GettingDocs
Guide · Handing a client over

Your team

CLIENT PORTAL

Handing a client over

Move a client onto your portal in six steps: prepare it, give the right people access, invite them, and what they see the first time they sign in. With a message to send ahead and answers to the questions clients ask.

The handoff, at a glance

Handing a client over is three things on your side and two on theirs, usually done in ten minutes. Here is the whole journey; each stage links to its step below.

The handoff at a glance
  1. 1Prepare your portalYouSwitch it on, choose what clients see, add your logo.
  2. 2Give contacts accessYouPick the client, switch access on for the right contacts.
  3. 3Invite themYouOne email from your name, with a button straight in.
  4. 4They sign inContactA six-digit code by email. No account, no password.
  5. 5They find documentsContactEvery placement, every document you share, previews and downloads.
  6. 6You follow alongYouEvery sign-in, view and download in your activity log.

Before you start

  • Your ATS is connected. On JobAdder, reconnect once if you connected before the portal existed: Settings, Client portal says so if you need to.
  • The client’s candidates have placements in your ATS, approved and at an active status.
  • The documents you’ll share are on the candidate or the placement in your ATS (not on the job).
  • Everyone who’ll sign in is a contact at that client in your ATS, with their work email.

1. Prepare your portal

Once, not per client. In Settings → Client portal, choose your portal’s address, switch it on, and tick the documents clients may see. Only the account owner can.

In the app: Settings, Client portal
GettingDocsSettingsClient portal

Then put your logo on it, in Settings → General, so clients see your brand from the first email.

In the app: Settings, General
GettingDocsSettingsGeneral

2. Give the right people access

Under Clients, search for the client and open it. Their contacts from your ATS are listed; switch Access on for each contact who should sign in. Start with one or two: you can add more any time.

In the app: a client
GettingDocsSettingsClient portalBlue Haven General
Sharing something different with this client? Choose Custom under “What they can see” in the same window. Everything else follows your agency default.

3. Invite them

Switching access on offers the invitation straight away. It arrives from your agency’s name, with your logo, and one button that opens sign-in with their email filled in. Replies come back to you.

In their inbox

Northfield Staffing via GettingDocs · to [email protected]

Northfield Staffing has shared documents for the candidates placed with you

Northfield Staffing

Client document portal

Northfield Staffing has shared documents for the candidates placed with you

Hi Joe,

Northfield Staffing has set you up with a secure portal for Blue Haven General. In it you can see every candidate they’ve placed with you, and open or download their compliance documents whenever you need them.

No password to remember

Always up to date

Private to you

Open your document portal

Sent by GettingDocs on behalf of Northfield Staffing

Moving them off SharePoint or email? A short note from you first helps the invitation land. Copy this, make it yours, and send it before you press Send invitation:

A message to send ahead
Hi Joe, We're moving the compliance documents for the candidates we place with you into a secure online portal, so you can see them whenever you need them instead of waiting for us to send them. You'll get an email from us shortly with a button to sign in. There's no password: you'll get a six-digit code by email each time. Everything there comes straight from our records, so it's always the current copy. Any questions, just reply to me.

4. Their first sign-in

They press the button, ask for a code, and type the six digits from the email. That’s it: no account to create, nothing to remember next time.

Your contact's view: signing in
gettingdocs.comportalnorthfieldlogin

5. Their first look

They land on their placements. Opening one shows every document you share for it, with expiry dates; picking one previews it right there, and Download all gets the lot as one zip.

Your contact's view: the portal
Northfield StaffingClient document portal

6. After the handoff

  • See that it landed. The activity log, at the bottom of Settings, Client portal, shows their first sign-in and every document they open.
  • Nothing to keep in step. New documents in your ATS reach the portal within a minute. Press Refresh portal data to show them straight away.
  • Contacts change. A contact made inactive in your ATS, or moved to another client, loses access within 15 minutes. Switching access off ends it at once.
  • Resend any time. Each contact’s card has Resend invite, one a minute and five a day.

When your client asks

  • “The code never came.” Check their access is on and the email they typed is the one in your ATS (their main or other address). Then spam. They can ask for a new code after 30 seconds, up to five an hour.
  • “It says the code didn’t work.” A code lasts 10 minutes and allows five tries. Asking for a new one replaces the old.
  • “Can my colleague see it too?” Yes, if they’re a contact at that client in your ATS. Switch their access on and invite them.
  • “A candidate is missing.” A placement shows once it’s approved, at a status you share, and within the date window. See Which placements show.
  • “A document is missing.” It needs to be on the candidate or the placement, not the job, and of a kind you share. Just added? It appears within a minute, or press Refresh.
  • “Is this secure?” Nothing is copied out of your ATS, they only ever see their own placements, and every view and download is recorded. See Security and privacy.