Setting Up the Client Portal

1 What the client portal is

The Proxiant client portal is a white-labeled, client-facing web application that gives your clients a self-serve window into their work with your firm. It is fully separate from your admin dashboard — clients see only their own jobs, nothing else.

Through the portal, clients can:

• Track all active and historical jobs in real time
• View attempt logs including photos and GPS locations
• Download signed affidavits the moment they are available
• Submit new jobs directly without emailing or calling
• View and pay invoices online

The portal runs on a custom domain you control (e.g., portal.smithprocessservice.com) and shows your logo and brand colors — clients never see the Proxiant name unless you choose to include it.

2 Enabling the portal

The portal is off by default. To turn it on:

1. Navigate to Settings in your Proxiant dashboard
2. Click Client Portal in the left settings menu
3. Toggle Enable Client Portal to on
4. Click Save

Once enabled, the portal exists at a default Proxiant subdomain. You can share this URL immediately while you configure a custom domain.

3 White-label setup

Under Settings → Client Portal → Branding, configure the following to make the portal your own:

Firm Logo

Upload a logo (PNG or SVG, recommended minimum 400px wide). This appears in the portal header and on client notification emails. Transparent background recommended for the dark portal theme.

Brand Colors

Set your Primary color (used for buttons and active states) and Accent color (used for highlights). Enter hex values directly or use the color picker. Changes preview live on the right side of the settings panel.

Custom Portal Domain

To use portal.yourfirm.com instead of the default Proxiant URL:

1. Enter your desired subdomain in the Custom Domain field (e.g., portal.smithprocessservice.com)
2. Click Add Domain — Proxiant will display the CNAME record value you need to add
3. Log in to your DNS provider (GoDaddy, Cloudflare, Namecheap, etc.)
4. Add a CNAME record: Host = portal, Value = the value shown in Proxiant
5. Return to Proxiant and click Verify Domain — propagation typically takes 5–30 minutes

Email Sender Name

Set the display name that appears in the "From" field of portal notification emails. Example: entering Smith Process Service causes emails to arrive as "From: Smith Process Service". This affects all portal-triggered email notifications to clients.

4 Configuring client access

Enabling the portal globally does not automatically give clients access — access is toggled per client record. This lets you roll out the portal gradually or keep certain clients on the traditional workflow.

1. Open any client record (Clients → select client)
2. Click the Portal Access tab
3. Toggle Enable Portal Access to on
4. Optionally customize per-client settings (see below)
5. Click Send Invite — the client receives an email with a secure login link

The invite email is sent from your configured sender name and includes a one-click login link that expires after 72 hours. If a client misses it, you can resend from the same panel.

5 What clients can see

Once logged in, clients have a clean dashboard showing their account activity. Here is exactly what is visible:

6 What clients can do

Beyond viewing, clients can take two primary actions through the portal:

Submit new jobs

Clients can submit new service jobs directly from the portal using a structured intake form. If you have AI intake enabled, the client's submission is processed by AI to extract and validate key fields. If you require approval (see Section 7), submitted jobs become drafts until you review them.

Pay invoices online

Clients can pay outstanding invoices directly in the portal via credit card or ACH. Payment status updates in real time in your admin dashboard. Stripe processes all payments — your firm receives funds per your payout schedule.

7 Job submission settings

Control how portal-submitted jobs enter your workflow under Settings → Client Portal → Job Submission:

AI Intake

When enabled, portal submissions are processed by Proxiant's AI intake system, which extracts recipient details, case information, and special instructions from free-form client text. The AI pre-fills job fields and flags anything it couldn't confidently parse for your review.

Require Approval Before Job is Created

When this toggle is on, client-submitted jobs arrive as Pending Review drafts — visible in your Inbox under Jobs → Pending. A staff member must review and approve before the job becomes active and is assignable to servers.

You can also configure approval requirements per client rather than globally — useful if you trust some clients to submit directly while keeping a review step for newer accounts.

8 Photo sharing settings

Attempt photos are shared with clients by default, but you have granular control:

Global default

Under Settings → Client Portal → Photos, choose: Share all attempt photos (default) or Do not share attempt photos. This applies to all clients unless overridden at the client level.

Per-client override

Open a client record → Portal Access tab → Photo Sharing. You can override the global setting for that specific client. Useful if a client has requested no photos for privacy reasons, or if a client wants photos shared even if your global default is off.

9 Affidavit sharing

Affidavit visibility in the portal is governed by signature status. The rules are fixed and cannot be changed:

• Signed affidavits — visible to the client immediately after the server (or admin) applies an e-signature
• Unsigned drafts — never visible to clients, regardless of any settings
• Voided affidavits — not visible

Clients can download signed affidavits as PDFs directly from the portal. The PDF is the same document generated by your template, with the server's signature embedded.

10 Client notification settings

The portal can send email and in-portal notifications to clients when key events occur. Configure which events trigger notifications under Settings → Client Portal → Notifications.

Configurable notification events

Per-client overrides

Any notification setting can be overridden at the individual client level. Open Client Record → Portal Access → Notifications to customize for that client. This is useful for high-volume clients who prefer fewer interruptions, or VIP clients who want notification on every event.