People

Keep the people on your clients' side in one list, link them to companies, manage their client portal access, and delete them safely.

People, also called contacts, are the individuals on your clients’ side. You add them to projects, assign them tasks, and invite them to the client portal, where they see the projects you share with them. They’re on the People tab of Clients. A person can belong to a company or stand on their own.

Who can do what

Adding clients to a project, or removing them, is done on the project’s Members tab by Owners and Admins.

How people work

• Each person has a first name, a last name, an email address, and optionally a phone number, a photo, and a company. A first or last name and an email address are required.
• The People tab lists each person’s name, company, email, phone, and the date they were added. Sample contacts from a starter are marked Sample.
• Portal access is shared per project. A person only sees the projects you’ve invited them to. See Project Members.

How to add a person

1. Open Clients in the sidebar and click Add client, or press C.
2. Enter a First name, Last name, and Email. To add their company at the same time, enter a Company name too.
3. Click Add person, or Add company and person.

To add someone to a company you already have, open the company and click Add person: the company is filled in for you. You can add a phone number, a photo, and notes afterwards with Edit. See Clients.

You can also create a person while adding a client to a project. See Project Members.

How to find people

Each row on People shows the person’s name and email, their company, their client portal status (Not invited, Invited, Active, or Sign-in disabled), when they last signed in to the portal, and their active projects (the most recently updated one, with +N more when there are several).

• Use the search box to find a person by name or email.
• Use the Company filter to show the people at one company, or those with No company.
• Use Display to change Sort by and Direction, and to show or hide columns.

The contact sheet

Click a person’s name to open their contact sheet. At the top are their name, their client portal status (Not invited, Invited, Active, or Sign-in disabled), and their company. If they are their company’s primary contact, it says Primary contact after the company. Click the company to open it. Click Edit to change the name, email, phone, photo, notes, or company. The ⋯ menu next to Edit has Preview portal as the person, Disable portal sign-in (or Enable portal sign-in), and Delete, depending on what you’re allowed to do.

Below that, the sheet shows:

• Details: the person’s email, phone, and notes. Only the ones you’ve filled in are shown. Click the copy button next to the email to copy it.
• Client portal: one line with their status, for example Active · last signed in Nov 13 or Invited Nov 10 · has not signed in yet, and the next thing to do: Invite to portal, Resend invite, Share N more projects, Preview portal, or Enable portal sign-in.
• Waiting on the person: how many open portal tasks are assigned to them on their active projects, and how many of those are overdue. It’s hidden when nothing is waiting on them.
• Projects: the active projects they’re on. Each row shows how they’re linked to the project (Primary contact or Client), the project’s status, and whether the project is shared with them in the portal (Portal access or Not shared). Click a project to open it. The first five are shown; click Show all to see the rest.

The date the person was added is at the bottom of the sheet.

How to invite a contact to the portal

A contact must be on a project and have an email address before you can invite them. See Project Members.

1. Open the contact sheet.
2. In Client portal, click Invite to portal.
3. Select the projects to share. Every project that isn’t shared with them yet is selected for you.
4. Click Send invite.

A contact who hasn’t used your portal before gets one email with a sign-in link. Whether clients also set a password depends on your portal’s Require password setting. See Client Portal.

If they were invited but haven’t signed in yet, the button reads Resend invite and emails the sign-in link again.

How to share more projects with a contact

When a contact already uses your portal, the Client portal button reads Share N more projects whenever some of their active projects aren’t shared with them yet.

1. Open the contact sheet.
2. Click Share N more projects, or click Share on a project marked Not shared to share just that one.
3. Check the selected projects and click Share.

They get a short email about the newly shared projects. Once every active project is shared, the button reads Preview portal.

How to turn portal sign-in off or on

Turn sign-in off when someone should stop using your portal, for example because they left the client’s company, without losing their project history.

1. Open the contact sheet.
2. Open the ⋯ menu next to Edit, choose Disable portal sign-in, and confirm.

They’re signed out everywhere, can’t sign in with a link or a password, and stop getting client emails and notifications. Their project access is kept, and their status shows Sign-in disabled.

To undo it, click Enable portal sign-in in Client portal (or in the ⋯ menu) and confirm. They can sign in again, see the projects still shared with them, and get client emails again. The menu item only appears for contacts who have been invited to the portal.

How to preview the portal as a contact

Open the contact sheet, open the ⋯ menu next to Edit, and choose Preview portal as the person. On the People tab you can also open the Actions menu at the end of the person’s row and choose Preview portal. The portal opens in a new tab on the contact’s most recently updated project, in read-only preview mode, and shows every project they have portal access to, as they would see it. The contact needs to be on at least one project, but doesn’t need to be invited, and nothing is sent to them. See Client Portal.

How to delete a contact

1. On the People tab, open the Actions menu at the end of the person’s row and choose Delete. On the contact sheet, choose Delete in the ⋯ menu.
2. Read the summary of what happens, then click Delete contact.

To delete several people at once, select them with the checkboxes, click Delete in the bar at the bottom of the page, and confirm.

Deleting a contact is permanent and can’t be undone:

• Their client portal account is disabled and they’re signed out everywhere.
• They’re removed as a client from every project they’re on. The dialog lists those projects.
• Form responses and signatures they already submitted are kept.

If you only want to stop someone from signing in, turn their portal sign-in off instead.