Create external user accounts that give your customers limited access to FieldPromax. External users can view their own work orders, estimates, and schedule details through the customer portal.
Before you start:
- Enable the External User feature in Feature Flags.
- You must be logged in as an administrator.
How to Access External User Settings
Navigate to Settings → Company → External Users Config to configure what external users can see.
Creating an External User Account
- Navigate to Manage Users from the main menu.
- Click Create User.
- Enter the customer contact's Name and Email.
- Set the Security Level to External User.
- Associate the user with a Customer record in FieldPromax.
- Click Save.
Result: The external user receives a welcome email with login instructions. They can sign in through the external login page and view work orders tied to their customer account.
Configuring External User Permissions
Control exactly what external users can see when they log in. Navigate to the External Users Config page and toggle these options:
- Show Schedules — lets external users see schedule details (dates, times, assigned service providers) on their work orders.
- Show Images — lets external users view photos uploaded to their work orders.
- Show Documents — lets external users access documents attached to their work orders.
- Show Closed Work Orders — lets external users view completed and closed work orders in addition to open ones.
- Show Work Order Resolution — lets external users see the resolution notes entered by service providers.
Tip: For property management companies and large commercial customers, enabling all permissions gives them full visibility into the work being done at their locations. For smaller customers, you may want to limit access to just open work orders.
Email Notifications for External Users
When an external user creates a work order, the main administrator receives an email notification automatically. You can add additional recipients:
- In the Email additional recipients field, enter email addresses separated by semicolons.
- Click Save Changes.
Result: All listed recipients are notified whenever an external user creates a work order.
How External Users Log In
External users sign in through a separate login page at the external login URL. They use the email address and password set up during account creation. After logging in, they see only work orders and estimates associated with their customer account.
Next Steps
- Roles & Permissions — compare external user access with other roles.
- Feature Flags — enable or disable the External User module.
- Creating & Managing Users — manage all user types from one place.