Web Portal Management
The Customer Web Portal is Service Geeni's way of allowing your customers to access your system. If you need to manage your Web Portal users, this is where it's done.
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 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 a need for a separate Parent Group/ Division.
So, the first thing we 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, and to edit them, click on the ellipsis.
A new window will open showing you all the current parent groups and divisions for that customer.
Here you can edit an existing item 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!
Create Web Portal User Group
The next step is to create a Web Portal user Group from the Portal Access Group Management tab.
Click Add to create a new User Group.
In the editor window, fill in all the fields.
Group Name: Give a Group Name.
Parent Group Access: Click on the ellipsis and select.
Division Access: Click on the ellipsis and select Division/s. Here, multiple divisions can be chosen.
Choose the options you want and click Select to confirm.
Customer Account Access: Click on the ellipsis and select
Once selected, click Select.
Site Access: Click on the ellipsis and select.
Pick the ones you want, then click Select to save the selection.
Once all options have been set, click Save to save the User Group.
KPI/Report Access
Now you can provide your customer access to the KPIs and reports through the Portal.
Depending on which modules have been enabled on your system, the following options are available:
Title | KPI Options |
Dashboard | Open Breakdowns |
| Today's Jobs |
| LOLER Jobs Due |
| Outstanding Jobs |
| Services Due |
| Equipment VOR |
| PPM Services |
| Equipment Availability |
| Repair vs Service Hours |
| Spend Summary |
Customer Specific KPIs | Completed Service Visits Portal KPI |
| Equipment Open/Rejected Quotes Portal KPI |
| Equipment In Service Portal KPI |
| First Time Fix Calls Portal KPI |
| Most Expensive Equipment Portal KPI |
| Open Calls Contract Equipment Portal KPI |
| Quotes Overview By Status Portal KPI |
| Service Calibrations On Time Portal KPI |
Equipment | Equipment Overview |
Finance | Equipment Deal Invoices |
| Hire Contract Invoices |
| Job Invoices |
| Service Contract Invoice |
| Service Contract Invoices |
| Sales Order Invoices |
Contract | Service Contracts |
| Hire Contracts |
Quotes | Active Quotes |
| Historical Quotes |
Jobs | Current Jobs |
| Historical Jobs |
Access Rights
Here you can choose what your Customer can and cannot do using the Web Portal.
Category | Access Right |
Customer Details | Request a change to the Account |
Equipment | Update Clock Hours |
| View Equipment Documents |
Invoices | View/Download Invoice Document |
Jobs | Raise a Job |
| View Job Documents |
Quotations | Request a Quote |
User Details | Request changes to User details |
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, and 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 push out messages to all your Web Portal users. You can edit an existing one or create a new one.
You can create a new message with the Add button.
Enter your message name, and define if this message will be sent globally, so a message is sent to every Web Portal user, or to specific groups.
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.
Deleting a User Group
To delete a User Group, you first need to remove any allocated users, if any.
To do this:
Go to User Management.
Then, head to Web Portal Management.
Click on the user who has the user group allocated to them.
