​

Customer Portal

This guide covers the self-service portal features available to your customers.

​

Overview

The Customer Portal provides your customers with secure access to view their service history, request work, approve quotes, and pay invoices without contacting your office directly.

​

Benefits

​

Portal Features

​

What Customers Can Access

​

What Customers Cannot Access

• Your internal notes and comments
• Pricing and margin information
• Other customers’ data
• Staff scheduling details
• Internal job assignments

​

Enabling Customer Portal Access

​

For Individual Customers

1. Navigate to Customers
2. Open customer detail
3. Go to Settings tab
4. Enable Portal Access
5. Configure portal permissions
6. Save

​

For Individual Contacts

1. Open customer detail
2. Go to Contacts tab
3. Select contact
4. Enable Portal Login
5. Enter contact email (used for login)
6. Click Send Invitation

Contact receives email with login instructions.

​

Portal Permissions

​

Configuring Access Levels

​

Setting Permissions

1. Open customer detail
2. Go to Settings tab
3. Find Portal Permissions section
4. Enable/disable each permission
5. Save

Permissions apply to all portal users for that customer.

​

Customer Portal Login

​

First-Time Setup

When you send a portal invitation:

1. Contact receives email invitation
2. They click the activation link
3. They create a password
4. They can now log in to the portal

​

Login URL

Portal access is available at:

• https://portal.yourdomain.com (custom domain)
• https://app.taskr.com/portal/your-company (default)

​

Password Reset

If a customer forgets their password:

1. They click Forgot Password on login page
2. Enter their email address
3. Receive reset link via email
4. Create new password

You can also reset from the dashboard:

1. Open contact detail
2. Click Reset Portal Password
3. Customer receives new password link

​

Service Requests

​

How Customers Submit Requests

From the portal, customers can:

1. Click Request Service
2. Select location
3. Describe the issue
4. Add photos (optional)
5. Choose preferred timing
6. Submit request

​

Managing Incoming Requests

When a request is submitted:

1. Notification sent to your team
2. Request appears in Jobs > Requests
3. Review request details
4. Convert to job or contact customer
5. Customer notified of status

​

Request to Job Workflow

1. Open the service request
2. Review customer details
3. Click Convert to Job
4. Add scheduling and assignment
5. Confirm and save
6. Customer sees job in portal

​

Quote Approval

​

How Customers Approve Quotes

1. Customer receives quote notification
2. They log in to portal
3. Navigate to Quotes
4. Review quote details and pricing
5. Click Approve or Decline
6. Add comments (optional)
7. Submit response

​

Approval Notifications

When a customer approves a quote:

• Your team receives notification
• Quote status updates to Approved
• Job can be scheduled
• Customer confirmation sent

When declined:

• Your team receives notification
• Quote status updates to Declined
• Customer comments visible
• Follow-up can be scheduled

​

Invoice and Payments

​

Viewing Invoices

Customers can see:

• Invoice number and date
• Line items and totals
• Payment due date
• Payment status
• Download PDF option

​

Online Payments

If enabled, customers can:

1. View outstanding invoice
2. Click Pay Now
3. Enter payment details
4. Confirm payment
5. Receive receipt

Payment methods (depending on configuration):

• Credit/debit card
• Bank transfer
• Saved payment methods

​

Payment Settings

Configure payment options:

1. Go to Settings > Payments
2. Enable Portal Payments
3. Connect payment processor
4. Set accepted payment methods
5. Configure surcharges (if applicable)

​

Document Sharing

​

Sharing Documents with Customers

1. Upload document to Vault
2. Select customer or job
3. Enable Share with Customer
4. Document appears in customer portal

​

What Documents to Share

​

Portal Customization

​

Branding

Customize portal appearance:

1. Go to Settings > Portal
2. Upload your logo
3. Set brand colors
4. Add custom welcome message
5. Save changes

​

Notification Templates

Customize portal emails:

1. Go to Settings > Notifications
2. Select portal notification type
3. Edit email template
4. Preview and save

​

Best Practices

​

Onboarding Customers

• Send portal invitation during customer setup
• Include portal instructions in welcome materials
• Offer brief walkthrough for key contacts
• Highlight benefits relevant to their needs

​

Portal Adoption

• Encourage quote approval through portal
• Promote online payments for convenience
• Share relevant documents automatically
• Respond quickly to service requests

​

Security

• Regularly review portal user access
• Remove access for departed contacts
• Use strong password requirements
• Monitor login activity

​

Communication

• Notify customers of portal updates
• Provide support contact for portal issues
• Document portal features in welcome packet
• Train staff on portal functionality

​

Troubleshooting

​

Customer Cannot Log In

Possible causes:

• Incorrect email address
• Expired invitation link
• Account not activated

Solution:

1. Verify email address in contact record
2. Resend invitation if needed
3. Check portal access is enabled
4. Reset password if activated previously

​

Customer Not Seeing All Data

Possible causes:

• Permissions not enabled
• Data linked to different customer record
• Jobs/quotes not assigned to their locations

Solution:

1. Review portal permissions
2. Verify customer/location linkages
3. Check job and quote assignments
4. Confirm data is marked for sharing

​

Payment Issues

Possible causes:

• Payment processor not connected
• Expired card
• Transaction limits

Solution:

1. Verify payment processor status
2. Have customer try different payment method
3. Check for error messages in payment log
4. Contact payment processor support if needed

---

Back to Customers | Contacts | Managing Customers