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Client Portal

Give contacts secure access to their sales documents and progress

On this page

The client portal gives an invited contact a simple place to view progress and customer-visible sales documents. The portal currently contains Home and Documents.

If the client portal is enabled for your organisation, staff can grant or revoke access separately for each contact on a lead or customer.

What customers can see

Home can show the customer’s current proposal or choices, the next action, recent documents, and progress stages when that information is available.

Documents lists eligible current sales documents shared with that contact’s lead or customer record:

  • proposals that have been sent, viewed, accepted, or moved to contract;
  • current contracts that have been sent, viewed, or signed; and
  • contract variations that have been sent or signed.

Draft documents are not shown. Earlier sales documents are not shown in the client portal. Staff can continue to manage those documents through Neptune’s existing contract and variation pages.

Each listed document can show its type, ID, status, relevant date, and total. The customer clicks View to open the secure customer-facing document in a new tab.

Grant portal access

  1. Open the lead or customer.
  2. Find the contact in the contact list or sidebar.
  3. Open the contact’s actions menu.
  4. Choose Grant portal access.
  5. Wait for Portal access granted.

The contact must have a valid email address. After access is granted, their status shows Not signed in until they complete their first sign-in, then Has access.

Access is granted per contact and per lead or customer record. Grant access only to people who should see that record’s customer-facing information.

Customer sign-in

  1. The customer opens the portal.
  2. Under Sign in to your documents, they enter the same email address saved on their contact.
  3. They click Email me a sign-in code.
  4. They enter the six-digit code from the email.
  5. They click Sign in.

The code expires in 10 minutes. The customer can choose Request a new code or Change email if needed. If the email has access to more than one lead or customer record, Neptune asks the customer which one to open.

For privacy, the sign-in screen uses the same response whether or not an email has portal access. Staff should check the contact’s access status in Neptune when helping a customer.

Revoke portal access

  1. Open the lead or customer.
  2. Find the contact and open its actions menu.
  3. Choose Revoke portal access.
  4. Confirm with Revoke.

Revocation removes that contact’s access to the selected lead or customer record.

If you change an email address for a contact who has portal access, Neptune asks Remove client portal access? Saving the new email removes the existing access. Grant access again after the new email has been saved.

If a contact is removed before access is revoked, Neptune warns that a removed contact still has portal access and provides a Revoke button. Use it promptly.

Help a customer who cannot sign in

Check the following:

  1. The client portal is enabled for your organisation.
  2. The contact has a valid email address.
  3. The contact’s status is Not signed in or Has access.
  4. The customer entered the exact email saved on the contact.
  5. The customer is using the newest six-digit code and it is less than 10 minutes old.
  6. Access was granted for the correct lead or customer record.

If the access list could not load, click Try again before granting or revoking access.

Common issues and limits

  • Grant portal access is unavailable: Add a valid email address to the contact and confirm that the client portal is enabled for your organisation.
  • The customer did not receive a code: Confirm the saved email, ask them to check junk mail, then use Request a new code.
  • The code does not work: Use the newest code. Codes expire after 10 minutes.
  • The customer sees No portal access: Confirm that access has not been revoked and that they used the email saved on the invited contact.
  • A document is missing: Drafts, earlier sales documents, and documents that have not reached an eligible customer-visible status do not appear.
  • A contact sees the wrong record: Access is tied to a specific lead or customer. Revoke the incorrect membership and grant access on the correct record.
  • Changing a contact email removed access: This is expected. Grant portal access again using the saved new email.
  • The customer wants to upload files or message staff: The portal currently provides Home and Documents only.