Sharing one login and password across your team is risky and makes audits impossible. The client portal supports sub-users, so your accountant, IT staff and managers each get their own login with only the permissions they need.
Inviting a sub-user
- Log in as the account owner and open User Management from the profile menu.
- Click Invite New User and enter the email address of your colleague.
- Choose All Permissions or, better, Choose Permissions and tick only what the person needs.
- Send the invite. The user receives an email, sets a password of their own, and can then log in to your account.
Suggested permission sets
- Accountant: view and pay invoices, view quotes, manage payment methods. No access to products or tickets.
- IT staff: view products and services, open and reply to tickets, view domains. No billing access.
- Operations manager: tickets plus service details, useful for TrueStock coordination during audits.
- Director or owner: full access, kept to as few people as possible.
Good hygiene rules
- Review the user list every quarter and remove people who left the company the same day they exit.
- Never share one login between two people. Invites are free, so create separate users.
- Encourage every user to enable two-factor authentication from their own security settings.
- The account owner email receives critical notices, so keep it on a company mailbox rather than a personal one.
Troubleshooting
If an invited user does not receive the email, ask them to check spam and confirm the address, then resend the invite. If a user cannot see a section, the missing permission is almost always the cause. For anything else, open a support ticket and we will help.
