Share a project with your client

At the end, your client has access to the project on the portal and has received an e-mail to open it. You start from an open project created for one of your own clients.

Before you start

• Sharing only applies to your own clients. A Tayo project is followed on Tayo: the menu offers no sharing.
• It is part of the Plus plan and needs a manager or admin role.
• The client must have an e-mail address on their record: that is the address that opens the portal.

Steps

1. In the project, click the ⋮ menu at the top right, then Project Sharing Settings.
   • Shortcut: as long as the project is not shared, an orange banner Warning - Portal & Notifications disabled (not recommended) shows in the project info. Its share icon opens the same screen.
2. Turn on Portal & notifications (recommended).
3. Request client validation turns on at the same time when the project status allows it. Keep it if your client should confirm the project before you start; otherwise, turn it off.
4. Under Do you want to send a notification?, leave Yes and expand the row.
5. Review the suggested message and adapt it if needed. It goes with the e-mail sent to the client.
6. Open the recipients row (envelope icon) to see who will get the e-mail. Clicking an address removes it or adds it back.
7. Click Save.

What happens next

The client gets an e-mail with a button that opens the project. They then find it under Shared with me: progress, documents and the conversation, but nothing from your other projects. If you requested validation, the project moves to Awaiting approval until the client confirms; it then returns to its working status, for example On-site jobs to schedule.

Good to know

• Only the client’s primary address opens the portal. The project’s other contacts get the e-mails that concern them, and you adjust the recipients on every send.
• If you choose No, or empty the message, access is open but no e-mail goes out: let the client know yourself.
• Request client validation is only possible in On-site jobs to schedule, Quotes to prepare or Invoices to prepare. Elsewhere, the row shows a padlock.
• While validation is pending, you cannot schedule an on-site job.
• To cut access: turn off Portal & notifications (recommended) and click Save. The client no longer sees the project or gets e-mails, and the project goes back to the starting status of its type.
• When you create a project, the last step of the wizard offers the same sharing — see Create a project.

Further reading: The guest portal.