Give a customer portal access
For the office team
Do this for each person at a customer who should use the portal. You need the customers.portal permission; service desk and operations managers have it by default.
- Open the customer and select the Contacts tab. The Portal column shows each contact’s access: Not invited, Invited, Active or Revoked.
- On the contact’s row, open the menu and select Portal access.
- Under Sites, choose All sites or Selected sites and tick the ones they look after.
- Under What they can do, tick what applies:
- Raise requests
- Accept and decline quotes, with an optional Approval limit (£, inc VAT). Leave it blank for no limit.
- See invoices
- See documents and equipment
- Portal administrator: they can invite and manage colleagues, but never give anyone more than they have.
- Select Invite to portal.
The contact gets an email with a link to choose a password. The link works for 7 days. The contact needs an email address; add one to the contact first if it’s missing.
Change or remove access
Section titled “Change or remove access”- To change what someone can do, open Portal access, make the change and select Save changes.
- If the invite hasn’t arrived, select Resend invite.
- To send the invite yourself, for example by text or your own email, select Copy invite link. The link is copied and shown under Invite link. It works once and expires in 7 days, and making a new link stops the old one working. The contact still chooses their own password.
- To take access away, select Revoke access. They’re signed out straight away. You can invite them again later. If their email address has changed, the new invite goes to the address on the contact now, and the old address can no longer sign in.