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How to Give a Contact Access to the Commercial Customer Portal

Learn how to turn on Commercial Portal Access for a contact on a commercial account, project, or job and send them an invitation to the Commercial Customer Portal in SmartMoving.

Written by Michelle Carone

Overview

Turn on portal access for a contact on a commercial account, project, or job, then send them an invitation to sign in to the Commercial Customer Portal.

Before You Start

  • Available to companies with Smart Pro.

  • The contact must have an email address on their contact record. The invitation action is unavailable without one.

  • The Commercial Portal Invitation email template must be enabled under Settings > Email/SMS Templates.

How to Turn On Portal Access for a New Contact

  1. Open the commercial account, project, or job.

  2. Locate the Contacts card.

  3. Click the + button on the Contacts card. On a project or job, select Add New Contact.

  4. Enter the contact's name and email address.

  5. Select the Commercial Portal Access checkbox.

  6. Click Add Contact.

The result: the contact is saved with a blue Portal Access badge on their contact card.

How to Turn On Portal Access for an Existing Contact

  1. Open the commercial account, project, or job.

  2. Locate the contact in the Contacts card.

  3. Click the three-dot menu on the contact and select Edit.

  4. Select the Commercial Portal Access checkbox.

  5. Click Update Contact.

The result: the Portal Access badge appears on the contact card, and Send Portal Invite becomes available in the contact's menu.

Note: Commercial Portal Access belongs to the contact. Turning it on or off from an account, project, or job changes it everywhere that contact appears.

How to Send a Portal Invitation

  1. Open the commercial account, project, or job.

  2. Click the three-dot menu on the contact you want to invite.

  3. Select Send Portal Invite.

The result: the contact receives the Commercial Portal Invitation email with a sign-in button. The default subject line is "You're Invited to Our Customer Portal."

💡 SmartTip: You can also turn on Commercial Portal Access for the first contact while you are creating the account or the project, without opening the contact record again afterward.

Key Details

  • The invitation email contains a sign-in button, not a password. The contact signs in with their email address and a 6 digit security code sent by email or text message.

  • You can resend an invitation at any time by selecting Send Portal Invite again.

  • Turning off Commercial Portal Access removes the contact's access to the Commercial Customer Portal.

  • A contact sees only the account they are assigned to.

Troubleshooting

  • Send Portal Invite is greyed out and shows a message about the email template.

    • The Commercial Portal Invitation email template is disabled. Enable it in Settings > Email/SMS Templates, then return to the contact and select Send Portal Invite again. The tooltip on the greyed-out action names the same template.

  • Send Portal Invite does not appear in the contact's menu at all.

    • The contact either does not have Commercial Portal Access selected, or has no email address on their record. Edit the contact, add an email address, select Commercial Portal Access, and click Update Contact.

Best Practices

  • Give access to the contact who approves and pays invoices, since paying an invoice is the most common reason a contact signs in.

  • Confirm the Commercial Portal Invitation template is enabled before working through a list of contacts, so you do not have to revisit each one.

  • Set your portal branding before sending invitations so contacts see your company logo and colors on their first visit.

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