Customer Portal access
The Customer Portal lets your customers work with you online, for example to place and follow orders and to view and pay invoices. Each portal login belongs to one customer record and only shows that customer's information.
A customer can get access in two ways:
- You invite them from their customer record.
- They sign up on the Customer Portal, and your team approves the request.
Managing Customer Portal access requires the Admin role.
Approve or reject sign-up requests
When someone signs up on the Customer Portal, RushHour creates a customer with the source Customer signup and adds it to the access request list.
- In the customer list, select Access requests.
- Review the requests. Each shows when it was made and the company, contact, email, phone and location given at sign-up. Use the search box to find a request.
- For each request, choose:
- Approve — the person receives an invitation email with a link to set their password.
- Reject — the sign-up is deleted. You can add an optional reason. This can't be undone.
If a request has No email, there is no address to send an invitation to. Open the customer's record instead and invite them with an email address you supply.
Open the access dialog
Open the Customer Portal Access dialog in either of these ways:
- Open the customer and select Invite to Portal at the top of the record.
- In the customer list, select exactly one customer and select Invite.
The dialog has three parts: the customer's existing portal users, their contacts you can invite, and a form for inviting someone new.
Invite existing contacts
Contacts on the customer record that have an email address and no portal login yet are listed under Invite existing contacts.
- Select Invite next to a contact, or tick several contacts and select Invite selected. With no contacts ticked, the button invites everyone listed (Invite all).
- Each invited contact receives an email with a link to set their own password.
Invite a new user
Under Invite a new user:
- Enter the person's Email and, optionally, their first and last name.
- Keep the generated Initial password, or select Generate for another one. It must be at least 8 characters with upper- and lower-case letters, a number and a symbol.
- Select Send invitation.
The person receives an invitation email. The dialog also shows the email and password once under Account ready, so you can share them — the person can sign in straight away and change the password later. The password isn't shown again after you close that box.
Manage portal users
Each portal user is listed with a status:
| Status | Meaning |
|---|---|
| Active | Has a working password and can sign in. |
| Pending | Was invited by email and still has to choose a password from the invitation link. This applies to invited contacts, approved sign-up requests, people invited by the customer's own portal users, and anyone whose invitation was resent. |
| Disabled | Can't sign in until access is enabled again. |
Someone you invite under Invite a new user shows as Active straight away, because they already have the initial password you set — even if they haven't opened the invitation email or signed in yet. Using Set password on a Pending user also makes them Active.
The actions next to each user are:
| Action | What it does |
|---|---|
| Set password | Sets a new password you choose or generate. The person can sign in with it right away. |
| Resend invitation | Sends a new invitation email. The person's current password and any earlier invitation link stop working, and they set a new password from the new email. |
| Disable / Enable | Blocks or restores the person's ability to sign in. |
| Delete | Removes the portal login from the list. The person can no longer sign in. |
After you delete a portal login, that email address can't be invited to the Customer Portal again. If the person is also one of the customer's contacts, they can appear under Invite existing contacts again, but inviting them fails. If someone might need access later, use Disable instead, which you can undo with Enable.
Customers inviting their own colleagues
Customer Portal users who are allowed to invite others can also invite people from their own company from the Account access page in the Customer Portal settings, and resend those invitations. Anyone they invite is added to the same customer record and appears in the dialog above, where your team can manage them like any other portal user.