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Giving a Client Access to the Client Portal

SOP for granting, changing, and removing a client's access to the Client Portal.

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Written by Trin Murphy

Objective

Grant a person access to the Client Portal so they can view a client's portfolio, change which clients they can see, or remove their access.

Prerequisites

  • You hold the Administrator role.

  • The client (company) already exists as a Client record in EnviroAutomate.

  • You have the person's name and email address.

Key Steps

Inviting a New Person

  1. In the sidebar, go to System Settings > Users and select Create.

  2. Fill in the person's details, including their email address.

  3. In the Tenants and Roles table, find the Client Portfolio Access column and select one or more clients. Each selected client becomes a portfolio the person can view.

  4. Leave Invite by email ticked and save.

  5. The person receives an email invitation. Their portal access applies as soon as they complete registration.

Pending invitations are listed under System Settings > User Invitations. Open an invitation there to adjust its details, including Client Portfolio Access, before the person registers.

Granting Access to an Existing User

  1. In the sidebar, go to System Settings > Users and open the user.

  2. In the Tenants and Roles table, find the Client Portfolio Access column and select one or more clients.

  3. Save. The access applies immediately.

What Happens After You Save

  • There is no separate portal role to assign. Selecting clients under Client Portfolio Access is the whole grant; the system handles the underlying permission automatically.

  • The person signs in on the normal login page and lands in the Client Portal automatically. For accounts that also hold a staff role, a Client Portfolio entry in the main app's top menu bar opens the portal.

  • If you selected more than one client, the person sees a portfolio switcher inside the portal.

Changing or Removing Access

  1. Open the user under System Settings > Users.

  2. In Client Portfolio Access, add or remove clients as needed.

  3. Save. Removing every client removes the person's portal access entirely.

Cautionary Notes

  • Granting a client portfolio exposes that client's records in the portal: its sites, projects, fieldwork task details, action items, approved report files and published figures. Double-check you have selected the intended client before saving.

  • A staff role and Client Portfolio Access are independent. A team member can hold both at once, which is useful for previewing the portal, and a client user needs no staff role at all.

  • Report files only become downloadable to clients once the report is Approved. Granting access does not expose drafts. See "Overview of the Client Portal" for the full visibility rules.

Tips for Efficiency

  • Confirm with the client which of their people should have access before inviting, and invite each person with their own account rather than sharing one login.

  • To preview what a client will see, grant your own account access to their portfolio, open the portal, then remove the access afterwards.

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