How do building service providers give their clients insight without sending reports?
Instead of collecting reports and emailing them, your client gets their own access to the portal. The basis for that is the customer as a master record: the property is the place where the work happens, your people are assigned to the properties, and the customer is the client behind them.
- ✓Customer, property, person: A property belongs to at most one customer; people are attached to the property, not to the customer.
- ✓Optional: LiteLog runs entirely without customers. Create them when a client is meant to get insight.
- ✓Master data on the customer: Company or private person, category, customer number, locations, contact channels and notes.
Every contact at the customer – in the portal and in the app
A client is rarely a single person. For every company customer you therefore create any number of contacts, each with a role. These contacts do not stay in the office: your team pulls them up in the LiteLog app right at the property.
- ✓Any number of contacts: Every person gets a role, for example site management, technical services or accounting.
- ✓One main contact: Exactly one is the main contact and is shown on invoices.
- ✓In the app at the property: Under More in the Customers area, with role, phone and email.
You release what your customer sees
A customer portal login is limited to the properties of its own customer – properties of other clients appear nowhere. Within that boundary you decide per login which areas show up at all.
- ✓Four areas: Rounds, incident reports, tickets, and reports and forms – each released individually.
- ✓Starts narrow: A new login has rounds only at first. Everything beyond that you release deliberately.
- ✓Never attendance: Time and attendance data of your staff is not an area of the customer portal.
- ✓Switched off at any time: Use Deactivate access to withdraw the login at any time.
Customer tickets: your client reports it themselves
A customer portal is not a one-way street. Once the tickets area is released, your client opens a request themselves – with property, priority and photo. It becomes a task on your side, and they follow the status instead of asking.
- ✓Report instead of call: Title, property, description, priority and photos in one short form.
- ✓Becomes a task: The ticket lands in your task management – customer and property are already set.
- ✓One thread: Replies from your team reach the customer and notify them.
- ✓Internal notes stay internal: Comments marked as a note are not visible to the customer.
FAQ
Frequently asked questions about the customer portal (FAQ)
What is a customer portal?
A customer portal is a separate portal login for your client. They see only the properties assigned to their customer record, and only the areas you release for them. That way they check the current status themselves instead of calling.
What does a customer see in the portal – and what not?
Four areas are visible, each released individually per login: rounds, incident reports, tickets, and reports and forms. A newly created login deliberately starts with rounds only. Attendance and time data of your staff is not an area of the customer portal and stays hidden.
Can a customer see the data of other clients?
No. A customer portal login is limited to the properties of its own customer. Properties of other clients appear neither in lists nor in reports.
How many contacts can a customer have?
Any number. For every company customer you create contacts with a role, for example site management or accounting, and mark one of them as the main contact. The contacts are available in the portal and in the LiteLog app at the property.
Are the contacts available in the app as well?
Yes. Your team opens the Customers area under More in the LiteLog app and retrieves the contact details for the active property: client, contacts, role, phone and email.
What happens to a customer ticket?
The customer describes their request, picks the property, sets a priority and attaches photos. From it, a task is created in your portal with customer and property already set. Replies from your team reach the customer; comments marked as an internal note stay hidden.
How does the customer get their credentials?
You assign the username and password yourself and pass them on to your contact. No invitation email is sent. Use Deactivate access to withdraw the login at any time.
Do I have to create customers to use LiteLog?
No. Customers are optional. Properties and people are enough for day-to-day operation. Create customers when a client is meant to get their own insight or to be assigned to properties.