Step 5. Set up Client Portal - Team Logic Help System

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Step 5. Set up Client Portal

I need to do this if.....

  • I want clients to be able to log in and view certain news, files, links and events. You can either allow anyone to sign up or restrict who can log in.
  • I am using Team-Logic CRM and want clients to log in to view their projects and tickets. They will also be able to upload files and add notes.

Table of Contents

What is the Client Portal?

The client portal allows your clients to log in and see certain information. It can have 4 basic functions:

  • Allow clients to view pages, news, files, events and links specific to the portal
    Anyone with permission can log into the CMS-Logic dashboard can add content that clients can then view in the portal.
      Portal CMS Options
  • With Team-Logic CRM, you can allow clients to submit, view and update work tickets
    • Clients can submit work tickets
    • Clients can view the status of current work tickets and upload files or add notes. The staff member assigned to the work ticket will get an email notification.
  • With Team-Logic CRM, you can allow clients to view and update projects they are associated with
    • You can restrict what the client can see or add when associating the client with the project
    • Clients can add notes and upload files, the staff assigned to the project will get an email notification
  • (This is rare) You can allow clients to view your list of clients and organizations, this is turned off by default.

Setting Up the Portal

To set up the client portal click on "Client Portal Settings" within the "Admin"

Note: You MUST activate the portal before it can be used. See the "Portal is Active?" checkbox below.

Customizing your Portal

You will have several options that are outlined below:

  • General Settings
    • Portal is Active?
      Unchecking this will disable the portal completely
    • Allow Client Signup? 
      If checked, clients can add themselves by clicking the "Sign Up" link on the login page. Uncheck this if you want to restrict who can log in to the portal
    • Signup Notification Email:
      If clients can sign up, you can input a list of emails to notify your staff via email of the signup.
    • Custom Portal Name:
      You may create a custom name for the portal, this will appear as the title of the login screen
  • Content Management
    • Display Portal News?
      Clients will be able to view portal news, managed by CMS-Logic
    • Display Portal Files?
      Clients will be able to view portal files, managed by CMS-Logic
    • Display Portal Links?
      Clients will be able to view portal links, managed by CMS-Logic
    • Display Portal Events?
      Clients will be able to view portal events, managed by CMS-Logic
    • Display Portal Client List?
      Clients will be able to view information on EVERY client entered in your application. This setting will generally NOT be enabled.
    • Display Portal Organization List?
      Clients will be able to view information on EVERY organization entered in your application. This setting will generally NOT be enabled.
  • Project Settings
    • View Project Notes?
      If unchecked, clients cannot view project notes no matter the project level security
    • View Project Files?
      If unchecked, clients cannot view project notes no matter the project level security
    • View Project Organization?
      If unchecked, clients cannot view the project organization no matter the project level security
    • View Project Clients?
      If unchecked, clients cannot view project clients no matter the project level security
    • View Project Tasks?
      If unchecked, clients cannot view project tasks no matter the project level security
    • View Project Time?
      If unchecked, clients cannot view project time no matter the project level security

 

Where is the portal? (Portal URL)

The link for the portal will be shown at the top of the portal settings. This link can be added to a website or distributed to clients in another manner.

Link to the portal

You can also send the login information to existing clients automatically. From the "Clients" tab click on the client you would like to notify. In the details header click the "Send Login" button. This will email the client a link to the portal, their username (email), and their password. Note this process will reset the client's existing password for security purposes.

Send Login

 

Team-Logic CRM Considerations


The portal can be a powerful tool to manage your client relationship. If you will be using the portal to allow clients to submit work tickets, there is one more step. 

  1. Click on "Admin" and "Ticket Admin" under the "Project Management" section.
  2. You will see the following options
     Ticket Portal Options
  3. "Submission Notification Email" will send an email notification to input recipients whenever a client inputs a work ticket.
  4. The "Add Ticket" text is optional, but will help explain what your ticketing system is used for. For example, if you are a web design company, you may want to explain why a client would submit a ticket and any possible billing that may be incurred. Make sure to click the "Active" checkbox if you intend to use the add ticket text.

Try it out!

The BEST way to really get a grasp on what the client portal does is to create a client and log in. Once you are comfortable with the system you can try this:

  1. Without Team-Logic CRM: Create a client with an email/password you can remember
    With Team-Logic CRM: Create a project, add a client to the project with an email/password you can remember
  2. Browse to the portal URL we explained above
  3. Log in with that client's username and password
  4. You are now seeing what a client sees, if you have CRM, feel free to submit a work ticket yourself!