Portal Contacts: Job Title, Abilities and Locations
Give each portal contact a job title, choose what they can do, and limit them to the locations they are responsible for
Larger clients have a responsible person per location: a site manager who records the weekly fire alarm test and the monthly emergency lighting test, and should not see the client's invoices. Each portal contact now carries a job title, a list of abilities and the locations it covers.
Nothing changes for existing contacts
Every contact that had portal access before this feature keeps full access to every location. You only need to visit a contact when you want to narrow what they can see or do.
Adding a Location Responsible
- 1 Open the client and go to the Portal tab
- 2 Click Add Contact and enter the name, job title, email and phone
- 3 Under What they can do, click the Location responsible preset (logbook tests and switches), or tick the abilities by hand
- 4 Under Locations, choose Selected locations and tick the projects this person is responsible for
- 5 Save, then click Send Invite to email the invitation. The email lists the locations the person has access to
The Abilities
- Record logbook tests — record routine tests, add logbook entries, download the logbook PDF; these contacts also receive the test reminder emails for their locations
- Control switches — switch relays on and off on their locations
- View invoices and payments — invoices, payment history and online payment
- View estimates — read estimates and download the PDF
- Accept or reject estimates — respond to an estimate on behalf of the client
The presets Location responsible, Finance and Full access tick the boxes for you; you can still change any box afterwards.
Locations
A contact with All locations sees every project of the client, including invoices and estimates that are not attached to a project. A contact with Selected locations sees only those projects and only the documents attached to them.
From a project's Logbook tab, the Portal access button shows which contacts can open that location and lets you tick or untick the ones limited to selected locations.
Changing a Contact's Email
The portal login is tied to the email address. When you change a contact's email, send a new invitation: the old address can no longer sign in for this client, and the new one needs to set a password.