How to manage the Customer Portal in Freightools

The Customer Portal allows your customers to access their shipments, documents, and company data directly in Freightools.
This guide explains how to configure the portal and manage customer access.

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1. Configure the Customer Portal in Your Company Settings

Before granting access to any customer, you must configure the portal at company level.

Step 1: Access Portal Configuration

1. Go to the Main Menu.
2. Navigate to User.
3. Open the Portal Configuration section.
4. Define the relevant settings according to your company policy.

This step ensures your company is technically ready to provide portal access.

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2. Enable Portal Access for a Specific Customer

Portal access is granted per customer (partner).

Step 1: Set Up the Partner as a Customer

1. Open the relevant Partner record.
2. Check the box Enable Customer Portal.
3. Make sure the partner’s main email address is filled in.
4. Save the record.

Without these settings, portal invitations cannot be sent.

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3. Add the First Customer Contact (Portal Admin)

The first contact added becomes the Partner Contact Admin.

Step 1: Add the Contact

1. In the Partner record, go to the Contacts tab.
2. Click Add Contact.
3. Enter the contact details.
4. Save.

Step 2: Send Portal Invitation

1. Click Send Invite.
2. Enter the partner’s main email address for verification.
3. Confirm.

Once the contact opens the company in Freightools through the invitation link, this user becomes the Partner Contact Admin.

Role of the Partner Contact Admin:

• Manages additional portal users.
• Approves new user access requests.
• Can assign roles within the customer’s portal.

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4. Adding Additional Customer Contacts (Two Methods)

After the first user is active, additional contacts can be added in two ways.

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Option A: Added by You (From Freightools)

1. Go to the Partner record.
2. Open the Contacts tab.
3. Add a new contact.
4. Click Send Invite.

Important:

• The invitation is sent for approval to the Partner Contact Admin (the first invited user).
• The admin must approve the new user before access is granted.

This method keeps full control on your side but requires admin approval.

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Option B: Added Directly by the Customer (From the Portal)

The customer can manage their own team from within the portal.

Steps inside the Customer Portal:

1. Click the User icon.
2. Select Company Profile.
3. Click Edit Company Profile.
4. Go to the Team tab.
5. Click New User.
6. Select the role:
   • Partner Contact
   • Partner Contact Admin
7. Send the invitation.

This method gives the customer autonomy in managing their internal users.

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5. Understanding Portal Roles

Partner Contact

• Standard portal access.
• Can view and interact based on portal permissions.
• Cannot manage other users.

Partner Contact Admin

• Full company-level portal access.
• Can approve users.
• Can add new team members.
• Can assign roles.

For most customers, it is recommended to limit the number of Admin users.

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Recommended Workflow

1. Configure portal settings at company level.
2. Enable portal on the Partner record.
3. Add the first contact (becomes Admin).
4. Allow the customer to manage additional users internally when possible.

This ensures:

• Controlled onboarding.
• Clear role ownership.
• Reduced administrative workload for your team.