Portal Access Invitation

What is the Portal Access Invitation?

The Portal Access Invitation is an email that is sent to users, granting them access to the platform. It provides a special link unique to each recipient to allow them to register their account and set their password.

When you add a user to the platform, they will be unable to access the Portal until the Portal Access Invitation is sent. By choosing to not send this email right away, you have the opportunity to set up their account in preparation for inviting them.

This email can only be sent to users who are in Not Invited or Invited Status. Once the user has registered their account, there is no longer a need to send this email. There are also two types of this email - one for externals (Contacts), and one for internals (Staff Members).

IMPORTANT: Keep in mind that once you have sent the Portal Access Invitation Email, there is no going back. Be sure that the Portal is ready and the necessary content is in place before sending the Invitation.

How do I send a Portal Access Invitation to a Contact?

For Contacts, only Prospects and Clients are able to be sent the Portal Access Invitation email, as Leads cannot be given access to the Portal.

You can choose to invite Prospects and Clients during the adding process, or after they have been added.

Manually adding a Contact

Navigate to CRM > Contacts, and click the +Add Contact button.

CLICK HERE to learn about manually adding Contacts

Once you select Prospect or Client as the Role, a section will appear underneath with an option to send the Invitation.

Kickoff Forms

Navigate to Forms and click the +Create Form button. When prompted, choose Kickoff Form.

CLICK HERE to learn about Kickoff Forms

Once you select Prospect or Client as the Role, a new option will appear in the Portal Invitation & Communication section at the bottom of the page.

CSV Import

Navigate to CRM > Contacts.

Click the Import Contacts tab in the top navigation menu bar.

CLICK HERE to learn about Importing Contacts

You'll find the Portal Access Invitation setting in the Import Options section at the bottom of the page.

Existing Contact

If the Prospect or Client has already been added to the platform but is not yet invited, you can send them the Portal Access Invitation email as long as they have not yet registered. You can also resend the Invitation as long as they are still in Invited status.

Navigate to CRM > Contacts.

Click the Options menu button (3 dots). If the Contact has not yet been invited to the Portal, select Send Invite.

If the Contact has been invited to the Portal already, you will have two options.

You can choose to resend the Portal Access Invitation email by selecting Resend Invite.

Or, you can select Copy Invite Link to copy the Invitation link to your clipboard to send the Contact manually (via an external method such as email, text, etc.,).

How do I send a Portal Access Invitation to a Staff Member?

You can choose to invite Staff Members during the adding process, or after they have been added.

During the adding process

Navigate to Flyout Menu > Manage Staff.

Click the +Add Staff Member button.

CLICK HERE to learn about adding Staff

You'll find the option to send the Portal Access Invitation Email at the bottom of the modal.

Existing Staff Member

If the Staff Member has already been added to the platform but is not yet invited, you can send them the Portal Access Invitation email as long as they have not yet registered. You can also resend the Invitation as long as they are still in  Invited status.

Navigate to Flyout Menu > Manage Staff.

Once in the Staff Member list, you can click the Options menu button. If the Staff Member has not yet been invited to the Portal, you can select Send Invite.

If the Staff Member has been invited to the Portal already, select Resend Invite.

What will the user see?

When the  Portal Access Invitation is sent, the user will receive an email inviting them to the portal, where they can click the enclosed link.

The user will be directed to the  Registration screen, where they will set their password.

By default they will be directed to the Dashboard. What the user will see after registering will depend on your settings (e.g. setting a Start Page, assigning an On-Boarding FLOW, utilizing Paid Portal Access, etc.,).

How do I customize the content of the Portal Access Invitation Email?

You can customize the wording and formatting of the Portal Access Invitation Email, and can do so separately between the ones sent to Contacts, and ones sent to Staff. Additionally, each Kickoff Form has the option to configure a unique Portal Access Invitation email to be sent when that particular Kickoff Form is submitted - this lets you customize the message your Contacts see based on which Kickoff Form they are completing.

Navigate to Flyout Menu > Email Templates to edit the DEFAULT Portal Access Invitation BUT be advised that each Kickoff Form can have its own unique Portal Access Email template. When a Kickoff Form is created, it will adopt the DEFAULT from Flyout Menu > Email Templates, but after that, the template for that particular Kickoff Form can be uniquely edited.

CLICK HERE to learn about Email Templates

CLICK HERE to learn about Kickoff Forms

To customize the Invitation for Contacts, select Portal Access Invitation - Externals.

To customize the Invitation for Staff Members, click Portal Access Invitation - Internals.