Grant access to the Contractor Portal

Learn how to give your contractor members access to your Contractor Portal. You need the Contractor Manager user role to access these settings. 

How it works

To give contractor members access to your Contractor Portal, you'll need to assign them the Portal User role and send them a login permission email. You can add as many portal users as you want, either by assigning them the role in their profile or by adding them to the Portal Users tab in the Portal Administration screen.

Make sure both the organization and member profiles are active before you grant a contractor access to the portal.

Login permission status

Track who has access to your portal by checking the login permission status of a member in either the Members screen or the Portal Users tab. Each status represents a different stage the member is at with their permission:

  • New - The member has the Portal User role but has not been sent a login permission email.
  • Incomplete - The member has the Portal User role but doesn't have an email address entered in OnLocation.
  • Active - The member has access to your portal and is using it.
  • Activated - The member has set up a password but has not yet logged into the portal. 
  • Pending - The member has been sent a login permission email but has not set up a password.

Invite a member from the Portal Administration screen 

To add a member as a portal user:

  1. Go to Tools > Contractor Manager
  2. Select Portal Administration from the menu on the left side. 
  3. In the Portal Users tab, click Add Portal User.

    Add-portal-user.png
  4. Enter the member's name into the search field, then select the member's name from the list.
  5. Click Add Portal User.

    Add-portal-user-confirm.png
  6. Select the member(s) you want to send login permission to using the checkbox(es) on the right.
  7. Click Run an Action, then select Send Login Permission Email.
  8. Click Run Action.

    Add-portal-user-email.png

The chosen member/s will be sent an email prompting them to set up a password and log in to your Contractor Portal.

You can remove login permission and the Portal User role type by clicking Remove next to their name in the Portal Users tab.

Invite a member from the Members screen 

Before you can send login permission emails from the Members screen, each member will already need to have the Portal User contact role type assigned. 

To invite a member: 

  1. Go to Tools > Contractor Manager
  2. Select Members from the menu on the left side. 
  3. Click View Columns, then select Portal Login Status
  4. Select the checkbox next to the members with the New status that you'd like to invite.
  5. Click Run an Action, then select Send Login Permission Email for Portal Users.
  6. Click Run Action.

    Members-send-login-permission-portal.png
Next step: To help your users find their way around the portal, send them a link to the Contractor Portal Help Center articles.