External clients

1. Choose the workspace and open External clients. Press Add contact.
2. Fill in Email. Check it letter by letter: it cannot be edited afterwards. Name (optional) is used to greet the contact in the emails and in the portal.
3. Choose the Profile. The line under the selector says who it is for.
4. Under Visible domains, choose All workspace domains or Specific domains only. With the second, tick at least one domain.
5. Press Add.

The contact appears in the list as Active and the welcome email goes out at once.

Before you add the first contact, set your brand in Agency branding and put the console in the language the contact reads. The welcome email is sent once, with the brand and the language of that moment.

With All workspace domains, the contact also sees the domains you add to the workspace later.

1. The contact opens the welcome email and presses the button to the portal. Any later email from the portal carries the same button.
2. They type the same email address you registered and ask for the code.
3. They receive an email with a six-digit code and type it in.

They stay signed in for 24 hours from their last use. After that, they ask for a new code the same way. There is no password to remember or to reset.

1. In the contact's row, press the pencil (Edit).
2. Under Visible domains, choose Specific domains only and tick the domains, or choose All.
3. Press Save. The button is only active when you have changed something.
4. Press Close.

The change applies the next time the contact opens something in the portal.

Tick at least one domain. With Specific domains only chosen and none ticked, the changes cannot be saved.

1. In the contact's row, press the pencil (Edit).
2. Choose the new Profile.
3. Press Save.

From then on the portal, the reports they can open and the wording of their emails follow the new profile. The emails they receive stay as they were: review the block Notifications they receive in the same dialog.

1. In the contact's row, press the pencil (Edit).
2. Under Notifications they receive, turn each switch on or off:

• Monthly status report. One email per calendar month with a summary of each domain the contact sees and a button to the portal.
• Critical regressions, Medium regressions and Informational notices. One email when a regression of that level is detected on a domain the contact sees, and another when it is resolved.

1. Press Save.

These switches are only in this dialog, not in the one for adding a contact. The welcome email and the email with the access code do not depend on them.

1. In the contact's row, press the clock (View access log).
2. Read the list, from the most recent. It shows the last 100 entries.

Each entry has its date and what happened: Entered the portal, Viewed a domain, Opened a report or Opened an email. The last column is an internal identifier of what was opened.

Opened an email is recorded for the monthly status report and the regression notices, and only when the contact's mail program loads the images of the email. An email read with images blocked leaves no entry.

1. In the contact's row, press the pencil (Edit).
2. Press Revoke access, at the end of the dialog.
3. Accept the confirmation of the browser.

The contact stays in the list as Revoked. From that moment they cannot get a new code, and they stop receiving emails. If they had the portal open, it stops answering them at the next thing they open. Their access history is kept.

This screen has no option to give access back to a revoked contact. If you need them back, delete them and add them again: they start as a new contact.

1. In the contact's row, press the pencil (Edit).
2. Press Delete contact, at the end of the dialog.
3. Read the confirmation and press Delete. With Cancel nothing is erased.

The contact disappears from the list. Their name, their email and their portal access history are erased. From that moment they cannot sign in to the portal or get a code, and they stop receiving emails. If they had the portal open, their session is closed. It works the same for an active contact and for a revoked one.

It cannot be undone. If you need them later, add them again: they start as a new contact, receive their welcome email and begin with no history.

Use it when the person asks for their data to be erased, or when their email or their language has to be corrected. If you only want to cut their access and keep their history, use Revoke access.

The screen confirms that the contact was created even if the email could not be delivered. Check, in this order:

• The address. Look at the email in the list. If it has a mistake, it cannot be corrected: delete that contact with Delete contact and add a new one with the right address.
• The spam folder. Ask the contact to look for an email from your agency's name.

There is no button to send the welcome email again. The contact does not need that exact email: any later email, such as the Monthly status report, carries the same button to the portal. If they need to get in before that, delete the contact with Delete contact and add them again: the welcome email goes out again. Deleting erases their access history and their settings.

The red notice says, in English, that a contact with this email already exists in this workspace. Look for its row, also among the greyed-out ones:

• If it is Active, there is nothing to add. Open it with the pencil to change what you need.
• If it is Revoked, open it with the pencil, press Delete contact and add it again. It starts as a new contact, with its welcome email; the history of the old one is erased.

Either the email is missing, or you chose Specific domains only and ticked none. Tick at least one domain, or choose All workspace domains.

If the list of domains says No domains in this workspace, the workspace has none yet. Choose All workspace domains, or add the domains first: see Domains.

• The portal asks for a link from the agency. They opened the portal address without the link of the workspace. They have to open it from the button in one of their emails.
• They asked for the code and nothing arrives. The portal always says the code was sent, whether or not the email is registered. If nothing arrives, they typed an address that is not the one in your list, or their contact is Revoked. Tell them the exact address shown in the list, and ask them to check the spam folder.
• The code is rejected. A code is good for 10 minutes and for five attempts. They have to ask for a new one and use the most recent email.
• The portal says there were too many attempts. They asked for too many codes in a short time. They have to wait a few minutes; if it persists, an hour.
• The portal says the access was revoked. The contact was revoked on this screen. See the previous section about adding them again.

Look at Visible domains in their row. If it shows a count instead of All, the contact is limited to some domains. Open the contact with the pencil, tick the missing domain and press Save.

If it shows All, check that the domain is in this workspace and not in another one: a contact only sees the workspace they belong to.

There are three causes:

• The report is not shared. A report only reaches the portal when your agency marks it as visible there.
• The report covers the whole workspace and the contact is limited to some domains. They only see reports of the domains they are allowed to see. Give them all the domains, or share a report of one of their domains.
• The report is technical and the contact is EXECUTIVE. Change their profile, or share the executive report.

Open the contact with the pencil and look at the block Notifications they receive. Each level has its own switch, and an EXECUTIVE contact starts with only Critical regressions turned on.

If the switch is on, check that the domain is among the contact's visible domains and that the domain is under continuous stabilization (Continuous stabilization, in the menu of the domain).

• The switch was off. Turn on Monthly status report. If you turn it on in the middle of a month, the first report can arrive the following month.
• The contact sees no domain. A contact limited to domains that are no longer in the workspace has nothing to be reported. Review their visible domains.
• It was sent and not read. There is one per calendar month. Ask the contact to look in the spam folder.

The language was fixed when the contact was added: the one the console was in at that moment. This screen cannot change it. In the portal, the contact can choose their language with the selector at the top; that does not change their emails. To change the language of the emails, put the console in the right language, delete the contact with Delete contact and add them again. They start as a new contact: they receive another welcome email and begin with no access history.

If the list loads but your changes are rejected with an error, your role lets you read the contacts and not manage them. Ask the account Owner to make the change, or to give you a role that includes it: see Team.

If the list itself does not load, your role does not include this screen, or you were not given this workspace.