Setting up and Managing TimeTrak Client Portal Logins

January 29, 2021 General,Whitepapers,

Does your company use the TimeTrak Client Portal to provide your customers with the ability to create and manage their service requests?

This whitepaper will take you through managing Client Portal users and setting up a new Portal user.

Setup of Client Portal users and accounts is in the TimeTrak Administrator Console.

In TimeTrak 3.2, this is found via TimeTrak Add-Ins, TimeTrak Client Login as per below:

In TimeTrak 4.0, this is now on the main control screen on the left hand side, as per below:

Setup Portal Groups

A Portal Group sets the task defaults and permissions for the client, as well as the task layout.

E.g.: Specify whether the client / user can add or edit tasks as well as add or edit contacts against their debtor account.

Select Portal Groups in TimeTrak Client Portal settings to configure Group Name, Permissions and other information required for a Portal Group.  

If a Portal Group has “Show Time Entries” enabled against it as per below, when an account which is assigned to this Portal Group reviews a task with time entries against it in the Client Portal, there will only be the user name and date of the time entry in the History tab.

Client Portal View

If the job also has “Time Entry hour values visible on Task Log” enabled, as per below, task logs will display with hour values and exact times in the History tab of the Client Portal.

View existing clients and add new clients

On the Clients tab, you can see accounts that are already setup to have Portal access, what Portal Group the account is assigned to, and finally which contacts against those accounts have been issued with a login to the Portal.

TimeTrak Client Portal logins are based on Contacts in MYOB Exo and can have access to numerous accounts, as long as they have been assigned to the debtor account in MYOB Exo.

If a contact is assigned to numerous accounts and these accounts are setup to have jobs visible in the TimeTrak Client Portal, when the user logs in they will be able to select which account’s tasks they are looking at by selecting the account from the Current View drop down.

To add a new client and provide Portal access, select Add from the Client tab. Search or select the debtor account you wish to have access to the Portal.

Select the Portal Group the account will be assigned to.

On the jobs tab, all active jobs that are against this account will be displayed.

The Default Job

Each client must have a default job specified.

This can be done by selecting the job and clicking the “Set as Default” button which will make the default job bold as per below:

Which jobs are visible

You can specify which jobs (and their tasks) are visible in the Portal.

This is based on the Visible column, as per below, that can be enabled by selecting the job and clicking the Edit button or double clicking the job and ticking on “Allow Customers to view Tasks created for this Job”.

Which jobs the client can create tasks against

This is based on the Add Tasks column, as per below. This can be enabled by double clicking on the job or selecting the job and clicking the Edit button, then ticking on “Allow Customers to create new Tasks for this Job”.

Send Copy of Customer Task Emails to Job Manager

If this is enabled, the Job Manager email address will receive notification emails for tasks logged via the Portal against this job.

Which Contacts have the ability to login.

Select the contact you wish to have access to the Client Portal.

By default, the contact’s email address will be in the login and email fields.

The login and email fields can be overtyped.

Note: If the contact’s email address is altered, this will also alter the email address against the contact in Exo.

Enter a password and enter the same password in the confirm password field.

Tick on Allow Login to TimeTrak, as per above, to allow the contact to login to the Client Portal website with the credentials you have just entered.

TimeTrak Client Administrator

If a contact is a Client Administrator, they can see and create all jobs for which the account has permissions. If the user is not a Client Administrator, they can only see and create jobs that they are the contact against.

Send Copy of Tasks Created to Client Administrators

There is the ability to use the additional setting “Send Copy of Tasks Created to Client Administrators”.

Example: Client has job(s) per branch; the main branch contact is assigned against each job but does not have “Client Administrator” enabled against their user.

This allows the main branch contact to only see their branch’s job(s) or task(s) however, there could be numerous management contacts, which have “Client Administrator” assigned to them providing them with a companywide overview of all of these.

Disable a contact’s or account’s access to the TimeTrak Client Portal:

There is ability to disable client or contact access to the Client Portal.

Select the account or contacts from the client’s tab and disable, as per below:

TimeTrak Professional users can now see if a contact has access to the Client Portal and advise the customer of their login ID by reviewing the contact.

Your client then has the option to reset their password if forgotten via the Client Portal website.

Note: They will need to enter the email address assigned against their contact in Exo for the password reset link to be emailed. It is important to note that Portal users should have separate email addresses against them or this function will not work.

Change the users login ID

Against a contact, right click in the login field and select “Make the login field editable” as per below

You will receive the below message advising that the password also needs changed, click Yes.

You can now edit the login field and specify the user’s password again, then send through the updated details to them.

Setting up client’s time zone

Under Client Portal in Administrator Console, where you set up the client, you can set the time zone of the contact person under that client name. In this case, Owen Denton is the client name and himself is the contact person. He is set on UTC +9 since he lives in Japan.

As you can see in the Global System Setup, the system of the company is set in New Zealand standard time (UTC +12). This setting determine the whole database time zone.

When Owen created a new task, the date and time he created is based on his time zone. In this case, it’s created at 6:27 AM his local time. This also reflected on TimeTrak Professional.

If you have any further questions please contact the Exosoft team via email: [email protected] or phone NZ: 0800 12 00 99 AU: 1800 60 80 77