Set up the client portal
The client portal is your customers’ own door into Florio: their service requests, what the
technician found and proposed, their invoices with Pay now, the card on file, their plans,
their sites and equipment, and the documents you keep for them. It runs on its own address
(for example my.yourcompany.com), and nothing on it reaches a customer until you switch it on.
Switch it on and choose what it shows
Go to Admin › Client portal. The card is a set of switches, saved one at a time:
- Portal on makes the address answer. Off, the page says the portal is closed.
- Display name and welcome line are what customers see at the top. The brand, the logo and the colour come from Admin › Branding; nothing to set twice.
- Support holds the phone, hours and email shown on every page.
- Modules: Service, Request service, Findings, Billing, Plans, Sites and equipment, Documents, Messages, People. A module that is off disappears from the menu and from the address bar. Messages starts off.
- People: who may sign themselves up (known contacts, or contacts and anyone at a company domain you own), the role they get, and whether a client’s own admins can invite.
- Money: Pay invoices, Approve findings in the portal, Manage cards, Bank debit, and whether the card surcharge is waived when they pay by bank. The surcharge itself comes from your QuickBooks settings.
- Service: whether a request needs photos, asks for preferred days, and offers the device picker.
- Visibility: parts on order (names only), the technician’s photo, equipment components.
- Plans: for each plan, what is included (one line per item) and inspections per term, which drives the meter customers see.
Invite the first people
Open the client and find Portal access under the People card. Invite by email with a role:
- Admin can do everything on the account, including inviting colleagues.
- Approver can approve findings and open the pay sheet.
- Billing can pay invoices and manage cards, but not approve work.
- Member can see requests and ask for service.
Scope a person to some of the client’s sites when they should not see all of them. The invitation email carries a link that works once. A person whose email is already a contact on the account can also sign themselves up from the portal’s sign-in page.
View as opens the portal exactly as that person sees it, read-only, for thirty minutes. Use it when someone calls about what they are looking at. Every look is in the activity log.
Keep documents for a customer
Under Documents for the customer on the client, upload the files they ask for every year: a certificate of insurance, a W-9, a signed agreement. Give each a title and, where it applies, a valid-until date. Customers download them from the portal’s Documents page without calling.
On a service request, any attachment can be shown to the customer: switch Visible to the client on the file in the Attachments panel. Reports, manuals and photos are the usual ones; nothing is visible until you say so.
What they can and cannot change
Customers manage their own profile and notification preferences, their cards, and (admins) their people. Sites, addresses, contacts and plans stay yours to edit; the portal shows a Contact us note where a change needs a conversation.
When money is on
Before customers pay in the portal, check with whoever set up Florio that the Stripe webhook is listening for payment events on your app address, that your portal address is registered for Apple Pay, and that QuickBooks is connected. A customer paying by bank sees Payment pending until the debit settles, usually two to four business days, and the invoice posts to QuickBooks only then.