Internal portals provide a streamlined interface for your colleagues to access specific Kinabase data without navigating the full workspace. They're perfect for team members who need focused access to particular collections

Collection

A list of records in Kinabase, similar to a table in a spreadsheet or database.

- like field engineers viewing job details or warehouse staff checking inventory.

When to Use Internal Portals

Internal portals are ideal for scenarios where your team members need:

Mobile-friendly access

Field workers accessing job sheets, equipment data, or site information on tablets and phones.

Simplified interfaces

Staff who only need specific data without the complexity of the full Kinabase interface.

On-site data entry

Inspectors completing checklists, engineers recording findings, or technicians updating job status.

Focused workflows

Teams that work with a specific subset of your data and need quick access to relevant automations

Automation

A process that triggers actions automatically when specified conditions are met, reducing manual work.

How Internal Portals Work

Internal portal users sign in with their existing Kinabase account using the "Sign in with Kinabase Account" option. This means:

Users must have a Kinabase account in your workspace
They use the same credentials they use to access Kinabase directly
Their access is controlled by the portal's permission settings
They don't consume an additional licence for portal access

Creating an Internal Portal

Step 1: Access Portal Settings

Click Settings at the bottom-left corner of Kinabase
Under Organisation, select Portals
Click + Add Portal

Step 2: Configure General Settings

In the General tab, provide:

Portal Name - a descriptive name for the portal (e.g., "Field Engineer Portal")
Icon - choose an icon to identify the portal
Description - explain the portal's purpose for administrators
Customer Support Email - an email address for portal users to contact
Customer Support Phone - optional phone number for support
Website URL - optional link to your company website

Step 3: Set User Type to Internal

In the Users tab:

Select Internal as the user type
Once saved, the user type cannot be changed. Choose carefully.
Configure Access Permissions:
- Everyone - all users with Kinabase accounts can access the portal
- By Role - only users with specific roles
  Role
  A grouping of permissions you assign to Colleagues to control their access in Kinabase.
  can access the portal

Controlling access by role

If you select "By Role", you can choose which roles have access to this portal. This is useful when:

You want only field engineers to access a job portal
You need to restrict sensitive data to specific teams
Different departments need different portal views

Users without the specified role(s) won't see the portal or be able to sign in.

In the Structure tab, add the content users will see:

Click + Add to create a navigation item
Choose the item type:
- Collection - display records from a collection
- Report - show a dashboard with charts and widgets
- Link - provide access to an external website

For each Collection navigation item, configure:

Data Source - the collection to display
Display Type - Table or Catalogue view
Fields - which fields are visible and in what contexts
Filters - conditions to limit which records are shown
Sorting - how records are ordered
Grouping - how records are organised
Portal Views - named, filtered views within the collection
Automations - which forms
Forms
A custom form to capture user inputs to drive actions & updates.
and automations are available
Workflow Actions - which workflow
Workflow
A defined sequence of stages and actions that a Record passes through, often representing a business process.
stage transitions are permitted

Read our Portal Views guide for detailed configuration options.

Step 5: Configure Hosting

In the Hosting tab, choose your domain:

Kinabase Hosting - uses a subdomain like your-portal.kinabase.cloud
Custom Domain - use your own domain like portal.yourcompany.com

Read our Custom Domains & Branding guide for custom domain setup.

Step 6: Set Up Emails

In the Emails tab, configure:

Outbound Email Address - select the email address used to send portal communications
Email Templates - customise the invitation and sign-in email messages

Step 7: Customise Display

In the Display tab, personalise the portal experience:

Display Messages - customise the sign-in, support, and welcome messages
Brand Identity - select which brand to apply to the portal
Design Colours - set background colour (defaults to your brand palette)

Step 8: Save the Portal

Click Save to create your portal. The portal is now accessible at the configured domain.

Example: Field Engineer Portal

Here's a practical example of setting up a portal for field engineers:

Portal Configuration

Setting	Value
Name	Field Engineer Portal
Icon	wrench
Description	Access job sheets and equipment details on-site
User Type	Internal
Access	By Role: Field Engineer

Jobs (Collection)
- Display Type: Table
- Filter: Status is not "Completed"
- Sorting: Due Date (ascending)
- Visible Fields: Job Number, Client, Site Address, Due Date, Status
- Automations: "Complete Job", "Request Parts"
Equipment (Collection)
- Display Type: Catalogue
- Catalogue Layout: Cards
- Grouping: Equipment Type
- Visible Fields: Name, Serial Number, Last Service Date, Next Service Due
Safety Documents (Link)
- URL: Link to safety documentation

Once your portal is created, share it with your team:

Copy the portal URL from the Hosting tab
Share the URL with relevant team members
Remind them to sign in with their Kinabase account credentials

You can also add the portal URL to:

Bookmarks on company devices
Mobile device home screens (portals work as Progressive Web Apps)
Internal communications or documentation

Best Practices

Start simple

Begin with essential collections and expand based on user feedback. Too many options can overwhelm users.

Use meaningful filters

Filter data to show only what's relevant - like active jobs or equipment needing attention.

Enable key automations

Give users the ability to complete common tasks like updating status or requesting resources.

Test on mobile devices

If users will access the portal on phones or tablets, test the experience on those devices.

Gather feedback

Ask users what works and what's missing, then refine the portal accordingly.

Portal Views - configure table and catalogue displays
Custom Domains & Branding - personalise the portal appearance
External Portals - share data with clients and partners
Assign Roles & Permissions - control who can access portals

Internal portals empower your team to access the data they need, when they need it - whether they're in the office, on-site, or on the move.

If you need further assistance, our support team is here to help.

PreviousPortals

Next External Portals

Internal Portals