Inviting a client to the portal

Does your client want to view protocols from completed work or need access to safety data sheets (SDS)? Create client portal access directly from the client’s card in the app.

What the client will see in the portal

After logging in, the client has access to:

• Overview (Dashboard) - quick actions and cards for assigned companies with protocol counts
• Protocols - all protocols completed at their sites, with PDF download
• Documents - safety data sheets (SDS), certificates, and other documents marked as visible in the portal
• My data - company details, contacts, and a list of sites with a link to each site detail
• Site detail - protocols and documents for a specific site, contact details, opening hours, and map link

The client sees only data for their own companies and sites. They do not have access to other clients’ data or to internal app functions. If the client has restricted access to specific sites (see Site-based access), they will see only those sites and their data.

Note: For details about what the client sees in the portal, see the client portal overview, documents, and My data section.

Who can invite clients

Inviting a client requires permission set by the administrator. If you do not see the Invite button, contact the administrator.

How to invite a client

Step 1: Open the client detail

Go to the client detail for the client you want to give access to.

Step 2: Find the “Portal access” card

The client detail page includes a Portal access card. It shows the current status:

• If the client does not have access yet - you will see “Client does not have portal access” and the Invite button
• If the client already has an account - you will see a list of assigned users with their email, name, and last login date

Portal access cardDesktop

Step 3: Click “Invite”

A dialog opens where you choose the email address.

Step 4: Choose the email

Invitation dialogDesktop

You have three options:

Tip: If the client’s contact person prefers a different email than the one in the client card, choose Another email and enter the required address.

Step 5: Send the invitation

Click Send invitation. The app will:

1. Create an account for the client, if it does not already exist
2. Send an email with a link for setting the password

After the invitation is sent, the client has access to all sites of that company. If you need to restrict access to selected sites only, see the Site-based access section below.

Alternative: Create access through user management

If you need to set during creation which sites the client can access, use the Users page instead of the Invite button:

1. Go to Users in the app menu
2. Click Add portal user
3. Fill in first name, last name, and email
4. In Assigned clients, select companies
5. In Site access (optional), select specific sites
6. Save

This method lets you set granular site access at account creation, so you do not need to adjust it later.

Which method to use:

• Invite (from client detail) — quick invitation with access to all sites of the company
• Users (user management) — when you need to restrict access to specific sites immediately or assign multiple companies at once

What the client receives

The client receives an email with the subject “Invitation to the client portal” containing:

• Welcome text with your company name
• Activate account button - link for setting the password

After clicking the link, the client sets a password and can log in to the portal.

Note: The activation link is time-limited. If the client misses it, you can send a new one through user management (password reset).

What the client sees after logging in

Overview (Dashboard)

On the first screen, the client sees:

• Quick actions - four cards: All protocols, Documents (with count), My data, My companies
• Company cards - for each assigned company: name, company ID, protocol count, last protocol date, and the “All protocols” button

If the client has only one assigned company, one card is shown. If they have multiple companies, one card is shown for each.

My data

In the My data section, the client sees:

• Company data - name, company ID, tax ID, VAT ID, contact person
• Contact details - email, phone, protocol email (with the option to edit emails)
• Site list - clickable site cards with address, contact person, and phone
• Recent protocols - the last 5 protocols with a link to the full list

If the client has multiple assigned companies, a company selector dropdown appears in the header.

Site detail

Clicking a site in the My data section opens the site detail, where the client sees:

• Statistics - number of protocols and documents for that site
• Site information - address with map link, contact person, phone, email, opening hours, note
• Site documents - SDS, certificates, maps, and other documents assigned to that site, only if marked as visible in the portal
• Site protocols - list of protocols completed at that specific address

This split is useful especially for clients with multiple sites. Each contact person can view protocols and documents only for their own site.

Documents

On the Documents page, the client sees a clear table of all available documents (SDS and others) grouped by material. The table can be filtered by material name or document type. Clicking the eye icon opens the document preview.

Site-based access

Standard access (all sites)

When you invite a client with the Invite button in client detail, they get access to all sites of that company. In the portal they will see:

• All client sites (addresses)
• Protocols from all sites
• Documents assigned to all sites

This is suitable for company owners or people responsible for the whole company.

Restricting access by site

If the client has multiple sites and a contact person should see only data for their own site, you can restrict access.

Set the restriction through user management:

1. Go to Users
2. Find the portal user and click the edit icon (pencil)
3. In Site access (marked as “optional”), select specific sites:
   • Click the “Add site…” field and choose the required site
   • Selected sites appear as chips that you can remove individually
   • If you leave the field empty, the user has access to all sites of the assigned companies
4. Save changes

What the restriction affects:

A user with restricted access will see only:

• Sites — only selected sites are shown in My data
• Protocols — only protocols completed at selected sites
• Site documents — in site detail, only documents assigned to selected sites

Example: Company “ABC s.r.o.” has 5 sites. The Košice site manager needs to see only protocols and documents for Košice. Create an account and assign only the “Košice” site in user management. In the portal, they will see only the detail, protocols, and documents for the Košice site.

Tip: If you later need to change the access scope (add or remove sites), do it the same way by editing the user in user management. To restore access to all sites, simply remove all selected sites.

Note: The main Documents page shows SDS based on materials used in protocols from the last 24 months. Documents for a specific site are handled in the site detail.

Managing access

Adding another user

One client can have up to 5 portal users. If the client already has at least one account, the button changes to Add, and you see the current count in parentheses, for example “2/5”.

This is useful when:

• Multiple people from the same company need access
• Each site has a different contact person - create a separate account for each and restrict access to the relevant site

Disconnecting a user

If the client should no longer have access:

1. In the Portal access card, find the user
2. Click the disconnect button (chain icon)
3. Confirm in the dialog

The user loses access to this client’s data. If they are not assigned to any other clients, their account is deleted automatically.

Note: Disconnecting requires permission to manage clients. If you do not see the icon, contact the administrator.

One user, multiple companies

If your client owns multiple companies, one portal account can be assigned to multiple client records. After logging in, the user will see cards for all assigned companies in the portal.

You can assign additional clients through user management.

Troubleshooting

The client did not receive the email

• Ask the client to check the spam / junk folder
• Verify that the email address is correct
• Try sending the invitation again

The client forgot the password

In user management, find the client’s user and click the key icon (password reset). A new link is sent to their email.

The client cannot see a company

The client sees only companies they are assigned to. If a company is missing, open that company’s detail and invite them, or assign the company through user management.

The client cannot see a site

If the user has restricted access to specific sites, other sites are not shown. Check and update the assigned site list in user management by editing the user.

The client cannot see documents

In the portal, the client sees only documents that are marked as visible in the portal. If the client does not see an expected document:

• Check that Visible in portal is enabled on the document when uploading or editing it
• Verify that the document is assigned to the correct site, or set to “all sites” of the client
• SDS documents appear on the Documents page automatically if the materials were used in protocols from the last 24 months

Tips

Tip: Send the invitation only after at least one protocol exists for the client. A portal with data is more useful than an empty portal.

Tip: For larger companies with multiple sites, consider whether one person should have access to all sites or whether each site’s contact person should have a separate restricted account.

Tip: After sending the invitation, you can call the client and ask them to check their email. This helps prevent the invitation from being missed in spam.