How Eight Digit Media built a workflow-powered portal for 80+ agency clients

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The Problem

Eight Digit Media manages 80+ high-touch client accounts, each one running a steady stream of webinars and live events that generate campaign requests, change requests, lead data, and billing questions flowing back to the agency. Without a central place for clients to submit and track that work, the team was drowning in manual coordination across email, Notion, and project management tools.

For years, owner Chris Ross cycled through client portal solutions that couldn't keep up. First a static WordPress portal where updating one project meant manually editing every client's page. Then client portal software (Assembly), which improved on the static experience but limited customization.

Chris needed a no-code platform that could:

• Customize the portal beyond what out-of-the-box SaaS tools allowed
• Connect data from existing tools (Intercom, Catchlight, Meta API, Stripe)
• Automate repetitive client tasks like request submission and change management
• Let him build custom features and tools (billing portal, lead enrichment, reporting) without dev help

The Solution

Chris built a custom client portal in Softr over a single weekend, migrating from Airtable to Softr Databases, and layering Supabase on top for scalable lead storage. The portal now serves Eight Digit Media's 80+ clients — and runs on 19+ active Softr Workflows that handle automation across the agency's operations.

The portal handles every step of the client engagement:

• Automated request management: Clients submit campaign requests via a form. A Softr Workflow routes the request, sends a confirmation email, and creates a calendar entry, with zero human handoff.
• In-portal change requests: Clients can make changes to live requests directly in the portal. A workflow snapshots the original, detects what changed, and routes the diff to the team, replacing the old email-back-and-forth process.
• Copy-request shortcut: For repeat campaigns, clients select a previous request and update only the date and time. A workflow duplicates the rest.
• Company switcher for multi-account admins: Some advisors manage multiple companies and so need access to multiple client portals. A Softr Workflow swaps their active company ID on form submit so they can act on behalf of the right client without admin-level permissions.
• Custom Stripe billing portal: Chris built a workflow that calls a webhook to open Stripe’s native billing portal for any approved user.
• Catchlight and Meta integrations: Custom code blocks pull client-specific lead enrichment data from Catchlight and ad performance from the Meta API directly into the portal, alongside Supabase-backed lead segmentation and downloadable exports, so clients see everything is in one place.

The result: clients have a single workspace for their entire engagement with Eight Digit Media, and Chris's team can focus on strategic work instead of tedious request-management and manual results sharing.

The Impact

The portal has automated work that used to require two manual roles, freeing Chris to invest in a leaner, more specialized team. It also saved the agency $500/month by replacing two SaaS subscriptions (a compliance review tool and an attribution reporting tool) with custom features Chris built inside Softr.

Another win is what the portal makes possible. Chris isn't a developer, but between native and custom/vibe coding blocks in Softr apps, plus Softr Workflows, he can build any feature his clients or team need, in hours rather than months.

For clients, the change is visible: granular lead segmentation, downloadable lead exports, in-portal change requests, and a calendar view of every active campaign. Things clients used to complain about — "why do I have to keep typing the same thing over and over again?" — are now solved, and they can self-serve everything they need from their work with the agency.

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