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If you run B2B customers through email chains, spreadsheets, and a scatter of shared folders, you already know where it breaks: nobody can see where things stand, and chasing people becomes the job. A client collaboration platform fixes that by giving each customer one shared, branded place to get work done with you – before the deal closes and long after.
This is a full walkthrough of how to use Valuecase, from your very first template to the automations that make it run on its own. Watch the video for the screen-by-screen version, or read on for the same path in writing.
Start here: spaces vs. templates
Two words run through everything, so it's worth pinning them down first.
A Space is the live, customer-facing workspace you share – a single link the customer opens (no login required) to see their plan, fill in forms, read content, and talk to you. It's personalized per customer and fully white-labelled to your brand.
A Template is the reusable, internal blueprint a Space is born from. Templates are shared across your team and never hold customer data. The whole idea is that you build the template once, get it 80–100% right, and then each new customer only needs a few tweaks instead of starting from scratch. Under the hood, both a template and a space are just pages, made of blocks (text, media, forms, action plans), with items like tasks, questions, and links inside them.
Get those two concepts and the rest of the product clicks into place.
The core loop: template, space, share, track
Almost everything you do in Valuecase is a version of this loop.
1. Build a template. From the dashboard, go to Templates and create one – from a blank page, from one of the example best-practice templates, or by describing what you need to the built-in AI. Inside, you edit blocks by clicking straight into them; highlight text for colors, placeholders, and an AI writing assistant. There are three families of blocks: content blocks you share (text, media, files, accordions) that customers can't edit; collaborative blocks (action plans, progress, Gantt) the customer works on with you; and forms for collecting data. If you'd rather not learn every control, the AI assistant can build, translate, or restructure a whole template for you – and it gets noticeably better results if you upload a playbook or sales deck first. You can do the same from your own AI tools using the AI agent use cases library.
2. Spin up a space. Hit New Space, type the customer's name (Valuecase pulls in their logo for you), pick your template, and you're done. The Space already carries the customer's branding and details, and you can hit Preview to see exactly what they'll see – useful for walking through it live in a meeting.
3. Personalize it. Edit any text or block, or just use the sidebar toggles to show and hide what each customer needs – drop the resources page for one customer, hide the FAQ for another. A common pattern is to reveal pages progressively, one meeting at a time. For a deeper look at building the customer-facing version, see our guide on creating a branded customer onboarding portal.
4. Share it. Click Share, copy the link, send. You can require everyone to enter their email on entry, so you always know who opened it.
5. Track everything. The activity feed logs almost every click – which pages they read, which videos they watch, which pages of a PDF they reach. That tells you whether a prospect is actually engaged, whether a new stakeholder just arrived, or whether a customer is quietly making progress on their own. We go deeper on this in how to track customer onboarding completion without chasing.
Forms and action plans: the two power features
Two blocks do a disproportionate amount of the work.
Forms are for data collection, and the difference from a Typeform or Google Form is that they autosave as the customer fills them in. You see answers appear live, can help the customer mid-form, and they can finish over days without losing anything. Forms also support logic – one answer can reveal the next relevant field. AI can draft the intake form for you.
Action plans look simple on purpose, but they run full projects. Milestones group the work; tasks sit underneath with assignees and due dates. The trick is that you templatize those owners and dates ("due five days after the space is created," "always assigned to the account owner"), so a new Space arrives with the plan already filled in. Click any task for start and end dates, owners, and quick actions like booking a meeting straight from your Calendly link. For the sales side of this, AI can build a mutual action plan; for onboarding, an implementation plan. More on running these with the customer in how to manage onboarding projects together with your clients.
Chat and comments: keep the conversation in the workspace
When the work lives in one place but the conversation lives in email, things get lost – context scatters across inboxes and nobody can find the decision that was made three threads ago. A good customer workspace keeps both together.
Every Valuecase Space has built-in chat and comments, so questions get answered next to the work instead of buried in an inbox. You can comment directly on a task or block, @mention a teammate to pull them in, and the customer can chat with you live right inside their Space – no new tool for them to learn. You control who sees what: keep a comment internal to your team, or share it with the customer.
Because the conversation sits next to the work, you can act on it fast. New comments can trigger email notifications, and the Slack or Teams integration pushes messages and buyer activity straight to your channel – so your team replies quickly without living in the platform. And from the dashboard side panel, you can read and respond to comments across every account in one place, without opening each Space.
The dashboard: run every customer from one place
Once you're running more than a handful of spaces, the dashboard becomes home. Three things make it work for you instead of against you.
Filters and columns. Filter to just your spaces or the whole team's, then add the columns that matter for your process – current milestone, form completions, engagement, owner – and reshuffle them. Most columns are hidden by default so you're not overwhelmed; you switch on what you need.
Saved views. Once a filter-and-column combination is right, Save View. Now an "Onboarding" view and a "Sales" view are one click apart, and you can build views for overdue spaces, your accounts, or the team's. There's a Kanban view too if you'd rather see stages as columns.
The side panel. You don't have to open a space to see how it's doing. The side panel summarizes activity, comments, form submissions, and next tasks inline – and you can complete tasks or change assignees and due dates right from there. The same panel shows up in the tasks and activity dashboards, so you can work fast across many accounts. See the full picture under Dashboards & Analytics.
Automations: let the workspace run itself
This is where beginner turns into pro. Automations come in three shapes, and you generally set them up in the template so they apply to every space made from it.
Content visibility automation. Show or hide pages and blocks based on a variable – industry, use case, deal stage, company size. Set a "use case A vs. B" property once, and the right case study, milestone, or page appears automatically for each customer. It's no-code personalization at scale.
Workflows. These are your if-this-then-that recipes: a trigger, then one or more actions. Two favorites: when a form is submitted, fire a custom pop-up or unlock the next page; or chain several actions into a multi-step workflow that reveals a brand-new "thank you" page once a customer finishes all their milestones. You build them in the template's Automations tab on form and action-plan blocks.
Email notifications. The cure for chasing. Turn on reminders for task and form due dates, with multiple nudges if you want, and they send only to the relevant assignees and watchers – so even a complex project with many stakeholders doesn't overwhelm anyone. Read more on the thinking behind this in how to build a repeatable customer onboarding process, and see the feature set under Automations.
Integrations: CRM, Slack, Chrome, and AI (MCP)
Valuecase is meant to sit inside the stack you already use.
- CRM. With HubSpot or Salesforce, you create and find a space right inside a deal, and key properties sync back to your CRM.
- Chrome extension. Puts your spaces and that side panel on top of LinkedIn or your CRM, so activity and next steps follow you around.
- Slack and Teams. Real-time buyer-activity alerts land straight in your channel.
- MCP. The newest piece: the MCP connector plugs Valuecase into AI assistants like Claude or ChatGPT with read and write access, so you can act on your spaces in plain language and run agentic workflows. You can even create spaces from your AI tools. It's one of the few onboarding platforms with one. For the wider picture, see how to connect AI agents to customer onboarding with MCP.
Beyond these, a Zapier app and open API let you automate space creation, task completion, and more.
FAQ
How do I get started with Valuecase?
Build a template once (from an example or with AI), create a Space from it for your first customer, personalize it with the sidebar toggles, and share the link. From there, track engagement in the activity feed and layer on automations as you go. You can do the whole loop on a free trial – 14 days, no credit card.
What's the difference between a Space and a Template?
A Template is your reusable internal blueprint and holds no customer data. A Space is the live, customer-facing workspace created from a template, personalized per customer, and shared by link. You build templates to stay consistent and spin up spaces to stay personal.
Do my customers need a login?
No. Customers open a shared link with no account and no IT ticket. You decide who can open a Space and can password-protect it when the data warrants it.
Can I automate customer onboarding in Valuecase?
Yes. Use content visibility rules to tailor what each customer sees, workflows to trigger actions like unlocking a page when a form is submitted, and automated email reminders to chase due and overdue tasks for you. Set them in the template and they apply to every new space.
Can I chat with customers inside the Space?
Yes. Every Space has built-in chat and comments, so conversations happen in context. You can comment on a specific task or block, @mention teammates, and keep notes internal or share them with the customer. New comments can trigger email notifications, and a Slack or Teams integration routes messages and activity to your channel.
Does Valuecase connect to my CRM and AI tools?
Yes. There are native two-way integrations with HubSpot and Salesforce, a Chrome extension, Slack and Teams alerts, a Zapier app and API, and an MCP connector that links Valuecase to Claude, ChatGPT, and other AI assistants.
Ready to go from beginner to pro yourself? Start a free trial of Valuecase or book a demo.
