Give a Customer Their Own Portal

Self-Service for Your Regulars

The customer portal is a private, password-protected page where one of your customers can see their own invoices, pay what they owe, look at their job history, and send you a new work order. It carries your shop's logo and name.

It's on both plans. Owners, managers, dispatchers, and front desk can send portal links.

This is not your online store. The store is public and sells parts to anyone. The portal is one login per customer record, for people you already work with. Property managers are the ones who'll actually use it.

Sending the Link

Open the customer, or find them on the Customers list.
Tap Send Portal Link (on the list it's the Portal Link action).
Confirm.

The customer gets a text, and an email too if they have both on file, with a link. The first time they open it, they confirm the email address on their record and we send them a second email with a button to set their password. After that they just log in.

You can send to several customers at once by selecting rows on the Customers list. If some of them have no email address, KeyBolt tells you how many it skipped and why, rather than sending a link that can't be completed. The customer's page also shows a QR code for the portal, which is handy on an invoice or a van magnet.

An email address on the record is required to set up a portal login. The password is set from a link we email, so we know the account is going to the right person. Because of that, KeyBolt won't send a portal link to a customer who has only a phone number and no login yet: it tells you to add an email first, rather than texting a link that dead-ends at the sign-up page. Add it on their record and send again. Customers who already have a login are unaffected.

What They Can Do

See their balance. If they owe you, it's the first thing on the page.
Pay an invoice. Their unpaid invoices each get a Pay Now button, paid by card on your own KeyBolt invoice page.
Look back at their jobs. Their recent job history: type, status, date, address.
Send a work order. A form with what they need, the address, an emergency tick box, and notes for the tech.

They see only their own records. Nothing about your other customers, and none of your shop's numbers.

Their Work Orders Become Jobs

A request sent from the portal comes straight into your queue as a scheduled job and notifies your dispatcher. That's different from the public Request a service form, which arrives as a lead in your Inbox to triage. The portal is for customers you've already decided to work with, so KeyBolt trusts it further.

Links Expire

A portal link is good for 30 days. Sending it again pushes the expiry out. If a customer says their link is dead, just send another one.

Archiving a customer kills their login, permanently. When you archive a customer, their portal account is deleted, not paused. This is deliberate: a property manager you've parted ways with shouldn't keep self-service access to your records. Restoring the customer does not bring the login back. You have to send a fresh portal link and they'll set a new password.

Add Customer Records Save a Customer's Job Sites Add the People at a Business Customer Store Key Codes Securely Seeing Key Codes in the Field Property Manager Tracking Import Customers Keep a Customer's Paperwork on File

Still need help? Contact us and we'll respond within 2 business days.