Administration

Client portal

The client portal is a web app with your branding, where your clients follow projects, pay invoices, report incidents, approve change requests and accept your legal notices. Every workspace gets its own portal, on every plan including Freelancer. It updates in real time: changes your team makes in the desktop app reach clients without a page reload.

Clients sign in at your own portal address (https://your-slug.timeros.ai/login). The sign-in page recognises your workspace from that address and shows your trading name, logo, tagline and browser icon. The portal’s accent colour is a muted green; it deliberately doesn’t take on your workspace’s primary colour. The header has a light/dark theme switch. Clients can reset their own password: “Forgot password?” on the sign-in page emails them a branded one-time reset link, valid for one hour. They get a confirmation email once the password is changed.

What a client sees

The portal dashboard shows summary cards for active incidents, active projects, pending invoices and pending proposals; which cards appear depends on the client’s permissions. It also lists the items waiting for the client’s attention and recent items, and shows a banner while a change freeze is active. From there clients can open:

  • Projects & proposals: view active projects, request a new one, and approve, reject or ask for changes to proposals. Each project opens in a detail view with Overview, Milestones (called “Structure” for proposals), Budget, a Discussion with replies, and a Files tab with folder upload and download.
  • Invoices & payment: view line items and status, download the PDF, and either pay by card through Stripe (if you turn it on for your workspace) or record a manual payment (bank transfer, cash, check or other) with a reference and optional notes.
  • Incidents: report and track issues, comment in a thread, and confirm the fix or reopen the incident.
  • Change requests: submit changes and follow them through every step, from draft to completed.
  • Documents: files are managed in each project’s Files tab; there is no separate documents page.
  • Notification bell: notifications for the client, each linking to the related item. It checks for new ones every 60 seconds.
  • Service plan & profile: clients edit their company profile and contacts. The Service Plan / SLA page is shown to clients on an Enterprise client tier. Other client contacts don’t see it and are redirected if they open it; the client’s primary support contact can still open it. The “Service plan not available” message appears only when no plan has been set.

Client tiers and data separation

SLA columns and change types require Enterprise client tiers. On Freelancer and Startup, the Incidents and Changes pages show a banner with your price per incident or change, and a cost note in the form. Each workspace’s portal is fully separate, and clients see only the data you share with them. Internal costs, staff notes and the rest of your organisation’s data never reach the portal.

Accepting legal terms

After signing in, clients must accept a set of documents on a full-screen page before they can continue: first the Vezoft portal Terms and Privacy Notice, then, one screen at a time, each client notice you publish on the Client Notices page of the website dashboard. Their only alternative is “Sign out instead”. If you publish a notice again, clients must accept it again. See our legal pages for the Vezoft documents.

Managing portal access

You give a client contact a portal login on the client’s Contacts tab (Clients page). When you check “Grant portal access”, the contact’s email becomes their login. Leave the password field empty and TimerOS emails the contact a branded invitation with a one-time link to set their password, valid for seven days. Type a password instead and it is shown to you once, for you to pass on; no email is sent. Permissions are set per area (none / view / edit): projects, incidents, changes, invoices, contacts, service plan and company profile. You can also let the contact approve projects and approve changes. Paying or recording an invoice payment needs edit access to invoices; view-only contacts can read and download invoices but not pay them. The account-owner login (a portal user with no linked contact) has full admin access. The contact you set as the client’s primary support contact also always has full access, and their permission switches are locked in the portal. Portal users can turn on TOTP two-factor authentication themselves on the Company Profile page, except older logins that aren’t linked to a contact; for those, an administrator manages two-factor.

Self-registration is optional
Clients can register themselves only if you turn this on for your workspace; otherwise registration is refused with a 403 error. Clients who register themselves start with the Prospective status and edit access to business areas.