Give a Customer Access to the Portal

The customer portal lets a customer's own people see their sites, jobs, quotes and invoices, pay, and ask for service, without calling the office. Everyone who signs in to it is an authorised contact of that customer, with a role, the sites they can see and a set of permissions.

Add a Contact

An admin at your business sets up a customer's people from the customer's own page:

1. Open the customer and go to the Portal Access tab.
2. Choose Add Contact, or Add Their First Contact for a customer with none yet.
3. Enter the person's Full Name and Email.
4. Choose a Role. Each role starts with its own permissions, which can then be ticked on or off one by one. A customer's first contact starts as Portal Administrator, so they can add the rest of their people themselves.
5. Set Site Access to All Sites, Selected Sites Only, or By Division, which matches the Area recorded on each site.
6. Leave Send Their Invite Now ticked and choose Save and Send Invite.

The contact is saved first and the invite sent after, so their login opens that customer's portal. They get an email with a link to set a password.

A customer's Portal Administrator can also add and edit their own people from Contacts in the portal, but can't give anyone a permission, or a site, they don't have themselves.

Who Has Signed In

Beside each contact, Portal Access shows where they stand:

• No Login Yet: choose Send an Invite.
• Invite Not Accepted: they haven't set a password yet. Send Again emails a new link.
• Signed In: they're using the portal. If they forget their password, the sign-in page's Forgot Password? emails them a link.
• Access Off: the portal shows them nothing until it's switched back on.

To stop someone's access, choose Edit beside them and switch off Access Active. It takes effect straight away: they can still sign in, but the portal shows them nothing. To delete their login altogether, open More on their row under People and Invites and choose Remove Login. Under Logins Without a Contact are logins linked to the customer that aren't one of its contacts, so the portal shows them nothing. Add as Contact fixes that.

Preview Their Portal shows you the portal as the customer's portal administrator sees it.

The Roles

• Portal Administrator: every permission, including managing contacts.
• Approver: accepts and declines quotes, supplies purchase orders, and sees and pays invoices.
• Site Manager: day-to-day access to their sites, service requests and purchase orders, without approving quotes or seeing invoices.
• Viewer: read-only access to sites, assets, jobs, maintenance, reports and documents.