Customer Portal Users
This is the "Contacts" screen inside the Customer Portal itself: it lets one of your customer's contacts, once you've given them the right permission, add and manage other coworkers from their own company with portal access, so your team doesn't have to create them one by one from AdmCloud. It's a companion to the Customer Portal: while that page explains how your team turns the portal on from the customer record, this one describes the matching screen the customer sees when they log in and manage their own people.
What is it and what is it for?
Normally, when you create a customer contact in AdmCloud, you decide their Customer Portal access permissions from the customer's record. But many customer companies have several people who need to log in to the portal (purchasing, accounting, management) and would rather manage that access themselves instead of asking you every time.
That's what this screen is for: if you gave a contact the Allow create users permission, that person sees a List Users option inside the portal, where they can create, edit, view and delete other contacts from their own company, including what each one can see and do. Everything stays limited to their own company: a contact can never see or manage contacts belonging to another customer.
How to use it, step by step
- The contact logs in to the Customer Portal with their own user and, if they have the create-users permission, finds the List Users option showing their company's active contacts (name, email and whether access is enabled).
- Click Create User to add a new coworker: enter their first name, last name and email, and check the permissions to grant them (see "Main capabilities" below). If the company has branches configured, also pick which ones they can access.
- Save with the Save button: the system validates the information and, if everything checks out, takes them to the new contact's detail screen.
- To change someone, open their record and click Edit: you can change first name, last name, permissions, the date window for placing sales orders and branch access. Once the email is set, it can no longer be changed.
- To remove someone, open their record and click Delete (asks for confirmation). If that contact already has related documents (invoices, quotes, activities, trips, assets, etc.), the system won't allow deleting them; in that case, turn off their access permission instead of deleting them.
Main capabilities
Each contact is managed individually: two people from the same company can have different permissions.
| Permission | What it enables |
|---|---|
| Allow access | Turns on that contact's ability to log in to the Customer Portal. |
| Allow view service | View service requests, contracts and work orders. |
| Allow view accounts receivable | View the account statement, open invoices and payments. |
| Allow view sales | View existing quotes and sales orders. |
| Allow create sales orders | Create new sales orders from the portal, within the configured date window (see below). |
| Allow authorize sales orders | Approve or reject sales orders left pending authorization. |
| Allow browse price list | View the item catalog priced at the customer's own level. |
| Allow create users | Grants access to this very screen: creating, editing and deleting other contacts from their company. This is the permission that controls who can manage users. |
| Allow view consultant details | View the contact card of the sales rep assigned to the company. |
| Allow view work orders | View the work orders generated from their service requests or contracts. |
| Allow view projects | View the open projects linked to their company. |
Date window for creating sales orders
You can limit which days of the month a contact can create sales orders from the portal, by setting a first day and a last day of the month (values from 0 to 31). Outside that range, even with the create-sales-orders permission on, they won't be able to. If you leave both values at 0, there's no date restriction.
Branch access
If the customer company has multiple branches configured, the create/edit screen shows a table listing all of them so you can pick which ones that specific contact can access: one, several, or all of them. The detail screen only lists the branches the contact actually has access to. If the company doesn't use branches, this section doesn't show up.
Validations when saving
- First name, last name and email are required to create or edit a contact.
- The email must be a valid format and can't be changed once it's saved for the first time.
- If you turn on Allow access, the system also requires the customer company to have a price level, currency and payment term configured, and the contact to have at least Allow view service or Allow view accounts receivable turned on (depending on which modules your company has active).
- The sales-order date window must be between 0 and 31 on both fields.
- The same branch can't be selected twice in the branch-access table.
- A contact can't be deleted if it already has related documents: invoices or sales orders, CRM opportunities, activities, transportation trips where it's listed as an external driver, or assigned fixed assets. In that case, remove their access instead of deleting them.
Key fields
| Field | What it's for |
|---|---|
| First name / Last name | Identify the contact in the list and in any notifications sent to them. |
| The username that contact uses to log in to the portal; can't be changed once saved. | |
| Allow access | The main switch: if off, the contact can't log in to the portal even with other permissions checked. |
| First / last day of month to create sales orders | Restricts which dates in the month the contact can create new sales orders. |
| Branches with access | Limits the contact's information and actions to the branches you check, when the company uses them. |
Availability and permissions
- Only contacts your team gave the Allow create users permission to, from the customer's record in AdmCloud, will see it.
- The "Allow view service" permission and its dependents (work orders) only have an effect if your company has the Customer Service module active (Enterprise edition).
- Anything a contact creates or edits here stays limited to their own company: they can never see or touch contacts belonging to another customer.
Tips and common mistakes
Grant "Allow create users" carefully. Any contact with that permission can create, edit and delete other coworkers from their company in the portal; reserve it for the person who actually coordinates access on the customer's side.
If "Allow access" won't turn on, check that the customer company has a price level, currency and payment term configured, and that the contact has at least one view permission checked (service or accounts receivable).
Deleting isn't always possible. If the contact already generated documents or activities in the system, the delete option is blocked; in that case, turn off their access permission to revoke it without losing their history.