Overview
The Portal settings in Company Settings allow you to customize how the Project Portal works for your customers. The Project Portal is a customer-facing webpage that gives clients real-time visibility into their projects, including status updates, events, files, quotes, billing, and the ability to submit referrals. This article explains the settings you will find under Company Settings that let you customize this feature, including how referrals are handled and how to create custom portal pages.
Purpose
Use Portal settings to:
Configure how customer referrals are processed and assigned
Control which stage new referral projects enter
Customize referral messaging and rewards
Create custom portal pages for additional customer information or data collection
Define lead sources for contacts submitted through referrals
What Is the Project Portal?
The Project Portal is a customer-facing webpage that gives your clients real-time visibility into their project. It includes:
Project Status: Displays the current stage of the project so customers can easily see where things stand in your workflow.
Events: Shows upcoming and past events related to the project, such as inspections, installations, or meetings.
Files: Provides access to documents shared with the customer, including photos, reports, contracts, or measurement files.
Quotes: Allows customers to view, review, approve, and sign quotes directly from the portal.
Billing: Displays invoices, payment statuses, and outstanding balances so customers can track and complete payments.
Refer Us: Lets customers submit referrals directly through the portal, automatically creating new leads for your team.
Custom Pages: Includes any additional pages your team creates using the Custom Portal Page Builder. These pages can be used to share information, collect data, guide customers through custom workflows such as inspections, forms, or post-job documentation or anything you want.
Your team can share this portal link with customers at any time. It updates automatically as the project progresses.
How to Access Portal Settings
Click the hamburger menu (☰) in the top-left corner of ProLine.
Select Company Settings.
A new window will open in your browser.
From the menu on the left, click the Portal tab.
Configuring the "Refer Us" Tab
The Refer Us tab is included automatically in every Project Portal and is used to collect referrals directly from your customers.
1. Referral Description / Reward
This section controls the messaging shown to customers on the Refer Us page.
Default Behavior: If you leave the field empty, ProLine displays a default message:
"We would love to provide the same amazing service to your friends and family. Please provide their info below."
Custom Message: Enter your own text to personalize rewards or incentives (gift cards, discounts, etc.).
Applies Globally: All project portals will use the same referral text.
2. Assign New Lead To
When a referral is submitted, ProLine can automatically determine who on your team should receive the lead.
Assignment Settings:
Referrer's Assignee: Assigns the lead to the main assignee of the referrer's project.
Referrer's Inside Sales: Routes the lead to the Inside Sales user tied to the project.
Other Team Member: Allows you to manually choose a specific user.
Choose the assignment method that fits your internal workflow.
3. Project Stage
Decide which stage new referral projects should enter, such as:
New Lead
Inspection Scheduled
Creating Quote
Quote Sent
Any custom stage in your pipelines
Placing referrals in the correct starting stage keeps your pipeline clean and consistent.
4. Contact Campaign / Workflows
You can optionally enroll referrals into a workflow.
Options include:
Speed to Lead Workflow: Ensures fast follow-up.
No Workflow: Manually handle outreach.
Use Stage Triggers: Let automated workflows handle referral nurturing.
5. Contact Lead Source (Referral Only)
Every contact submitted through the Project Portal referral form is assigned a lead source based on your configuration in Company Settings > Contacts > Lead Sources. You must select which lead source from your existing list will be applied to contacts who submit referrals through the portal. This lead source is applied at the contact level, not the project level.
To configure the lead source for referrals:
Go to Company Settings
Click Contacts in the left menu
Click Lead Sources
Choose which lead source should be assigned to referral contacts from your existing list.
Custom Portal Pages
In addition to the built-in Project Portal tabs, you can create custom pages to share any type of information or collect data from customers. These pages appear alongside the existing portal tabs.
How to Add a Custom Portal Page
Go to Company Settings > Portal.
Locate the "Custom Portal Pages" section and click + Add Portal Page.
A new blank page will be added to your portal list.
Change the default name to the Title you would like the page to hold as it will appear under that name once published.
Click the blue Edit Content button to open the drag-and-drop editor.
Please note: Once your page has been customized and completed, it needs to be toggled from "Currently Inactive" to "Currently Active" to be published in the Project Portal.
Building Your Custom Portal Page
The Custom Portal Page Builder lets you design any type of page using flexible content blocks. You can use this to create:
Welcome or introduction pages
Progress explanations
Insurance documentation pages
Warranty information
Before/after galleries
Forms or data collection pages
Customer instructions
Safety notices
Certificates of completion
Anything else your workflow requires
Page Builder Tools
Inside the editor, you'll see four main tabs:
1. Content
These are the building elements you drag into your page layout.
Available Content Elements:
Using the drag-and-drop editor, you can add:
Columns (control layout)
Buttons
Dividers
Headings
Text blocks (supports formatting)
Images
Videos
Social icons
Menu (a dynamic button that displays through a hamburger icon)
HTML blocks
Each block can be customized to match your brand and content style.
2. Blocks
In this section you can distribute your content by using grids to organize your page's layout.
3. Body
This controls the text styling for the entire page, including font, color, alignment, links and spacing.
Use Cases and References
Automate Referral Follow-Up. Configure the "Assign New Lead To" setting to route referrals to your inside sales team, set the project stage to "New Lead," and connect a Speed to Lead workflow to ensure immediate follow-up when referrals are submitted.
Create Custom Onboarding Pages. Use Custom Portal Pages to build a welcome page that introduces new customers to your process, explains what to expect at each stage, and provides contact information for questions.
Document Insurance Claims. Build a custom portal page that guides customers through uploading insurance documents, photos of damage, and claim information directly into the portal for your team to review.
Share Warranty Information. Create a custom page that displays warranty details, care instructions, and maintenance schedules so customers can reference this information anytime after project completion.
Collect Post-Job Feedback. Design a custom portal page with a feedback form or survey to gather customer satisfaction data and testimonials after job completion.
Guidelines and Best Practices
Promote the Project Portal so customers know where to check updates and submit referrals.
Test your settings by submitting a referral yourself.
Use Custom Portal Pages to streamline workflows like inspections, insurance documentation, onboarding, or customer education.
Use workflows or stage triggers to ensure timely follow-up on referrals.
Configure lead sources before enabling referrals. Make sure you have a dedicated lead source for referrals in Company Settings > Contacts > Lead Sources before customers start submitting referrals.
Keep custom portal pages simple and focused. Each custom page should serve one clear purpose to avoid overwhelming customers with too much information.
Update custom pages as your process evolves. If your workflow changes, review and update custom portal pages to keep information accurate and relevant.
Summary
The Portal settings in Company Settings allow you to customize the customer-facing Project Portal. You can configure how referrals are processed, including assignment rules, project stages, workflows, and lead sources. You can also create custom portal pages using a drag-and-drop builder to share information or collect data from customers. The Project Portal automatically updates as projects progress and provides customers with real-time visibility into status, events, files, quotes, billing, and referrals.
Need Help?
If you encounter difficulties or have further questions, contact our support team at support@proline.app or through the chat in the lower corner of your screen. We're here to help you with any issues or concerns.
See the step-by-step guide here.