and improving clarity during discussions.

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Improved Navigation for Clients and Teams

We’ve streamlined navigation across both the client portal and the admin dashboard to make it easier to move between pages and find what you need faster.
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Client portal navigation

Clients can now move through their portals a lot easier. 

Here’s what’s new:

Browser navigation support: Clients can use their browser’s Back and Forward buttons to move between pages in the portal without losing progress.‍

Page refresh memory: When a client refreshes their browser, they’ll stay exactly where they left off—no more jumping back to the portal home page.

In addition, each Portal Tab your clients have access to now has its own unique URL.

This means you can:

• Copy and share direct links to specific Portal Tabs with clients or team members.
• Add Portal Tab links to task descriptions so clients can instantly open the exact section they need — for example, a Resources page or an embedded app.

This update makes it easier to guide clients to the right place, reducing confusion and saving time for everyone.
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Admin navigation

The sidebar in your admin workspace has been reorganized to make it easier to find what you need.

Here’s what’s changed:

• Clearer grouping: Related pages and settings are now grouped together for more intuitive navigation.
• Simplified layout: The sidebar has been refreshed to reduce visual clutter and make key sections easier to identify at a glance.

These changes make everyday navigation faster and reduce the number of clicks needed to manage projects and clients across Motion.io.

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Additional Features & Quality-of-Life Updates

This month also includes a range of smaller improvements that make Motion.io smoother and more efficient to use day-to-day.

• PDF Annotation Improvements: Annotate multi-page PDFs directly within Motion.io, making document reviews and collaboration much easier.
• AI Task Builder Upgrade: The AI Task Builder is now better at understanding the context of your prompts, helping it generate more accurate stages and tasks automatically.
• Message Center Enhancements: The Message Center now includes an “Open Task” button that launches the full task modal, replacing the previous dropdown. Team members can also log time directly from Message Center, and file annotation comments now appear within message threads for clearer context.
• Improved Portal Login Tracking: All team members can now see when clients accept their invites and log in for the first time. These updates appear in the project’s “Activity Feed,” alongside the existing email notification sent to project owners.
• Better Visibility for Embedded Content in Tasks: When embedding external content (like apps or websites) using the “Embed” task option, the embedded material now appears at the top of the task—above proofs, forms, and attachments—so clients can view important content first.

That’s a wrap for Motion.io’s October 2025 release! To stay up to date on the new features and improvements we ship every week, visit the Motion.io Changelog.
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