Creating Portal Users
Step-by-step guide to creating and managing Timesheet Portal logins for your end clients.
Overview
Why create portal users for your clients.
Portal users give your end clients self-service access to their own timesheets, reports, and safety data. Instead of your clients calling or emailing you every time they need to check hours or see who is on-site, they can log in to the Client Portal and find the information themselves.
You create and manage portal user accounts directly from your manage portal — there is no need to contact anyone else. Each portal user gets their own login, and they can only see data that relates to their client account. Your pay rates, margins, and other clients' data are always hidden.
Gives your end client a read-only login to view their timesheets and reports
More > Settings > Portal Users in the manage portal
Any user with the Admin role in the manage portal
Less than a minute per user
Giving clients portal access often reduces the number of timesheet queries you receive. Clients can check hours, approve entries, and view reports at any time without waiting for you to send them.
Open the manage portal
Log in to your TempClock account at /manage.
Click More in the sidebar
In the left-hand sidebar, click More to expand the additional menu options.
Go to Settings
Click Settings to open the settings area.
Click Portal Users
Click Portal Users. You will see a list of all portal user accounts you have created, along with their status (active or deactivated).
Add a Portal User
Create a new portal login for your client.
Click "Create Portal User"
On the Portal Users page, click the + Create Portal User button in the top-right corner. This opens a short form.
Enter the client contact's name
Type the full name of the person at your client's company who will be using the portal. This is usually an operations manager, site manager, or HR contact.
Example: David Thompson
Enter their email address
Type the client contact's email address. This is what they will use as their login username.
Example: david@acmemanufacturing.co.uk
Set a password
Create a password for their account. Choose something strong — at least 8 characters with a mix of letters and numbers. You will share this with your client separately.
Click Create
Click the Create button. The portal account is created immediately and appears in your list. Your client can now log in using the credentials you just set up.
After creating the account, share the login details with your client:
/portal/login.php — this is where your client will log in
The email address you entered on the form
The password you set — share this securely (see Tips below)
For security, send the portal URL and the password in separate messages. For example, email the login link, then share the password over the phone or via a messaging app.
Manage Existing Portal Users
Reset passwords, deactivate, and reactivate accounts.
Once you have created portal users, you can manage them at any time from More > Settings > Portal Users.
Reset Password
Click Edit next to a portal user, then enter a new password and save. Share the new password with your client.
Deactivate
Click Edit, then toggle the account to Deactivated. The user will not be able to log in until you reactivate them.
Reactivate
Click Edit on a deactivated user, then toggle them back to Active. They can log in again immediately with their existing credentials.
Edit Details
Click Edit to update the portal user's name or email address. Changes are saved immediately.
When a client contact leaves their company, deactivate their portal account straight away. Then create a new account for their replacement rather than sharing the old credentials.
What Portal Users Can See
What your clients will have access to in the portal.
When a portal user logs in, they see a streamlined dashboard with data specific to their client account. Here is what is available to them:
Portal users cannot see:
Your commercial information is always protected. Portal users only see charge rates (what you bill the client), never pay rates (what you pay the worker).
Tips & Best Practices
Get the most out of portal user management.
For a full overview of the Client Portal and everything your clients can see and do, read the Setting Up Portal Users guide.
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