CLIENT PORTAL

Client portal

Give the clients you place with a secure portal for their candidates’ documents, straight from your ATS: switching it on, what they see, inviting contacts, your logo, and the activity log.

What the client portal is

The client portal is where contacts at the clients you place candidates with see those candidates’ compliance documents for themselves. Instead of emailing files, keeping a SharePoint folder in step or answering “can you send me Sam’s DBS again?”, you give a contact at the client access and they sign in to a portal with your name and logo on it.

Straight from your ATS. Every page reads your ATS as it opens. A document added to the candidate or the placement shows up without anyone uploading it anywhere else.
Nothing is copied. GettingDocs never stores the documents. Each one streams from your ATS to the client’s browser when they open it, and that’s all.
Only what you allow. Clients see only their own placements, and on each only the kinds of document you’ve chosen to share.
Everything is recorded. Every sign-in, view, download and refusal is in the activity log, with who and when.

The portal works with JobAdder, Crelate and Recruit CRM today. How each one maps onto the portal is set out in How it works with your ATS.

Switch the portal on

Everything lives in Settings → Client portal. Choose an address for your portal, switch it on, and decide what clients may see. Only the account owner can change these settings; admins can see them.

In the app: Settings, Client portal

GettingDocsSettingsClient portal

Your portal’s address is gettingdocs.com/portal/your-address: 3 to 40 lower-case letters, numbers and hyphens. It’s the link your invitations carry.
Connected to JobAdder before the portal existed? Reconnect JobAdder once. The portal needs read access to placements, companies and contacts, and the settings page says so until it has it.
Switching the portal off closes it to everyone at once, and keeps their access for when you switch it back on.

Choose what clients can see

What clients can see is a checklist of the document kinds in your ATS, grouped as they are there. Contract documents sit on the placement; candidate documents sit on the candidate. Tick a kind and every document of that kind is shared; leave it unticked and it never appears.

The agency default applies to every client. On JobAdder it starts with contract terms, company terms, checks, licences and other contract documents ticked. On Crelate and Recruit CRM nothing is shared until you tick something.
CVs and cover letters carry a warning. They’re personal, and usually not something a client should see.
Per client, open a client and choose Custom to give it a list of its own, or leave it on Your agency default.
A contract document is only ever shown to the client on that placement. A candidate placed with two of your clients has two placements, and neither company sees the other’s.

Which placements show

A placement appears in a client’s portal when all of these are true:

It’s with that client.
It’s approved in your ATS (where your ATS has an approval step).
Its status is one you share. By default that’s every status your ATS counts as active; choose Only these statuses to pick them yourself.
It starts within the next 30 days or has started, and hasn’t ended more than 30 days ago. Both numbers are yours to change.
You haven’t blocked it.

Recruit CRM placements have no status or end date of their own. They show from their joining date, and you can pick one of your placement date fields as the end date under Placements clients can see. Until you do, a placement stays visible until you block it.

Give contacts access, and invite them

Under Clients, search for the client and open it. You’ll see its contacts from your ATS as cards: switch Access on for each contact who should sign in. A contact needs an email address and has to be active in your ATS.

In the app: a client

GettingDocsSettingsClient portalBlue Haven General

The moment access is on, GettingDocs offers to invite them. The invitation comes from your agency’s name, replies go to you, and its button opens the sign-in page with their email already filled in. Add a personal note if you’re moving them over from somewhere else.

Owners and admins can send or resend an invitation. Each contact can be sent one a minute and five a day.
Switching access off ends every session that contact has, straight away.
A contact made inactive in your ATS, moved to another client, or given a new email address loses access within 15 minutes, without you doing anything.
The client’s own Portal on switch hides every placement from everyone there, while keeping their access for when you switch it back on.

Your logo

Add your logo in Settings → General → Your logo and it replaces your initials on the portal, its sign-in page, and the invitation and sign-in emails. Drag the image onto the drop zone, or click it to browse.

In the app: Settings, General

GettingDocsSettingsGeneral

PNG, JPG or WebP, up to 1 MB. A wide logo on a transparent or white background looks best. SVG files aren’t accepted.
Anyone on your team can see it; only the owner can change or remove it.

When clients see changes

The portal reads your ATS each time a page opens, and remembers what it read for up to a minute so pages stay quick. So a document you add in your ATS reaches the portal within a minute on its own.

Want it there now? Press Refresh portal data under your portal address, and every client sees the latest on their next click.
Contacts have a Refresh button of their own on every page, with the time it was last updated.
A document deleted in your ATS disappears from the portal the same way.

The activity log

Activity, at the bottom of the Client portal tab, is a feed of everything that has happened in your portal, newest first and grouped by day: who signed in, which placement they opened, which file they previewed or downloaded, and every time someone was refused and why. Changes your team makes are there too.

Filter by Sign-ins, Documents, Refused or Your team, and by date.
Entries are kept for two years.

How it works with your ATS

The portal asks every ATS the same questions. Not every ATS can answer all of them, and where one can’t, that one check is skipped and every other still applies.

	JobAdder	Crelate	Recruit CRM
Which placements show	Approved, at a status you share, in the date window	At a status you share, in the date window (Crelate has no approval step)	From the joining date; ends on a date field you choose
What you choose to share	Attachment type and category	Attachment type	Folder, including ones you type in
Contract documents	Yes, from the placement	Yes, from the placement	No: files live on the candidate only
Expiry dates	Yes	Yes	Not available
Word documents preview as PDF	When JobAdder can convert them	Download only	Download only
Profile photos	Yes	Initials	Initials

Zoho Recruit and Greenhouse aren’t supported by the portal yet. If you’re connected to one, the Client portal tab says so.

Security and privacy

No document storage. Files stream from your ATS on each request and aren’t written to disk, a database or a cache anywhere in GettingDocs.
Checked every time. Every page, preview and download checks again that this contact may see it. A link copied to someone else, or an address typed by hand, gets “This document isn’t available” and is logged.
No passwords. Contacts sign in with a six-digit code emailed to them, which expires after 10 minutes and allows five tries. Sessions end after an hour without activity, and after 12 hours whatever happens.
Only what’s needed. Contacts see a candidate’s name, job title, placement dates and the documents you share. Never their email, phone, address, date of birth or rates.
Nothing left on screen. Previews open inside the portal, not in a separate tab, and close themselves after 15 minutes without activity.