Administration

Client portal

The client portal is a per-tenant, branded web app where your external clients sign in to follow projects, pay invoices, raise incidents, approve change requests, and accept your legal notices. It is available on every plan — including Freelancer — and stays in sync with your workspace in real time, so staff edits made in the desktop app appear for clients without a refresh.

Each client signs in at your own portal subdomain (https://your-slug.timeros.ai/login). The page resolves your branding from the portal address and renders a branded sign-in: your trading name, logo, tagline, and favicon. The portal chrome uses a calm muted design-system green for its accent — your tenant’s primary colour is intentionally not applied to the portal UI. A light/dark theme toggle lives in the header. 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, and a confirmation email is sent once the password is changed.

What a client sees

The dashboard shows permission-gated stat cards (active incidents, active projects, pending invoices, pending proposals), an “items need your attention” summary, an active change-freeze banner, and recent lists. From there clients reach:

  • Projects & proposals — browse active projects, request a new one, and approve, reject, or request revisions on proposals. Each project opens a detail view with Overview, Milestones (labelled “Structure” for proposals), Budget, a threaded Discussion, and a Files tab with folder upload/download.
  • Invoices + online pay — view line items and status, download the PDF, and either pay by card through Stripe (when you enable it per tenant) 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 resolution or reopen.
  • Change requests — submit and follow changes through the full draft-to-completed workflow.
  • Documents — file management lives inside each project’s Files tab; there is no separate documents page.
  • Notification bell — a client-facing feed with deep links to the matching entity, polling every 60 seconds.
  • Service plan & profile — clients edit their company profile and contacts; the Service Plan / SLA page is shown to Enterprise (client-tier) tenants. Non-Enterprise client contacts have it hidden and are redirected away, though a tenant’s primary portal-user login can still open it. A “Service plan not available” message appears only when no plan has been set.

Tiers and isolation

SLA columns and the change-type taxonomy require Enterprise client tiers; the Service Plan page is hidden from non-Enterprise client contacts, though a tenant’s primary portal user retains access. On Freelancer and Startup, the Incidents and Changes pages instead show a per-incident / per-change support-pricing banner and an in-dialog cost note. Each tenant’s portal is fully isolated — clients only see the synced subset you publish. Internal costs, staff notes, and the rest of your org data never cross into it.

Legal acceptance gate

After login, a blocking full-screen gate requires acceptance — first the Vezoft portal Terms and Privacy Notice, then, one screen at a time, any client notices you publish from your dashboard. Republishing a notice re-prompts clients. The only escape is “Sign out instead”. See our legal pages for the Vezoft documents.

Managing portal access

You grant a client contact a login from the Contacts page. When you check “Grant Portal Access”, the contact’s email becomes their login. Leave the password field blank and TimerOS emails the contact a branded invite with a one-time set-your-password link (valid for seven days). If you type a password instead, it is shown to you once to pass on and no email is sent. You assign per-module permissions (none / view / edit) across projects, incidents, changes, invoices, contacts, service plan, and company profile, plus the approve-projects and approve-changes action flags. Note that paying or recording an invoice payment needs edit on invoices — view-only contacts can read and download but not pay. The account-owner login (a portal user with no linked contact) gets full admin access, and whichever contact you set as the client’s primary support contact is also forced to full access — its permission toggles are locked in the portal. Portal-user accounts can enrol their own TOTP two-factor from their Profile page; contacts signed in with the shared client password cannot self-enrol and have their two-factor managed by their account administrator.

Self-registration is optional
Public client self-registration only appears when you enable it for your workspace; otherwise the endpoint refuses with a 403. New self-registered clients start as Prospective with edit on business modules.