The Customer Portal allows you to provide your customers with the ability to create new Jobs or view the existing Jobs or Quotes. Contacts are granted access under the Customer and can see either all the Customer’s Jobs or alternatively only those Jobs wherein they are the main Contact.
You can configure notifications on the creation of new jobs based on Job Type.
Tip: Don’t forget to upload your branding image under Administration → Company Details as this will be used in the Customer Portal pages and the special branded login page.
Customer Portal Settings
All general/high-level settings for the Customer Portal are available under Administration → Customer Portal.
Key Settings
Contact Notifications – You can specify one or more email addresses for who should be notified as Contacts are sent invites to login via the Customer Portal.
Visibility Settings – Control if the Jobs are restricted based on age of Job. You can also hide Tasks and the Admin details on the Customer (which includes invoicing preferences for example)
Job Notifications – Specify who should be notified based on the Job Type or set an overall notification list.
Inviting Contacts
Invitations, permissions and passwords for the Customer Portal are set at the Contact level.
To grant a Contact access to the Customer Portal:
1. Open the Customer Details and browse to the Contacts
2. Open an existing Contact or create a new Contact.
1. Enter the Contact Name
2. Specify an Email Address – this will be used as the login for the Contact
3. Select the Permissions for the Contact – you can specify if the Contact can create or view Quotes or Jobs.
4. Enter a Password for the Contact.
Note: the password must meet the standard complexity requirements in Ascora.
5. Select whether the Contact will receive an email with their Customer Portal Login Details.
Note: If this is unticked you will need to provide them with their login details and Portal link.
6. Save the Contact.
Accessing the Customer Portal
Once the Contact has been saved, if specified, they will be sent an invitation with a link to log directly into the Customer Portal.
This Contact will be able to view the Jobs to which the parent Customer is linked, either as a Site or Billing Customer. Based on their permissions you can also restrict the display of Jobs to only those for which the Contact is selected as the Primary Contact on the Quote or Job.
The following image is in an example of an email sent to a contact which contains the username and password as well as Customer Portal link.
1. Customer Contact needs to enter their credentials and click Log In.
2. Once logged in, Customer contact can access some information depending on the permissions granted.
In this example, we've granted permission to View and Edit All Quotes as well as Create New Quotes.
Note: When creating a quote from Customer Portal, some basic information needs to be entered and once saved, such quote becomes visible from Quotes tab in Ascora web and more information can be added from there such as assigned user, booking, etc.
Sharing Job Photos
All Attachments tabs will allow you to select which Attachments are visible to the Customer in the Customer Portal.
Note: Initially when added all files, including Job Photos, they are not Visible on the Customer Portal.
1. Tick the photos or attachments you’d like to share with the Customer.
2. Click Viewable in Customer Portal.
3. The Customer View column will change to a Y and these images will be visible in the Customer Portal.
We've now completed the process of Setting Up Customer Portal, Inviting Contacts, and Sharing Job Photos.
0 Comments