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Client Portal

The Client Portal provides your clients with an easy-to-use web dashboard where they can view their staffing projects, submit staff requests and monitor real-time progress.

Contact our Customer Success team to activate the Client Portal add-on for your Workstaff account.

Setting up the add-on​

After purchasing the Client Portal add-on, go to Settings > Addons to enable it on your account.

Then click Configure to manage the portal settings:

  • Update the Organization name and the subdomain if needed
  • Decide whether clients can order staff
  • Select which skills clients can choose from among the skills already active on your Workstaff account

If you need to create new skills before configuring the portal, see Creating Skills.

Enabling access for a client​

  1. Go to the Clients section and click on the client name for which you want to enable the portal.
  2. Under Portal, click on Enable access for this client.

A unique link will be generated for this client, allowing them to join and connect with your organization. Once the client connects for the first time, their portal status will automatically change from Invited to Active.

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Click on Send link by email to generate an email template that you can send to your client to invite them to join.

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You can share this PDF guide with your client to help them get started with the Client Portal.

Managing Portal access​

You can manage existing portal access directly from the Client Portal section in Workstaff.

  1. Go to Client Portal.
  2. Open the Clients tab.
  3. Click Manage access for the client you want to review.

From there, you can see the list of portal users who have created access to the Client Portal for that client.

You can then:

  • Deactivate an existing access
  • Reactivate an existing access

Customizing the skills available to a client​

By default, each client can choose from the skills selected in the add-on configuration when they submit a staff request. You can offer a different set of skills to a specific client:

  1. Go to Client Portal and open the Clients tab.
  2. Click Manage access for the client you want to configure.
  3. In Portal Settings, select the Skills the client can choose from.
  4. Click Save.

You must select at least one skill. To use the skills selected in the add-on configuration again, open the menu in the Skills section and click Reset to defaults.

Managing mandates​

When a client submits a new mandate request, an email notification will be sent, and the request will appear in the Mandates section under the Mandates to Review list. Click Review to check the information provided by the client, then choose to Accept or Decline the mandate. If the mandate is accepted, a project will be automatically created for fulfillment.

As long as the mandate request has not been approved, the client can still edit it in the Client Portal, for example to request more staff.

Once the mandate request is approved, the client can no longer modify it. If they need more staff after approval, they can submit a new request from the existing project. Once accepted in Workstaff, that new request creates a new schedule within the same project.

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If the client ends up needing fewer staff, the best option is to use the internal messaging system to contact the project manager.

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It is possible to enable the auto-accept mandate option for clients. When this option is enabled, all new mandate requests are automatically accepted upon creation, without requiring manager approval.

Sharing information with a client​

Sharing a project​

To share a project with a client that is not linked to a mandate:

  1. First, ensure the client is associated with the project. This can be done during the project creation process or later in the project settings.
  2. Next, go to the project settings, navigate to Portal, and click on Share with client.

Updating sharing options​

To update the sharing options for a client:

  1. Go to Client Portal and open the Clients tab.
  2. Click Manage access for the client you want to configure.
  3. Open Sharing Options.

Under General options, enable Show full staff names? to share each staff member's complete last name with this client. When this option is disabled, the client sees the first name and the initial of the last name instead, for example, John D. rather than John Doe.

The following Project defaults are also available:

  • Hide staff profile pictures
  • Share confirmed team immediately
  • Share time report
  • Share publicly

The project defaults apply to future projects shared with this client. You can also adjust these options for a specific project from its settings. The option to show full staff names applies to the client as a whole and cannot be changed for an individual project.