How does the customer sign in to the portal?

You invite them from the customer's detail page. They receive an email with instructions to set a password and then sign in with their credentials. You can resend the invitation whenever you need.

Does the customer see the company's internal documents?

No. They see only the documents with customer visibility that are linked to them. Intervention service reports appear when the company has chosen to email them to the customer.

Can the customer pay invoices from the portal?

No. In the portal invoices are for consultation only: the customer sees the number, due date, total and balance with the payment status, and can download the PDF.

What can the customer do with a quote?

They can open it, download the PDF and, as long as it has been sent and has not expired, accept or reject it. If it has expired, the portal tells them to contact you for a new quote.

How do I notice a report?

Administrators get an in-app notification. The report appears on the Customer issues page, where you can convert it into an intervention with an optional date: the customer sees its status and when the intervention is completed.

Customer portal

A private area where customers follow their orders and interventions

Each customer signs in with their own credentials, sees their assets, orders and upcoming interventions, reports a problem with photos and downloads the documents you share.

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Example screen with made-up data

How it works

From invitation to a handled report

What you do and what the customer does, in four steps.

Invite the customer
From the customer's detail page choose "Invite to portal". The customer receives an email with instructions to set a password and sign in.
The customer enters their area
In the overview they find the number of assets, orders and interventions, the next scheduled intervention and the open reports.
They report a problem
They describe what happened, can pick the asset or order concerned and attach photos. They get the report's code.
You take it on
Administrators get an in-app notification. From the Customer issues page you convert it into an intervention, with an optional date. The customer sees its status.

What's included

What the customer can look up and do

Each customer sees only their own data.

Overview

Assets, orders and interventions in numbers, the next scheduled intervention and the reports still open.

Assets, orders and interventions

The assets assigned to the customer, with serial number, category and status. The orders open in their name, with the linked interventions and the assets involved.

Reports with photos

The customer describes the problem, picks the asset or order and attaches photos. Then follows the status through to the completed intervention.

Documents and service reports

The customer downloads the documents you made visible to them. Service reports appear when the company emails them to the customer.

Quotes and invoices

The customer downloads the PDF of their quotes and accepts or rejects them. They look up issued invoices with payment status and the PDF.

Notifications and preferences

Updates arrive in the portal's notification area. The customer chooses whether to receive them by email too.

Good to know

Inviting a customer needs the "Manage tenant users" permission and a valid email address on the customer record.
The portal is a plan feature, included in the sized plans. Quotes and invoices show up if the company has the matching modules active: otherwise the customer sees "Module not activated".
Documents are not public: the customer sees only those with customer visibility. The service report becomes visible when the company has chosen to email it.
The customer sees type, status and dates of the interventions on their orders, not the operator's notes. Interventions without an order do not appear.
There is no online payment in the portal: invoices are for consultation.
With the white label option the portal shows the company's logo and color.

FAQ

Customer portal: your questions answered

What people who want to give customers an area of their own ask.

Learn more

Where it is used and what surrounds it

The portal shows what you manage with the other parts of Toitrack. The connected functions.

For your kind of business

The other features

Want to give your customers an area of their own?

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