Client portal settings

Settings → Customer portal, card by card, and the queue of customers who registered themselves.

Settings → Customer portal decides how your customers get into the portal and what they find there. It is one page of cards, and each card is saved on its own with its own Save button: saving one card leaves the others as they were. Open the portal sign-in page, at the top, opens it in a new tab. Opening the page needs permission to view settings; saving a card needs permission to edit them.

This page is the reference for the screen. What the customer then sees is described under The customer portal, Getting into the portal, Projects in the portal and Talking to customers.

Access

While registrations are waiting for approval, a banner above the card says how many, with Open the queue. How registration looks from the customer's side is under Getting into the portal.

Sign-up form

The first and last name, email address and password are always asked for. For each of Company name, Phone, Website, VAT number, Address, City, State / region, Postcode and Country, choose Not asked, Asked or Required. Without a company name the customer is created as a person, under their own name.

Customer and contact custom fields marked visible to the client are added to the form, and are required when the field is. The card lists the ones that are, or says none are, with a link to Custom fields. Whether the terms must be accepted is set under Privacy / GDPR.

My account

Contacts reach My account from their name at the top of the portal. My details (name and phone) is always there; tick which other tabs are. All four are on as shipped.

Projects

• What customers may see and do — the default switches for every project, grouped under Project, Tasks, Files, Feedback and Projects. A switch that depends on another says so (Needs: ...). A project can have its own switches instead.
• Project tabs — the tabs on a project in the portal, in order. Move one with the up and down arrows; untick Show to hide it. A tab also needs its switch to be on, and one with nothing to show is left out.
• Customer feedback — Let customers rate a project (1 to 5 stars) and leave a comment, and Only once the project is finished. Both off as shipped.

Press Save project settings. Every switch is explained under Projects in the portal.

Overview page

The first page a customer sees after signing in. Each panel is listed with what it shows; drag one by its handle or use the up and down arrows to reorder, and untick Show to leave it out. A panel whose module is switched off says Module off. Each panel only ever shows the customer's own records.

• Welcome message — formatted text for the Welcome message panel: opening hours, how to reach you. Left empty, the panel is left out.
• Let customers arrange their own overview — on as shipped. Adds a Customise button to the overview, where each contact can reorder the panels and switch off the ones they do not need, for themselves only. A panel switched off here never shows, whatever they choose.
• Reset to default — after you confirm, puts the panels back in their original order, all showing. The welcome message is kept.

Press Save. The portal's menu is set under Settings → Menu. Both are described under The customer portal.

Tickets

Statuses a customer may set: each ticked status becomes a button on the ticket in the portal. A closing status is offered while the ticket is open; an open status is offered as Reopen once it is closed. Each status says whether it closes or reopens the ticket. Tick nothing to show no buttons (as shipped). See Talking to customers.

Messages

While the Messages module is switched off under Modules, the card says so and the portal has no Messages page whatever is chosen here.

Estimate requests

While the Estimates module is switched off, estimate requests are switched off with it.

AI assistant

Every question a customer asks is spent from this workspace's AI allowance, which is why it starts off. It also needs the workspace's AI to be on (Settings → AI assistance, or on a hosted platform, the platform switching it on for you); until then the card says so and the button does not appear. Each customer can ask at most 20 questions a minute.

Portal registrations

Customers → Registrations (the button is on the customer list while self-registration is on or anything is waiting, with a count of those waiting), or Open the queue on the settings page. It lists every registration: the customer it created, the contact, when they registered and when they confirmed their email, and the status. Filter by Waiting for approval, Email not confirmed, Approved, Declined or All. Settings opens Settings → Customer portal. The queue needs permission to create customers.

When a registration looks like a customer you already have — the same company name, or a contact there with the same email domain — it is marked Looks like with a link to that customer. A registration never joins an existing company: approve or decline it, then merge the details by hand.

The registration stays on the list as the record of who asked and what was decided. A registration that has been answered cannot be answered again.

Addresses on this page

For reference and for anyone scripting against the panel. Everything here needs somebody signed in to the workspace whose role allows it; anybody else is refused.