What is the Portal and what does it do?
The Customer Web Portal is Service Geeni's way of allowing your customers to access your system to review Equipment, Contracts, Jobs, Invoices, and more.
You can also control what your portal users can access.
About Parent Group / Divisions
Parent Group and Divisions are a way of limiting your customer's access to what sites and customer information they can see; this is important so you don’t grant access to all the information on the system.
For example, Nando’s is the customer but has multiple divisions and multiple sites across different counties in the UK. Each site could potentially have a manager and need for a separate Parent Group/ Division.
Getting There
So, the first thing you need to do when setting up a customer’s access is to create a Parent Group and Division.
You can do this by heading over to the Records module from the menu bar and selecting Customer & Site Records.
This is where you can view all your registered customers.
You can edit an existing customer from the Action Tray or create a new one with the add button.
Doing this will open the Customer Details section, where you can add and update information.
You can find the Parent Group and Divisions field in the Account Details area.
To edit them, click on the ellipsis.
A new window will open, showing you all the current parent groups and divisions for that customer.
Create a Parent Group and Division
Here, you can edit an existing one or add a new one.
To edit an existing one, click on the Action Tray and select the edit icon.
A window like this will open, allowing you to edit or create a new division.
If you want to add a Division to the Parent Group, fill in the Division field, click save, and you are set.
Should you want to add a parent group, click the ellipsis and then the Add button.
In the text field, type in your new parent group and click Save.
The new parent group is added to the list.
Click on the name, add a division and click Save.
You can create as many divisions for a parent group as you wish!
Click on the parent group you want to assign, and it will take you back to the Account Details page.
You have successfully created a Parent Group and Division!
Managing your Web Portal Users
If you need to manage your Web Portal users, this is where it's done.
Head to User Settings.
Then, click on the Web Portal User Management tab.
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From here, you will land on the User Management tab, where you can add and edit users.
Portal access is provided by creating ‘User Groups’; you need to specify which customer accounts and sites are visible by selecting the parent groups and divisions that the user group can access.
Create Web Portal User Group
Getting There
The next step is to create a Web Portal User Group.
To do this, head to User Settings via the My Account menu.
Then, click on the Portal Access Group Management tab.
From here, you can select a Group from the list.
Alternatively, you can create a new one with the Add button.
This will open the Add Portal User Group window.
Create a Web Portal User
Now that you've set all those details up, it's time to create a Web Portal User.
You can add a new User with the Add button or edit an existing one via the Action Tray.
Fill in the details and assign a User Group using the ellipsis.
A notification will pop up confirming your new user has been added to the system.
Once the user is created, the email address assigned to them will receive an account created notification. They will then have to copy the link into Google Chrome and select forgot password. They will be emailed a code to enter, then their new password will be sent to them.
You have successfully created a Web Portal User!
Message Management
The Message Management section allows you to send messages to your Web Portal Users.
You can create a new message with the Add button.
In the window, enter your message name and define how it will be sent.
Global Message: This sends a message to every Web Portal users.
Access Group Specific: This will limit the message recipients to specific Access Group(s).
Use the ellipsis to select the desired group.
Type your message.
Save it.
A confirmation message will show.
Click Yes and you are all done.
Congratulations! You have created a Web Portal Message.
Create a Parent Group/ Division
To do this, select the Parent Group / Division box and then select the Parent Group option.
Select the add option to create a parent group, and then select the group you created.
Next, enter a division name and click ‘Save’ to create the parent group/division.
This field can be assigned to any other customer, and is a way of grouping customers so that web portal users can access multiple customers/sites within their portal if you wish to do so.
Assign them to customers
Assign the new Parent Group / Division Once the group has been created, assign it to the customer and save your changes.
Create Web Portal User Groups
Go to My Account.
User Settings.
Go to Web Portal User Management.
Select Portal Access Group Management
Add a Group To add a group,
Select the Add option and assign the fields that are prompted.
When creating a group, you need to define access rights including what sites can be viewed within that group and what actions a user can take. In step 3 below, you will then create the users and assign them to your user groups that you are creating in this step.
PRO TIP: Make sure that you complete all three tabs. And click ‘Save’ at the bottom of each tab before moving on.
Create web portal users and assign them to a user group
Create Web Portal User Groups
Create Web Portal Users Navigate to Web Portal User Management
See step 2 for more information on how to reach this page.
Select User Management Create User Select the Add option and create the user.
Assign Access Rights
Note: You will need to assign the user to a User Group.
Once the user has been created, they will be privately emailed their password from Service Geeni.
For further detail on information to send to your Customer about the Web Portal (link)
The email will look similar to the below.
You will not have access to this password.
The link to the web portal will be your Service Geeni URL/WebPortal/
For example, if your Service Geeni link is keycomputers.servicegeeni.com; your web portal link will be keycomputers.servicegeeni.com/webportal/
Provide the web portal link to the user, and tell them that their password has been sent separately.
We would also suggest that you advise customers to use Google Chrome for the web portal as we do with the main system.
Once they have received the Email - they can click on the link, and go forgot password.
Congratulations you have now setup your Customer with access to your portal.