Screenshots use example records. Select any image to enlarge it. Your company’s fields, permissions, and configuration may differ.
Start from the customer record
Soffyt prepares portal access from the customer record. Review the customer and its linked work before sharing access. The portal gives the customer a view of supported records made available to them; it is not an employee login or a copy of the internal workspace.
Before sharing individual records, have an administrator review System settings → Customer portal. Check the company defaults and required visibility, then return to the customer and review the records being shared.
Payments and Calendar have separate default and required visibility controls; review both before sharing customer access.
Check visibility before sharing
Company defaults and required visibility settings affect the controls available on individual records.
- Open the customer and confirm the contact and linked job information.
- Review the quote, payment or invoice, appointment, and files you want the customer to see.
- Check each supported record’s customer-portal visibility control. Company rules may require an item to remain visible.
- Review the customer-facing documents and available portal preview before sharing access or sending the customer a link.
Keep documents and actions in context
A customer can review shared work and use available document, confirmation, or payment actions. Those actions depend on the record’s state and the company’s configured services. A visible draft, unpaid invoice, or unconfirmed appointment should not be described as accepted, paid, or confirmed.
Keep internal work internal
Employee discussions and internal job costs belong in the workspace. Before making a file customer-facing, check its contents as well as its visibility setting. The correct setting cannot remove sensitive information written inside a document.
If the customer cannot find something
Check that the record belongs to the correct customer, is available in the portal, and has the intended visibility. Review any file-processing or document status. Ask the customer which page or action is failing without asking them to send a private access link to a public support channel.