Give a partner portal access and fix a broken link

Goal

Give one partner a working link to their own portal, and fix the link when they report they cannot get in.

Prerequisites

• Your role can edit partners.
• The partner record exists and is active. A suspended partner is withheld from both portal access and dispatch.
• You have an email address the partner actually reads.

Steps

1. Open Partners, open the partner record, and find the Partner portal card in its settings.
2. Read the card before changing anything: the badge shows Enabled or Disabled, and the two fields show the portal email in use and the current token expiry.
3. Confirm the portal email. When no portal email is set, the record's main email address is used instead, and when neither exists the invite cannot be delivered at all.
4. Select Enable portal to switch access on and generate the link. The link is shown once in a dialog and copied to your clipboard. Copy it before you close the dialog, because the plaintext token is never shown again.
5. Select Send invite email to have the application mail the link to the portal email for you, rather than sending it yourself.
6. Select Regenerate link when the partner lost the link or you suspect it was forwarded outside their company. The previous link stops working immediately.
7. Select Disable to withdraw access entirely. Every link that was issued is then rejected.
8. Ask the partner to confirm that the portal opened on the intended company relationship. Check the expiry shown on the portal card; do not assume a link is permanent.

Named accounts instead of a shared guest link

The Partner portal people card supports separate accounts for named people. Enter the person's email, select the suitable role and choose Invite person. They accept the invitation with their own 4fleet account. Check Invited or Active, and use the person's Revoke action when access should end. Inspect the email result; a created invitation is not proof of delivery. Shared guest links work independently, so revoking a person does not by itself revoke an already shared guest link.

Expected result

The Partner portal card shows Enabled, a portal email the partner reads, and a token expiry in the future, and the partner can open their portal from the link you sent.

Troubleshooting

• The partner reports the link is invalid or expired: regenerate the link and send it again. Links are not permanent, and a truncated or retyped address arrives without its token.
• Send invite email is unavailable: neither a portal email nor a record email is set on the partner. Add one and try again.
• The partner never signed in: the link may not have reached them. Confirm the address, then send the invite again or pass the link by another route.
• Portal access is enabled but every link is rejected: check whether the partner record was suspended or moved out of the active state after the link was issued.
• Someone else at the partner needs access: send the invite to that person from the record. Partners should not forward their own link.
• You cannot see the card at all: the partner portal card needs the permission to edit partners. Ask an owner or administrator to open it.

Guided check: Partner portal access

4fleet can run an automated Partner portal access check on one partner. The check only reads what is already stored, changes nothing, and returns one line per test. A fail line is what is blocking the partner, a warning works but is degraded, skipped means the test did not apply here, and unknown means the record could not be read, so that line proves nothing either way. What each line means:

• Partner exists (partner_exists): fails when no partner with that reference belongs to your company.
• Partner not suspended (partner_not_suspended): fails when the partner was suspended, with the date, or when the record is in any state other than active. Portal access and dispatch are both withheld until that is resolved.
• Portal enabled (portal_enabled): fails when portal access is switched off for this partner, in which case every link is rejected. Select Enable portal on the record.
• Portal token issued (portal_token_issued): fails when no token has ever been generated, so there is no link to send.
• Portal token not expired (portal_token_not_expired): fails once the token has passed its expiry. Regenerate the link and send the new one.
• Portal recipient present (portal_recipient_present): fails when the partner has neither a portal email nor a contact email, so the link cannot be delivered. Otherwise it names the address the link goes to.
• Portal used (portal_used): warns when the partner has never signed in, which usually means the link did not reach them.