Step by step
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Invite a contact
Open the customer and go to the Portal tab. Choose a contact with an email address and invite them. They receive an email, choose a password and set up two-factor authentication with an app on their phone. The invitation is valid for a week.
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Choose what they see
Per contact you choose all locations of the customer or only selected locations, and whether invoices are visible. Cost prices, internal notes and technician details are never in the portal.
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Share documents
Set a document at a location, asset or work order to visible in the portal. Released work reports, reports and certificates appear by themselves, always in the latest released version.
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What the customer sees
The next visit, the maintenance per asset with the last and next date, their work orders with the work report as a PDF, their quotes and, if you turn it on, their invoices with what is open. When they scan the QR label on an asset while logged in, that asset opens in the portal.
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Let the customer check things
Under Relations > Customer tasks you set up checks the customer does themselves, such as flushing a tap point every month. They tick them off in the portal. If they choose Not OK, you get a notification.
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Revoke access
With revoke access the contact can no longer log in straight away, not even in a session that is already open. Inviting, changing rights, revoking and every login are in the audit log.
Good to know
- With your own domain, such as portal.yourcompany.com, your customers see the portal and the online quotes and invoices at your own address. You set this up under Settings > Branding.
- The customer views a quote in the portal. They accept or reject it with the link in the email.
- You see the Portal tab with the permission to view the customer portal. Inviting and revoking requires the permission to manage it.