Give a customer access to the portal

Let a customer's contact sign in to your customer portal, choose what they can see, send them a sign-in link, and turn their access off again.

In the sidebar, open Accounts, then All Accounts, and open the customer. Open the Portal Access tab, or press Actions and choose Manage portal access. The page address ends in /portal. The Portal users list shows everyone who can sign in to the portal for this customer.

Before you start

• The person must already be a contact on the account, with an email address (Add a contact to an account).
• Your role needs permission to create portal users. Without it the Portal Access tab only shows what already exists, or is missing.

Steps

1. Press Add portal user.
2. Pick the contact in Select contact. You can type a display name; leave it blank to use the contact's name.
3. Choose a Role: Owner, Billing, Technical, Office manager or Viewer.
4. Choose which addresses they can see: All account locations, Single account location or Subset of account locations, then pick the locations.
5. Leave Send invite link after creating the user ticked to email them a link to set up their sign-in.
6. Press Create user. Nova says Portal user created.

Manage someone who already has access

Open the menu at the end of the person's row:

• Edit changes their role or the locations they can see.
• Send sign-in link… (or Send password reset link… once they have signed in before) opens a window. Press Email it to them, or Copy link to send it yourself. A new link replaces any earlier one, including one the customer asked for themselves.
• Verify email confirms their email address, by sending them a message or by confirming it yourself.
• Sign out everywhere… signs them out of the portal on every device.
• Turn off access… signs them out and stops them signing in. Press Turn off access to confirm.

What you see

Each row shows the person, their role, the locations they can see and a status: Invited until they first sign in, Active after that, and Disabled when access is turned off. No login yet means they have not signed in.

If something looks different

• "Selected contact must have an email for password resets": add an email address to the contact first.
• The window says the email could not be sent: the link shown still works. Copy it and send it another way.
• You turned someone's access off and need it back: the confirmation says access can be turned back on later, but the Portal Access tab has no button for that yet. Contact Nova support.