Set up customer portal access so your customers can log in as external users to view their work orders, estimates, and submit service requests.
Before you start:
- You need an administrator account to set up external user access. See External Users.
- Make sure the customer record has an email address. See Adding & Managing Customers.
How to Access
Administrators set up customer portal access through User Management → External Users. Customers access the portal through the external login page at the Login External URL provided by your company.
What Is the Customer Portal?
The customer portal is a limited view of FieldPromax designed for your customers. When a customer logs in as an external user, they see only their own data. This gives them self-service access without needing to call your office for updates. External users cannot see other customers' records, internal notes, or administrative settings.
Setting Up Customer Portal Access
- Navigate to User Management → External Users.
- Click Add External User.
- Select the Customer to associate with the external user account.
- Enter the customer's Email Address as their login username.
- Set an initial Password for the customer's account.
- Save the external user record.
- Share the login URL and credentials with your customer.
Result: The customer can now log in and access their portal dashboard.
What Customers Can See and Do
Once logged in, customers have access to the following features:
- View Work Orders — customers can see their own work orders, including status, scheduled dates, and descriptions. The visibility of images and certain tabs can be configured through company settings.
- View Estimates — customers can review estimates that have been sent to them, including line items and totals.
- Submit Service Requests — customers can fill out a service request form to describe work they need done. These requests appear in your system for conversion into work orders. See Service Requests for details.
- Create Work Orders — depending on your company settings, customers can create work orders directly from the portal with a simplified form that includes customer details, service address, and a work description.
Controlling Portal Visibility
Administrators can configure what external users see through the company settings. Options include controlling whether customers can view images, documents, and pricing information on their work orders. These settings ensure you share only the information appropriate for customer-facing access.
Tip: Enable service request submissions through the customer portal to let customers request work at any time. This reduces phone calls and gives you a documented record of what the customer needs.
Next Steps
- External Users — detailed guide on managing external user accounts and permissions
- Service Requests — configure and manage customer-submitted service requests
- Service Request Settings — customize the service request form and notification options