Summary
Portals have two types of users: Internal Users (you and your colleagues - corresponding to the Planhat "User" model) and External Users (individuals who are your customers or prospects - corresponding to the Planhat "End User" model)
Within each specific Portal, you go to the "Portal Settings" in the bottom left; and then in the "Internal Team" and "External Users" tabs, you can add and modify Portal users
You can also manage External Users more generally within the "Users & Roles" part of the Portal Manager (one of the Global Tools for admins)
Who is this article for?
Planhat users setting up or managing Portals for Companies
For example, you could be a CSM configuring Portals for your customers, or a Salesperson configuring Portals for your prospects
Series
This article is part of a series on creating Portals:
Adding and managing Portal users ⬅️ You are here
Article contents
Introduction
You configure who can access each individual Portal, so only the appropriate people have access, at the appropriate time, and each person has the right access level.
There are two types of users within Portals:
Portal "Internal Users" are individuals accessing the Portal who belong to your organization - you and your colleagues
This corresponds to the Planhat "User" model
Portal "External Users" are individuals accessing the Portal who belong to organizations that are your customers or prospects ("Companies" in Planhat)
This corresponds to the Planhat "End User" model
For each individual Portal (i.e. a Portal belonging to a particular Company), you will find that:
some Internal Users are automatically given access (based on who created/generated the Portal, and what the access levels are for the Portal Template (if one has been applied))
no External Users are automatically added
In this article, we talk you through how to add and remove these different types of users in a Portal. In both cases, you can view and edit the users in the "Portal Settings" accessed in the bottom left of each individual Portal.
Adding Internal Users
You can add Internal Users to a specific Portal via the the "Internal Team" tab of its "Portal Settings", which you can find in the bottom left of each Portal. Here you can also see which Internal Users already have access, and what levels of access they have.
If you created (generated / "span up") the Portal, then you are automatically an Internal User who's the "Owner" of the Portal. You may also see additional Internal Users automatically listed here, based on their access level to any Portal Template applied (e.g. compare the screenshots above and below).
To add (invite) more Internal Users, use the dropdown menu / search box to select the additional teammates.
You can choose whether you want to make people Viewers or Editors. Give "Editor" access if you would like these Internal Users to be able to add/edit Sections within the Portal.
Adding External Users
Staying in the Portal Settings, to view and add External Users, click on the "External Users" tab.
When you first create a Portal, it won't have any External Users automatically added, which gives you the opportunity to build/edit the Portal first and then only invite customers/prospects to access it when you are ready.
To add External Users, click on "Add External User" in the top right. This will open up a modal where you can select an End User belonging to the Company that that specific Portal is for.
You can only select/add one End User (External User) at a time, as there are elements to configure for them (as shown in a later screenshot). After you have selected your chosen individual, click "Next".
Now you can choose whether to save them as activated or deactivated, and whether you would like to send them an invitation email. You can also assign an External Role, and enable notifications (coming in future).
🚀 Tip
Once activated, End Users can log into the Portal by going to the Portal URL, inputting their email address, and receiving an authentication code via email. The authentication code can only be used once, and expires after a set amount of time.
Managing External Users
You can view and manage End Users who've been added to the Portal (i.e. External Users) via the same "External Users" tab within Portal Settings.
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To deactivate an External User, you can simply click on the "Active" toggle switch (to go from orange/enabled to gray/disabled).
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To delete an External User from the Portal, select them using the checkbox on the left, click on the ellipsis symbol (three dots), and click "Delete".
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🚀 Tip
It's also possible to manage External Users in the Portal Manager (in the "External Users" tab of the "Users & Roles" section). Here you see all your External Users (belonging to multiple Companies/Portals) rather than one specific Company Portal.
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