Managing Portal Users

Once your portal is set up, you need to manage who can access it. This guide covers granting access, sending invitations, tracking user status, and revoking access when needed.

Internal Portal Users

For internal portals, access is controlled through Kinabase permissions:

Granting Access

1. Open your portal in Settings → Portals
2. Go to the Users tab
3. Configure access:
   • Everyone - all users with Kinabase accounts can access
   • By Role - only users with specific roles
     Role

     A grouping of permissions you assign to Colleagues to control their access in Kinabase.
     can access

Managing by Role

When using "By Role" access:

1. Select which roles can access the portal
2. Only users with those roles will see and access the portal
3. Add or remove roles as needed

To change a user's access:

• Update their role in Settings → Users
• Or adjust which roles have portal access

See Assign Roles & Permissions for managing roles.

External Portal Users

For external portals, each user is matched to a record in your user collection

Understanding Access States

Each user record has an access state for each portal:

Viewing Portal Access

To see a user's portal access status:

1. Open a record in the user collection (e.g., a client record)
2. Look for the Portal Access section
3. View the status for each available portal

You can also see:

• Last Accessed - when the user last signed into the portal
• Last Invited - when the invitation was last sent

Granting Access

Individual Records

To grant access to a single user:

1. Open the user's record in the user collection
2. Find the Portal Access section
3. Click Grant Access for the relevant portal

The user now has access but hasn't received an invitation.

Bulk Access

To grant access to multiple users at once:

1. Open the user collection
2. Select multiple records using the checkboxes
3. Use the bulk actions menu
4. Choose Grant Access
5. Select the portal
6. Confirm the action

Sending Invitations

After granting access, send an invitation so the user knows how to access the portal.

Individual Invitations

1. Open the user's record
2. Find the Portal Access section
3. Click Send Invite for the portal

The user receives an email with:

• A link to the portal
• Instructions for signing in
• Your customised invitation message

Bulk Invitations

1. Select multiple records in the user collection
2. Use bulk actions to Send Invite
3. Select the portal
4. Confirm the action

Resending Invitations

If a user didn't receive their invitation or needs a reminder:

1. Open the user's record
2. Click Resend Invite (appears for users with "Invited" status)

Automated Invitations

You can automate portal invitations using automations

Creating an Automation

1. Go to Settings → Automations
2. Create a new automation
3. Set the trigger (e.g., when a client record is created)
4. Add a Send Portal Invitation action
5. Select the portal
6. Configure any conditions

Example Automation

Trigger: When a record is created in the Clients collection Condition: Status is "Active" Action: Send portal invitation for "Client Portal"

This automatically invites new clients to the portal when they're set to active status.

Revoking Access

When a user should no longer have portal access:

Individual Revocation

1. Open the user's record
2. Find the Portal Access section
3. Click Revoke Access

The user immediately loses access to the portal.

What Happens When Access is Revoked

• The user can no longer sign in to the portal
• Any active sessions are terminated
• The user's data in the portal is no longer accessible
• Access can be re-granted later if needed

Monitoring Portal Usage

Tracking Active Users

To see who's using your portal:

1. Open the user collection
2. Look at the portal access status column
3. "Active User" indicates users who have logged in

Viewing Last Access

For each user record:

• Last Accessed shows when they last signed in
• This helps identify inactive users or verify access

Portal Access Reports

You can create views

Example: Active Portal Users

• Filter: Portal Access Status is "Active User"
• Sort: Last Accessed (descending)

Example: Pending Invitations

• Filter: Portal Access Status is "Invited"
• Sort: Last Invited (ascending)
• Use: Follow up with users who haven't logged in

Troubleshooting Access Issues

User Can't Sign In

User Can't See Expected Data

Best Practices

Related Guides

• Internal Portals - set up portals for team members
• External Portals - set up portals for clients and partners
• Custom Domains & Branding - customise the portal appearance
• Automations - automate invitation workflows
• Assign Roles & Permissions - manage user roles

Effective user management ensures the right people have access to your portals at the right time. Regular monitoring and prompt action when access needs to change keeps your portals secure and valuable.

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