Important: in order to grant access to the Client Portal please ensure you have completed the setup and personalisation of your Client Portal first prior to setting up Portal Members. For more information on setting up your Client Portal Click Here.


Client Portal access is only given to a client when you create Portal Member logins for them, so you are in complete control over who gets to access your Client Portal.

There is no limit to the number of Client Portal Members you can set up for a specific client, and each login is permission controlled giving you the option to limit the visibility of some of the data if required.

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Create A Portal Member Login For Your Client

Please Note: A Client Portal Member will only see information that is related to the Client for which their login has been specifically created.

To create a Portal Member login for your client navigate to Clients & Suppliers > Clients > Press the View button beside the Client in question. From here, click on the Client Portal tab at the far right of the screen where you will be able to create a Client Portal Member for this specific Client or view a list of existing Portal Members.

When you click on the Create Portal Members button you will be prompted to enter the following details:

  • First Name – The first name of your client's team member who will be using the login.

  • Surname – The Surname of your client's team member who will be using the login.

  • Portal Member Login Email – The email address that they will use to log in to the Client Portal to view information specific to them. Please note: This must be an active email address as an email invitation will be sent to this address with login details.

  • Job Title – Job title of your client's team member who will be using the login.


Portal Member Access Permissions

This is where you can choose the level of access you wish to permit for this Portal Member. To grant the relevant access, simply tick the corresponding permission option:

View Asset Services – This shows the client a dashboard displaying all their assets and upcoming asset services due.

View Completed Jobs – This shows the client a dashboard displaying all the jobs you have completed for them. The client can also access and download the Workflow Forms, Quotes, Invoices and Asset Service Records associated with these jobs.


View & Accept Quotes – This shows the client a dashboard of their Pending Approval, Declined & Accepted Quotes as displayed on Klipboard. It also allows the client the option to accept or decline quotes you have sent them, by pressing the Actions button and selecting the required option.


View Invoices – This shows the client a dashboard displaying Invoices in Payment Due, Overdue & Paid status submitted by you to them. The client can download PDF copies of any of the invoices displayed on this grid by clicking on the View PDF button associated with the invoice in question.


Create Work Requests – This will grant the Portal Member permission to raise Work Requests on behalf of your client. For more information on Work Requests please click Here

If you allow the Portal Member permission to Create Work Requests, they will be prompted to provide the following information:

  • Subject – Brief description of the work requested.

  • Select Location – The location where the work is due to be carried out. It will only allow them to select locations (sites) that you have set up for them as a client.

  • Notes – Any other details necessary to the work request. There is a 4000 character limit which is approximately an A4 page of notes.

  • Date & Time Request – The client's preferred date and time for the work to take place. It is detailed to the Portal Member that their selection is not definitive and will only be confirmed once a job is scheduled.


View Documents – You can upload PDF documents and then associate them with a specific client and grant the client access to the document in question on the Client Portal.

As you can see below, when a Document is added to a client, you have the option to make the Document visible to your client on the Client Portal when it is uploaded. The option for your client to see this in the Client Portal is only available if this toggle is set to Yes.

Even if Documents are set to be visible in the Client Portal you can still restrict the visibility of these Documents to the Client Portal Member in question. This can be done by clicking on the spanner icon and selecting/deselecting the available documents from the popup menu.

View Status of Jobs – Permission can be granted to your Client Portal member to view and export a list of all Assigned, Unassigned, in Progress & pending Jobs associated with the client in question. Clients can only download the Workflow Forms, Quotes, Invoices and Asset Service Records associated with these jobs when they are in Completed Status.


Portal Member Email Notifications

You can choose the email notifications you wish for this Portal Member to receive and therefore alert them to view the Client Portal. To set up the email notifications for this Member simply tick the corresponding option:

  • Quotes – The Portal Member will receive email notifications regarding new Quotes requiring approval.

  • Invoices – The Portal Member will receive email notifications regarding new Invoices that are due for payment.

  • Jobs – The Portal Member will receive email notifications regarding newly completed jobs.

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