Setting Up Portal Users
Create client portal logins, choose each user's portal role and tick the sites they look after, from the agency console or the client dashboard.
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Overview
Two places to do it, the same rules.
Before you start
- Agency console: Admin or super admin (the Coordinator and Payroll presets do not include Portal users).
- Client dashboard: a tenant admin (client admin).
- The client and its sites already set up. Sites are added under Sites > Locations.
- An email address for each person. Each email can have only one portal login.
A portal user belongs to one client. Their portal role decides what they can do, and their ticked sites decide what they can see. Get both right before you send the login.
On a client with more than one site, a user with no site ticked sees nothing: no timesheets, workers or charges. Always tick the sites they look after.
Agency Console
For the agency's admins.
Agency console: Clients > Portal users.
Fill in Add Portal User
On the left, choose the Client, then enter the Full Name, Email and a Password of at least 8 characters. Click Create Portal User.
Set the role and sites
New users start as Approvers. If the client has more than one site, the page opens the new user straight away with a warning. In the Role and sites box, choose the Portal role, tick the sites under Sites and click Save access.
Check the list
The Role and sites column shows the role and how many sites are ticked, for example "Approver, 2 of 4 sites". "No site ticked (sees nothing)" means you still need to tick sites. Click Edit on a row to come back to it.
Send the login
TempClock does not email the login. Send the person the sign-in address /portal/login.php on your TempClock address, their email and password, and the getting started guide.
Client Dashboard
For a client admin who manages their own users.
Client dashboard: Setup > Portal users.
Fill in Add Portal User
Enter the Name, Email and Password (at least 8 characters), and choose the Portal role. Click Create User.
Tick the sites
If you have more than one site, the page opens the new user's Access form straight away with a warning. Tick the sites they look after and click Save access. To change it later, click Access on their row.
Check the list
The Role, Sites and 2FA columns show what each user can do and see, and whether two-factor is on.
Roles and Sites
What each choice means.
| Portal role | What they can do |
|---|---|
| Approver | Approves and disputes timesheets, requests workers, sees charges. |
| Supervisor | Raises disputes and requests workers. Cannot approve or see charges. |
| Viewer | Can look at timesheets and attendance. Cannot change anything. |
| Client has | With no site ticked | With sites ticked |
|---|---|---|
| One site | Sees that site. Saving ticks it for them, so they keep it if a second site is added later. | Sees that site. |
| More than one site | Sees nothing, and every page says "Your account is not linked to a site yet". | Sees only the ticked sites. |
| No sites yet | Sees nothing until sites are added and ticked. | Not possible yet. |
Sites added to a client later are not ticked for anyone automatically. Changes to the role or sites apply on the user's next page, with no need to sign out.
Passwords, 2FA and Deactivating
Keeping logins under control.
| Task | Agency console | Client dashboard |
|---|---|---|
| Set a new password | Edit, type a new Password, Save Changes. The user is signed out everywhere. | Password on the row, then Reset. |
| Reset two-factor | Edit, then Reset this user's 2FA in the Two-factor authentication box. | Reset 2FA on the row (shown only when 2FA is on). |
| Stop access | Deactivate on the row. Activate brings them back. | Deactivate on the row. Activate brings them back. |
| Move to another client | Edit and change the Client. Their old sites are cleared and they are signed out. | Not available. |
After a 2FA reset, the user sets two-factor up again at their next sign-in. A deactivated user is signed out at their next page and cannot sign in. Nothing is deleted.
A super admin can make two-factor compulsory for client portal users from a set date under Setup > Security & 2FA in the agency console. Users get a countdown banner first, then must set it up before they can continue.
Send a Notice to Portal Users
A message on their portal bell.
Agency console: Clients > Portal notifications (Admin or super admin). Client dashboard: Setup > Portal notifications (managers and admins).
Open the form
Click Send Notification. The Send Portal Notification box opens.
Write the notice
In the agency console, pick the Client. Enter a Title and Message, choose the Type, and add a Link (optional) to a portal page, for example timesheets.php.
Send it
Click Send Notification. Every active portal user of that client sees it on their bell. Nothing is emailed.
Troubleshooting
The usual first-week problems.
| Problem | Why, and what to do |
|---|---|
| The user sees an empty portal | No site is ticked on a client with more than one site. Tick their sites and click Save access. |
| "A portal user with this email already exists." | Each email can have one portal login across all clients. Use another email, or edit the existing user. |
| The user cannot see charges or request workers | Check the role. Charges need Approver; requesting workers needs Approver or Supervisor. |
| You cannot see Portal users in the agency console | Your access level does not include it. Ask a super admin. |
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