If you are using SmartDocs, you have an option to auto activate the client portal. You also have the option to manually activate the client portal.
When the client portal is deactivated, you will see a red cloud beside the contacts name.
To activate the portal, just click on the red cloud and click proceed as per the video below. Your client will get a system email inviting them to log in and view the details of their booking. It is a good idea to send an email to your client at the same time telling them that you are activating the client portal so they expect the login email. When you activate the client portal, the cloud turns green!
If you do not want your client to be able to upload files in the client portal, you should click on the paper clip and the attachments section will not be visible in the client portal.
Watch the video below to see the process.
This guide explains how to enable and configure the client portal for your customers. You will learn how to manage access settings and invite clients to their personal dashboard.
How do I access the client portal settings?
To get started with the client portal, you need to head over to your main system settings. Navigate to the settings menu and look for the client portal tab. This is where you'll find all the global controls to turn the feature on or off for your entire account.
💡 Action Steps
Click on the Settings menu
Select the Client Portal tab
How do I enable the portal for my account?
Once you are in the portal settings, you will see a toggle switch to enable the client portal. Flip this switch to 'On' to activate the platform. This makes the portal infrastructure live, so you can start inviting your customers to view their documents and details.
💡 Action Steps
Locate the Enable Portal toggle
Switch the toggle to the On position
How do I customize the portal URL?
You have the option to set a custom subdomain for your portal so it looks professional for your clients. In the URL field, type in your preferred name, such as your company name. This creates a unique link that you'll share with your clients for them to log in.
💡 Action Steps
Go to the Portal URL field
Enter your unique subdomain name
Save the changes to update the link
What permissions can I set for my clients?
In the permissions section, you can decide exactly what your clients are allowed to see and do. You can check the boxes for viewing invoices, making payments, or updating their own contact information. Make sure you review these carefully so your clients have the right level of access.
💡 Action Steps
Navigate to the Permissions area
Check or uncheck access boxes for Invoices, Payments, and Profiles
How do I invite a single client to the portal?
If you want to invite an individual user, go to the Contacts module and select the specific person you want to grant access to. On their profile page, you'll see a button that says 'Invite to Portal.' Clicking this will send them an automated email with their login instructions.
💡 Action Steps
Open the Contacts module
Select a specific client profile
Click the Invite to Portal button
How do I send bulk invitations to my customers?
To invite multiple clients at once, stay in the contacts list and use the selection boxes to highlight everyone you want to join. Then, go to the bulk actions menu and select 'Send Portal Invite.' This is the fastest way to get all your customers boarded onto the system at the same time.
💡 Action Steps
Select multiple contacts using the checkboxes
Open the Bulk Actions dropdown menu
Click Send Portal Invite
What does the client see in the invitation email?
When the invitation is sent, your client receives a branded email containing your logo and a secure link. They will be prompted to click the link, set up their password, and log in for the first time. Once they've completed these steps, they'll have full access to the dashboard based on the permissions you set earlier.
💡 Action Steps
Advise clients to check their email for the invitation
The client must click the secure link to set their password
How do I manage active portal users?
You can keep track of who is using the portal by going back to the client portal settings and viewing the user list. This list shows you who has accepted their invitation and when they last logged in. If you ever need to revoke access, you can do that right here by clicking 'Disable Access' next to their name.
💡 Action Steps
View the Portal User list in settings
Check the 'Last Login' column for activity
Click Disable Access if you need to remove a user