Client portal

A client is the person whose equipment you service — a homeowner, a facilities manager, a plant supervisor. Give them a client account and they get a read-only portal showing service records for the assets you assign them, and nothing else in your account.

Setting a client up

1
Invite them
From Staff, invite by email with the role Client. Clients must be invited by email — the QR link method creates workers only.
2
Assign what they can see
On their profile, under Portal access, assign whole properties (the client sees every asset in them) or search for individual assets to add on top. Assets already covered by an assigned property are locked, so you cannot double-assign by accident.
3
Save access
Nothing is visible to them until you save. A client with no assignments signs in to an empty portal.

What the client sees

For each asset assigned to them:

Service status — last serviced, next due, whether it is overdue.
Service history — the 25 most recent visits, each with who performed it, the notes, and the photos.
Equipment details — brand, model, serial, purchase and install dates, warranty expiry, asset code.
Care instructions, reference photos, videos, and manuals.
Your service provider contact for that asset.

Anything a worker flagged is surfaced at the top with a note that their manager has been notified — and the client is emailed automatically when that log is submitted, so they hear it from you rather than on their next visit.

Work proposals

When a job needs the client’s go-ahead — the pool heater is failing, here is what replacing it involves — you can send them a proposal from their staff profile: a title, the details, and an optional estimated cost. It appears under Work proposals in their portal and is emailed to them.

Proposals are read-only for the client today. There is no accept or decline button — the portal tells them to reply to you directly, and you see the date they first opened it. Treat it as a written record that the conversation happened, not as an approval workflow.

The cost is labelled an estimate, not an invoice, everywhere the client sees it. Billing does not flow from a proposal.

What they cannot do

Every service record in the portal is read-only, proposals included. A client cannot create, edit, archive, or submit anything about your assets or logs, and cannot see your other clients, your other properties, your staff list, or your settings. If a client scans a QR sticker on their own equipment, they land on their read-only view of that asset rather than the worker service form.

Blocking and restoring

Block accesscuts the client off on their next request and keeps every record intact. They see a short “access paused” message telling them to contact their manager. Restore it whenever you like.

Their profile also shows Client activity — which service logs and photos they have opened. Handy when a client says they never saw a report.

When to use it

The portal replaces the monthly “here is what we did” email thread. It works best when you tell the client up front what they will find there, and when your forms ask for the photo that answers their usual question before they ask it.