Who can do this?
- The Office Admin · Office Admins
- The Boss · Business Owners
- One-Person Show · Sole Traders
- The Foreman · Supervisors
Overview
The Client Portal lets you share selected job details with the client — scheduled dates, attached quotes, shared notes, and job progress — without exposing internal team notes or financial detail. Sharing happens at job creation (via the Client Portal sharing prompt) and any time afterwards from the job card.
Who This Workflow Is For
The Supervisor role. The Business Owner and Admin can also share job details. Finance and Apprentice are explicitly blocked from this action. Tradies cannot share job details.
Before You Start
The Client Portal must be enabled in Business Settings → Site (Business Owner or Admin manages this). The job must have a client attached. Decide which details to share — typically scheduled dates and attached quotes; never internal notes.
Step-by-Step Process
- Open the Jobs page and select the job.
- Confirm the Client Portal is enabled.
- Decide what to share — Job details (scheduled dates, status), attached quotes and invoices, notes explicitly shared.
- Select Share with client on the job card.
- Review the items to share. Select the ones you want the client to see and deselect anything internal-only.
- Send the update. The client receives an email with a unique portal link.
- The client opens the email, selects the link, and sees job details, attached quotes, scheduled dates, and any shared notes. They cannot see internal team notes, financial reports, or other client records.
What Happens Next
The client has visibility through the Client Portal. Updates you push (status changes, new shared notes, new invoices) appear there. The client can accept quotes, view invoices, and track job progress.
Important — switching the Client Portal off mid-job. If the Business Owner or Admin switches the Client Portal off while a client has access, client access cuts immediately. Confirm clients have completed any required actions before disabling.
Common Issues
- Share with client option missing. Confirm the Client Portal is enabled and the job has a client attached.
- Client cannot open the portal link. Re-send the share update; ask the client to check spam.
- Client sees something you did not want shared. Edit what is shared and re-save. Move sensitive information into Internal notes (never shared).
- Tradie, Apprentice, or Finance cannot see Share with client. By design — those roles cannot share job details.
Related Guides
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