External users

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External users are created in Planfix as contacts. The contacts have two types of access:

  • Basic — limited access via client dashboard.
  • Advanced — full access to Planfix with certain limitations compared to an employee.

Please note: you can work with clients or freelancers in Planfix by email, without providing them access to the system. They will receive emails with your comments, and their responses to these emails will be turned into actions in the Planfix interface. They will also have a Dashboard automatically available to them.

If it's more convenient for you to give them access to the system, so they can log into Planfix and work in the web interface, here's how to do that:

  • In the Contacts section, we select or create the required contact type: Company or Contact (individual)
  • If it's a Company, then we additionally create a Contact for it. This contact is the person who will have Advanced Planfix access. It's technically possible to grant access to a Company, but a company may have several contacts. Because of this, it's generally more advisable to grant access at the contact level.
  • Go to the contact card and click Edit.
  • The Settings and guest access to Planfix block contains the Advanced Planfix access option
  • Enable this option, and the customer will receive an invitation with an activation link.
By following that link, the client will reach the authorization page, where they must set a password for access to Planfix. For subsequent sign-ins, the external user enters their email as the login on the account page and uses the password set during the first authorization.
If the password is lost, it can be recovered via the Forgot password link located under the authorization form on the account page.
Note: External users cannot set their own login for authorization; this setting is available only for employees.

External contact working in Planfix

  • When the customer follows the link and creates their account, they will only see the projects where their company is the counterparty, and the projects that contain tasks they have access to. Make sure this counterparty is linked to the correct project.
  • If the customer isn't added to any tasks, they won't see them in the project tasks list. You can add the customer to specific tasks as needed, and the customer will then see conversations and other actions in those tasks.
  • If the customer (and their company as a counterparty) is not involved in any tasks or projects, then when they create a task, the project will not be specified. If they are involved, and the project is not explicitly specified in the template or filter, then when the customer creates a task, the system will automatically add the first available project to it.

This system allows you to set up the level of communication with customers that suits your needs:

  • with the traditional approach, the customer communicates only with the project manager, who sets tasks for employees based on information from the customer and monitors how tasks are carried out
  • for customers you know well and trust, you can add them as co-assignees or participants in project tasks, enabling them to see everything going on in these tasks.

Important

Helpful information

Please note

Only certain employees can grant customers Planfix access (employees with Administrator rights and employees who have this option checked in their card):

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