Set up the customer portal

The customer portal is a simplified version of Transportial for your customers. A customer logs in with their own account and sees only the orders, quotes, invoices and documents of the companies you allow. You decide which parts of the portal are switched on and what customers may change themselves.

Switch on the portal and choose its pages

1. Open the side menu (☰) and choose Settings.
2. Open the Environment tab.
3. Expand the Customer portal section.
4. Switch on Enable customer portal.
5. Switch the pages on or off: Show orders, Show quotes, Show invoices, Show documents, Show live tracking, Show notifications, Show order request, Show settings and Show chat.
6. Choose the Location visibility in portal (see below).
7. Decide whether to switch on Anonymise other customers' data on shared trips.
8. Save the settings.

Location visibility	What the customer can look up in the order request form
Own locations only	Only the locations of their own companies. This is the default and the safest choice.
All locations, address without name	Every address in your address book, without the location name.
All locations	Every location with its name.

Invite a customer to the portal

1. Open the side menu (☰) and choose Users.
2. Click + New user.
3. Enter the first name, last name, username and e-mail address.
4. Choose a role in Select role, for example the predefined Customer role.
5. In Select account type, choose Customer.
6. In Companies this user can see, choose the customer's businesses.
7. Choose the language and click Invite.

The customer receives an invitation to set a password. After logging in they go straight to the portal instead of the normal dashboard. See Users for more about inviting and blocking users.

Prices and costs in the portal

A customer sees the money of their own side only: their price, quotes and invoices. Your costs, what you pay subcontractors, margins, budgets, ledger lines and credit data are never sent to a portal user. Share links (a shared order or trip, a shipment tracking page and the public quote and invoice pages) show the same customer view, and the trips on them carry no money at all.

On the Quotes and Invoices pages a portal user sees every document on which their own business is the other party. The Documents filter switches between Received (what you sent them) and Sent (what they sent you). Customers start on Received.

Order tools for customers

Three platform features add order tools to the portal. Add each one you want to Functions under Settings > Environment > General: portalCutOff (order cut-off times), portalChangeRequests (change and cancellation requests) and portalDocumentUpload (document upload). Their settings then appear in the Customer portal section.

Order cut-off times

1. Under Order cut-off times, click Add cut-off rule.
2. Enter a Rule name.
3. Optionally enter Shipment types (comma separated, empty = all).
4. Set the Cut-off time and the Days before loading, for example 16:00 and 1: an order loading on Wednesday must then be placed before Tuesday 16:00.
5. Choose the Time zone: Loading location or Platform. Switch on Count working days only to skip weekends.
6. Choose what happens with Late portal orders: Refuse, showing the earliest date or Accept with a warning.
7. Choose Late orders entered by planners: No check or Mark the order. Planners are never refused.
8. Save the settings.

When several rules match, a rule for the shipment's type wins over a general one, and the strictest rule applies. Imported orders are not checked.

Change and cancellation requests

• Handling: Planner approves every request, or Apply at once while nothing is planned. The second option applies a request straight away while the order is not on a trip, not on hold and still concept, requested or accepted; otherwise a planner decides.
• Requests possible until: Loading starts, The trip is confirmed (the default) or A number of hours before loading, with the Hours before loading.
• Customers may request cancellation: on by default.
• What customers may change: Dates, References, Goods, Addresses and Notes.

An order can have one open request at a time. A waiting request shows on the transport order under Customer change requests, with what changes from old to new:

1. Open the transport order.
2. Under Customer change requests, check the request and optionally add a Note for the customer.
3. Click Approve to apply it to the order as it is now, or Reject.

Deciding needs the permission to approve order change requests or to update transport orders. A request on an order on hold cannot be applied. To notify planners or customers, use the message automation triggers After a customer requests an order change, After a customer's order change is approved and After a customer's order change is rejected. See Message automations.

Document upload

• Document types customers may upload: by default delivery notes, customs documents, weighing tickets and other documents.
• Allowed file types (MIME, comma separated): PDF and images by default.
• Maximum file size (MB): 20 by default.
• Send uploads to the document inbox: only has an effect when the document inbox is switched on. See Process documents in the document inbox.

Uploaded files are added to the order, or to the shipment the customer chose, marked as provided by the customer. They count for the order's required documents; see Track required documents.

Different rules for one customer

Open the customer's business and edit it. The section Customer portal orders lets you switch on No cut-off for this customer, or give the customer their own cut-off rules and Late portal orders choice. You can also set the Handling, Requests possible until and Customers may request cancellation for this customer. Platform default keeps the platform setting. A customer's own cut-off rules are tried before the platform rules.

Tracking links per shipment

With the platform feature consignmentTracking, every shipment can get its own public tracking page. The Shipment tracking links part of the Customer portal section sets what a new link shows (map with the route, estimated arrival times, full addresses, status timeline, proof of delivery after delivery, live vehicle position, references), how many days a link keeps working after delivery (30 by default, 0 = no expiry) and how often the page refreshes.

Planners create, copy, revoke and renew the link on the shipment itself; see Share a transport order and its tracking. To send the link automatically, use the trigger After a shipment tracking link is created or renewed in a message automation.

Customers of several platforms

With the platform feature portalTenantSwitcher, a portal account that belongs to more than one platform gets a Company selector in the portal's side bar to switch between them.

What the customer sees

The portal has a side bar with Overview and the pages you switched on. Your platform's logo is shown at the top. Read Use the customer portal for a page-by-page description you can share with customers. Carriers can use the same portal for the trips you forward to them; see Set up the carrier portal.