Open a portal for your client
Give a client their own access, choose section by section what they can see, then track, suspend or delete this access.
The video for this guide is coming soon.
The client portal is the access you give a client, owner or company, so that they can follow their properties without calling you. They only see their own properties, their schedule and their documents. Use this article to create an access, set what the client sees, and cut off an access. Allow 3 minutes for a first access.
To find out what the client reads there afterwards, see the client portal statement.
Create an access
Step by step
- 1
Open the Settings › Access menu, then the Client portals tab.
- 2
Click New client access. The window opens: the form on the left, the summary on the right.
- 3
In “Client”, choose “Existing client” then the client, or “New client” to create them here.
- 4
In “Invited contact”, enter the contact's “Email”, then their “Display name” if you wish.
- 5
In “Client's properties”, search for and add the properties to link to this client.
- 6
In “Open sections”, set each section: see the table further down.
- 7
Click Send invitation, or Create and invite for a new client. The “Access sent” screen appears with the invitation code.
Choose what the client sees
Each section has three levels: “Hidden”, “View” or “Edit”.
| Section | What the client finds there |
|---|---|
| Their properties | The list of their apartments and their main information |
| Their service schedule | The cleanings, inspections, maintenance visits and deliveries planned and done |
| Their reports and invoices | The month's activity reports and the amounts invoiced. Section always open |
| Photos and reports | The end-of-job photos and the cleaners' remarks |
| Assigned contractors | The name of the people assigned to each job |
| Full property sheet | The content of the sheet, except the boxes reserved for certain departments. In “Edit”, the client can fill in the text cells they can see |
| Bookings and calendar | The check-ins and check-outs of their properties |
| Shared documents | The contracts, quotes and files you pass on to them |
Edit an access
Step by step
- 1
In the list, find the client's row.
- 2
Click the “···” menu at the end of the row.
- 3
Click Edit. The “Edit client access” window opens.
- 4
Change the level of the sections.
- 5
Click Save. The message “Client access saved.” appears.
Resend, suspend or delete an access
Everything is done from the “···” menu of the row.
| Menu action | What it does |
|---|---|
| View their portal | Opens the portal as the client sees it |
| Documents | Adds or removes the files visible in the client's portal |
| Resend the invitation | Sends a new invitation. The previous link no longer works |
| Suspend | Cuts off the access, without deleting it |
| Reactivate | Reopens a suspended access |
| Delete | Deletes the access for good, after confirmation |
| State of the access | What it means |
|---|---|
| To invite | The access exists, the invitation has not gone out yet |
| Invitation sent | The contact has not activated their access yet |
| Active | The contact signs in to their portal |
| Suspended | The access is cut off |
Frequently asked questions
Can I invite several contacts for the same client?
Yes. Create a new access for this client with another email address: the client's record and their properties do not change.
Do I need a complete client record to create the access?
No. Only the client's name is required. What is missing is requested before the first invoice, with the “To complete” marker in Finance › Clients.
Does the client see other clients' properties?
No. They only see their own properties, their schedule and their documents.
Can I hide the reports and invoices?
No. The “Their reports and invoices” section is always open: the client sees their prices, their statement and their invoices.