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Client portal tab

Updated

Overview

The client-portal records that back your clients' portal access are one record per client company, carrying your branding and that company's portal address. They are not edited from CRM: the legacy CRM Client Portals module was removed from CRM's navigation and router, so the portal is configured in the Hub, on the Settings > Client Portal screen. CRM itself serves no client-facing view of your data and mints no portal credential: portal access for a client contact is resolved by the Hub Client Portal from the contact's active status, and that is the model the rest of this page follows.

What the Client Portal Is

Each portal record is tied to one company in your CRM. The record carries your branding and the portal's own address value. Portal users are not created from CRM — see Portal Users below — and a client contact's portal access is resolved by the Hub Client Portal from the contact's active status.

Portal users are separate from your own team's CRM accounts and are not counted against your staff seats. CRM no longer creates portal users and mints no portal credential: the rows that already exist are legacy, and what remains for them is changing a role or marking the row inactive, both described under Role Management below.

Configuring a Portal for a Company

CRM has no staff-side portal-record screen: the legacy CRM Client Portals module was removed from CRM's navigation and router, so there is no New Portal button here and no portal record to open or edit. A client's portal is configured in the Hub, on the Settings > Client Portal screen, as an organization default plus a per-client override:

  1. In the Hub, open Settings > Client Portal.
  2. Pick the scope: Organization default, or Pick a client to override and choose the client.
  3. On the Branding & Identity tab, set the Portal name (shown to the client as the portal title).
  4. Set up the look:
    • Upload your Logo.
    • Pick a Primary color and an Accent color to match your firm's look.
  5. Click Save changes.

Portal Users

CRM does not create portal users: the staff create route is retired and refuses by name. A portal user is added from the company record's Portal tab, whose Add Portal User control provisions it through the Hub Client Portal — that create is the Hub's, and portal access resolves from the contact's active status, so there is no CRM credential to mint. CRM does not email the client an invite link, and there is no create call left to hand one back either — there is nothing on the portal record to copy.

The rows that already exist are legacy, and two operations remain available on them: changing the role, and marking the row inactive. Both are described under Role Management below.

The three roles a row can carry:

- **Client Viewer** — read-only access.
- **Client User** — standard access. Can interact with whatever the client-portal permission set grants.
- **Client Admin** — the role is stored on the record; portal users are edited and deactivated by your team, and no portal user can manage other users at their company.

Role Management

A portal user's role and status are managed from the client's company record in CRM — not from the portal record, which CRM has no screen for:

  1. Open the company record for the client whose portal users you are managing.
  2. Go to the Portal tab, then the Hub Portal view.
  3. The Portal Users card lists that company's portal users. Set a different role for a user with the selector on their row — Viewer, User or Admin.
  4. To deactivate a user, open the actions menu at the right of their row and click Deactivate. The same menu offers Reset Password for an active user.

An inactive portal user cannot log in but their record is retained.

The Portal tab appears only for a company linked to a Hub organisation, so a company with no portal tenancy has no such tab and no portal users to manage.

What Clients Can See

Nothing from CRM. CRM serves no client-facing view of company data, so there is no CRM page and no CRM API route that returns a client's company data to a portal user. What a portal user can actually do in the client-facing portal comes from the client-portal permission sets you assign to their company or to the individual contact, and the Hub Client Portal resolves those sets at sign-in. Portal sign-in follows the contact's active status.

Frequently Asked Questions

Do portal users count against my CRM user licenses?

No. Client portal users are a distinct user class from your MSP staff and are not counted as CRM staff members. CRM does not create portal users and mints no portal credential; a client contact's portal access is resolved by the Hub Client Portal from the contact's active status.

Can I set up portals for all my clients at once?

No — and there is no create step here to batch in the first place. A portal record in CRM is written by CRM's own API alone, and no CRM screen calls that API: the legacy CRM Client Portals module was removed from CRM's navigation and router, so no staff member creates or edits a portal record from CRM. What you configure is the portal itself, in the Hub, on Settings > Client Portal: one Organization default applies to every client, and a client that needs its own branding gets a per-client override, set one client at a time.

Can I turn a feature on or off for one client's portal?

No. CRM has no per-portal feature toggle, and a request naming one of the eight old feature keys is refused rather than stored — so there is nothing on the portal record to switch.

Can a client user reset their own password?

Not through CRM. CRM's portal auth routes are login and the caller's own profile — there is no password-set or password-reset route on the CRM side and no accept page. Portal access for a client contact is resolved by the Hub Client Portal from the contact's active status.

Does the client portal serve at my own domain?

The portal record stores a Custom Domain value, but no CRM surface serves a portal at that address today, so pointing a DNS CNAME at it is not enough on its own. Contact support before relying on it for client access.

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