Workslayr’s client access model is designed to provide your clients with a secure and controlled way to engage with your projects and services, fostering transparency and streamlining communication. It’s important to understand the capabilities and limitations of this access model within Workslayr, which primarily functions as an operational platform rather than a full CRM or client portal for every single interaction.
Understanding Client Access #
Unlike internal employee accounts, client access in Workslayr is focused on specific interaction points, particularly regarding communication, project visibility, and invoicing. While you can manage comprehensive client data through their Client Profiles, actual external access is determined by specific settings.
When you create or edit a client, you’ll encounter two key settings under the “Client System & Permissions” section:
- Allow external website login: This toggle, when set to “Yes,” enables the client to log into an external Workslayr-powered website. This is crucial for businesses that utilize a custom Workslayr site as their client interface. If this option is “No,” the client will not have login access to any external Workslayr portal.
- Receive email notifications: Setting this to “Yes” ensures your client receives important email updates related to their projects, invoices, and other relevant activities in Workslayr. This is a fundamental part of keeping clients informed without requiring them to log in constantly.
The client’s registered email address, as entered in their Personal Information within Workslayr, is used for any client portal access or custom website login credentials.
What Clients Can Access #
The scope of what clients can view or interact with when logged into an external Workslayr website is defined by your configurations and the nature of the external site itself. Generally, this access model allows clients to:
- View the status of their assigned projects and tasks.
- Access and potentially approve estimates and invoices.
- Communicate with your team regarding specific projects.
It is important to remember that Workslayr is not designed as a public-facing website builder for generalized client interactions. Its external access functionality is tightly integrated with the operational aspects of managing projects and billing for services.
Managing Client Communication #
Beyond direct portal access, Workslayr facilitates client communication through structured processes. For instance, when you create proposals, they are often sent directly to the client’s email, requiring their action (e.g., approval or comments) directly from their inbox rather than solely through a portal login. Similarly, invoices generated in Workslayr are typically sent directly to the client’s email for review and payment.
Workslayr’s emphasis is on operational efficiency, providing tools for your team to manage client work and associated financial transactions. The client access model extends this by offering controlled touchpoints for client interaction, ensuring they stay informed about the progress and financial aspects of the services you provide.
Workslayr offers robust functionality for managing your Clients, including giving them access to a dedicated client portal. This portal allows your clients to view important information, access documents, and interact with your business directly. However, it’s important to understand the specific requirement for this client portal access: it necessitates integration with a custom website.
Understanding the Custom Website Requirement #
Unlike an out-of-the-box, standalone portal provided directly by Workslayr, client portal access is designed to seamlessly integrate with a private-label website that your business already owns or creates. This approach ensures that your clients interact with your branding and your domain, providing a more professional and integrated experience. This custom website acts as the primary access point for clients to log in and interact with the data related to their account within Workslayr.
When a Client is created in Workslayr, their email address can be leveraged for client portal access through a custom website. This means that for clients to log in and interact with information such as their Projects, Invoices, or Contracts, they would navigate to your custom website and use the credentials associated with their Workslayr Client Profile.
How It Works #
The integration process typically involves configuring your custom website to communicate with Workslayr’s client-facing functionalities. This allows you to maintain full control over the client experience, including the visual design, additional content, and specific features you want to offer directly on your site.
Here are the key aspects of enabling client portal access with a custom website:
- Your Branded Experience: The client portal becomes an extension of your own brand and website. This provides a consistent user experience for your clients, fostering trust and professionalism.
- Login Credentials: The email address specified in the Personal Information section of the Client Profile is crucial. This email is used for client portal access on your custom website. Clients will typically receive login instructions or a password reset link to access their portal.
- Data Visibility: Once logged in, clients can view data relevant to them, pulled directly from Workslayr. This can include their project statuses, financial documents, communication history, and more, as configured by your administrative Permissions within Workslayr.
- Enhanced Communication: A custom client portal strengthens the Client vs Lead Responsibilities dynamic by providing a centralized hub for communication, document sharing, and potentially even approving estimates or paying invoices directly through your site.
This setup means that Workslayr provides the backend operational power for Client Management, while your custom website serves as the branded interface that your clients interact with directly.
Workslayr allows for controlled access to specific information for clients through their dedicated portal. This ensures clients can view relevant project details and communicate with your team, while limiting access to internal operational data. The visibility of records for clients depends on how their Client Profiles are configured.
Clients can access their portal after creating their account within Workslayr. The system sends an email invitation containing login credentials.
Client Portal Content Access #
Once logged into the client portal, clients can typically view the following information:
- Projects: Clients can see projects associated with their company. This includes project status, progress updates, and activity logs.
- Tasks: Tasks linked to their projects become visible. Clients can track task completion and associated comments.
- Invoices: All generated invoices specific to their company are accessible. This includes statuses like pending, paid, or overdue.
- Estimates: Estimates provided for services or projects can be reviewed.
- Contracts: Contracts associated with their services are available for review.
- Discussions: Communication threads related to their projects or tasks are visible, allowing for collaborative interaction.
- Files: Files and documents shared within their active projects are accessible.
- Time Logs: Detailed time logs associated with their projects and tasks are available for review. This typically includes entry details but not employee-specific time records unless specifically shared.
The visibility of certain details, such as employees involved or expenses, can be restricted based on company settings and individual project configurations. The Client Management module controls these access parameters.
Workslayr provides a client portal for clients to interact with your business. This portal offers controlled access to information. Clients only view data directly relevant to their projects and interactions, and they do not have access to internal operational details, sensitive company data, or financial information.
Client portal access is managed under Client Contacts. Each contact linked to a client profile can be configured for portal access. This ensures that only designated contacts can log in and view permitted information.
The client portal is designed to display information an organization chooses to share with its clients. This includes specific project updates, shared invoices, and communications. Internal documentation, financial reports, or employee-specific data remain private.
Clients generally cannot view the following types of information:
- Internal discussions or notes not explicitly shared with them.
- Other clients’ data or contact information.
- Sensitive internal company details or configurations.
- Employee timesheets or individual performance metrics.
- Overall company financial data, such as earnings reports or expense breakdowns not directly related to their projects.
- Unapproved proposals or estimates not intended for their review.
This separation helps maintain privacy and operational focus while providing clients with necessary information regarding their services.
Workslayr provides functionalities for managing client access to information within the platform. This involves controlling what a client can view or interact with through their portal. Client access is configured at the individual contact level within a Client Profile.
Client contacts can be granted specific permissions to view various types of data. These permissions determine the scope of information visible to them, such as invoices, project details, or time logs. Understanding the Scope of Client Management in Workslayr helps in setting these permissions effectively.
Configuring Client Contact Permissions #
To set permissions for a client contact, navigate to the client’s profile. Select the specific contact to edit their access settings. Each contact’s settings allow for enabling or disabling their ability to log in and view certain modules.
- Client Portal Login: Granting a contact login access allows them to sign into their dedicated client portal. This portal provides a centralized place for them to access approved information.
- Module Visibility: For each module, such as Invoices, Projects, or Time Log Reports, you can toggle visibility for the client contact. If a module is visible, the contact can view relevant data within that module.
- Specific Data Access: Within visible modules, access can be further refined. For instance, a client contact might be able to view all projects associated with their company, or only specific ones.
Client contacts generally have view-only access to most data. They cannot modify core operational data such as employee details or company expenses. The permissions are structured to provide necessary transparency to the client without exposing internal operational controls.
Managing these permissions ensures that clients access only the information relevant to their engagement with your business. This aligns with the overall Clients Overview and the definition of a client within Workslayr.
