We’re excited to unveil the new Client Portal, which brings a significant upgrade in functionality and user experience.
Designed to empower your clients with greater control and visibility, the portal provides streamlined tools for contact management, enrolment, and progress tracking.
Key benefits include:
- Enhanced Contact Management: Add and manage client contacts with ease, all from within the portal interface.
- Simplified Workshop Enrolment: A new bulk enrolment feature makes enrolling groups into workshops quicker and more efficient.
- Academic Records Access: Clients can view transcripts and certificates directly, ensuring quick access to essential learning data.
- Progress Tracking: Stay on top of learner development with integrated tools that offer clear visibility into engagement and outcomes.
Pricing
The Client Portal is available as a billable addition to your Turbo aXcelerate subscription. If you would like to discuss adding the Client Portal to your subscription or upgrading from the Classic Client Portal, please submit an enquiry here.
Organisations
A Client user’s view is limited to contacts and courses linked to their organisation.
Note: We recommend creating separate user accounts for client users who are a part of multiple organisations.
Information on adding a contact to an organisation can be found here, in our Organisations help guide.
Note: If a client user is linked to multiple organisations, any contact they create will be linked to their primary organisation.
Adding an Organisation Logo
The client portal can be customised to include your client's organisation logo under your own organisation's logo within the client portal.
Adding an Org logo:
- Expand the Contacts tab within the Navigation menu and select Organisations
- Select the pencil icon to the right of the Organisation
- Select Update Main Logo and select the required image from the media library
- Select Submit to save your changes
Configuring Client User Role
The client user role requires specific permissions to be enabled to complete specific tasks.
If your organisation does not have a pre-existing Client user role, one will need to be created. We recommend that you initially create a generic "Client" user role with all of the required and optional permissions below, and then creating new roles based on your clients' requirements as necessary. Further information on creating and updating user roles can be found here, in our User Management guide.
Required User Permissions:
- Contact Management: View + Update
- Enrolments: View
- Organisations: View
- Delivery Location: View
- Workshop Instance: View
- Contact Search: Full Access must also be enabled under the Permission Group flags toward the bottom of the role configuration page.
- New Client Portal Early Access: Full Access (while the feature is in beta, this allows you to try out the new client portal with select client users).
To use the Client portal effectively, Client users require at least one of the following permissions. If your organisation uses both workshops and classes, your user may need both permissions enabled.
- Workshop Types: View (If your client users need to view workshop instances)
- Class Instance: View (If your client users need to view class instances)
Optional User Permissions:
- Assessments: View (Allows client users to view learner progress in assessments)
- Contact Management: Add (Allows client users to add new contacts)
- Accredited Scope: View (Allows client users to view Qualifications within the Browse Courses catalogue)
- Enrolments: Add (Allows client users to create enrolments)
- Certification: View (Allows client users to download certificates)
- Certification: "View Academic Transcripts" in addition to E-learning: View (Allows client users to view Academic Transcripts)
- Finance: View (Allows client users to access the Invoices section, where they can view, download, and pay invoices associated with their organisation)
System field restrictions can also be configured to prevent client users from viewing specific fields and contact details. Information on applying system field restrictions can be found in our dedicated article here.
You can easily preview what one of your clients will see in the client portal by creating a test client user account and linking it to your global login. You can then simply change the organisation associated with the test contact to preview different organisations. For details, see this video.
Adding an Organisation Logo
The client portal can be customised to include your client's organisation logo under your own organisation's logo within the client portal.
Adding an Org logo:
- Expand the Contacts tab within the Navigation menu and select Organisations
- Select the pencil icon to the right of the Organisation
- Select Update Main Logo and select the required image from the media library
- Select Submit to save your changes
Enrolment Notifications
A configuration option has been added to the client portal settings, allowing administrators to control which user types receive notifications when a new enrolment is submitted. To enable Enrolment Notifications, navigate to the Client Portal settings within your System Settings and select the user types to receive notifications.
Who should expect to receive a notification based on their assigned user type:
- Training administrator: user specified as Training Administrator on your account's settings page
- Learner: the enrolee(s) enrolled into the course
- Payer: the client user who makes the enrolment
Inviting Client Users
Once the Client user role has been configured, it can be assigned to contacts or users to grant access to the Client Portal and the capabilities of a client user.
Steps to assign a user role to a contact or send a new user invitation can be found here in our User Management guide.
Tip: For a guide on how to preview what a client user will see, watch this video (4 minutes) here.
Note: Client Users will receive the default user invite template unless a specified template has been set against the Generated user template - Client field within the Default System Templates section.
Browse Course Catalogue
The Browse Courses view empowers your client users to easily explore and enrol learners into upcoming workshops and classes, all in just a few clicks.
Clients can select a relevant workshop or qualification, then choose the instance that suits them, with no existing enrolment required to view public courses. For in house or private courses, visibility is automatically limited to showing courses that have client contacts within a client user’s organisation tree, giving you the opportunity to showcase additional offerings and drive natural upsell opportunities, while reducing admin time and putting booking control directly in your clients’ hands.
Courses within the Browse Courses view can include Workshop Types and/or Qualifications. Any information you wish to display for a particular course can be included in the Workshop Type or Qualification. Once enabled, all existing public courses for that item will be displayed within the Course Catalogue. Private or in house courses will be displayed based on the client contact’s organisation.
Note: The Browse Courses view is hidden from client users by default. To make it visible, enable the “Browse Courses View” setting in System Settings, under the Client Portal tab.
Tip: We recommend setting up the courses you wish to display prior to enabling the view for your client users.
Enabling against the Workshop Type:
- Expand the Workshops menu and select Workshop types
- Select the relevant Workshop type from the list
- Scroll down to the Visibility section
- Tick the ‘Display in Client Portal 'Browse Courses' view’’ box
- Confirm the preview displayed is correct, then select Submit to save the changes
Tip: If an image has been set for Workshop Images 1, within the Workshop Images section, this will be displayed within the Course Catalogue for this workshop type.
Enabling against the Qualification:
- Expand the Classes menu and select Qualifications
- Select the relevant Qualification from the list
- Scroll down to the Visibilityy section
- Tick the ‘Display in Client Portal 'Browse Courses' view’’ box
- Confirm the preview displayed is correct, then select Submit to save the changes
Tip: If an image has been set against the Learner Portal Image field, this will be displayed within the Course Catalogue within the Client Portal for this Qualification. Note that for qualifications, changes will only appear after the ‘Submit’ button is clicked.
Invoices
The Invoices section allows client users with the Finance: View permission to view and manage invoices associated with their organisation directly from the Client Portal.
Client users can view invoices where they are the billing contact, or switch to view invoices for other contacts within their permitted organisation tree. Each invoice displays the invoice number, issue date, due date, total amount, amount due, and status.
Invoice statuses are as follows:
Issued
An invoice has been raised and is awaiting payment
Partial
A partial payment has been made
Overdue
The due date has passed, and the invoice remains unpaid
Paid
The invoice has been paid in full
Void
The invoice has been voided
Cancelled
The invoice has been cancelled
Clicking an invoice row opens the invoice details view, where the client user can download the invoice or proceed to payment. A Payment Gateway must be linked within your System Settings to allow payments to be processed within an Onboarding form. This ensures your learners can complete payment and submit their form to access their course. Information on setting up a payment gateway is available here.
Tentative Enrolments within the Client Portal
A new setting, ‘Enrol Learners as Tentative’, has been created, and when enabled, all enrolments submitted via the client portal will default to a tentative status, giving you more control over client-initiated bookings. Tentative enrolments made by a client user can later be confirmed by an admin user within your organisation.
To enable 'Enrol Learners as Tentative'
- Expand the Settings tab within the Navigation menu and select System Settings
- Select the Client Portal tab
- Check the box against the 'Enrol Learners as Tentative'
Private (In-house) Workshops
Private workshop instances will be visible to a client user if the client contact against the workshop is in the same organisation or a child organisation of the client user’s organisation or child organisation.
Public Workshops
Public workshop instances are visible to a client user when at least one of two conditions has been met.
The first, when at least one contact is enrolled in the workshop whose organisation at the time of enrolment matches:
- The client user’s organisation
- A child organisation of the client user’s organisation
Client users will see these workshops in the Workshops view, but only see enrolments that match the above; any other enrolees will not be visible to the client.
The second is when the Browse Course view has been enabled for the client portal, and when the ‘Display in Client Portal 'Browse Courses' view’ option has been enabled against the Workshop type/
Qualifications (Classes)
Class instances will be visible to a client user when at least one of two conditions has been met.
The first, if the client contact associated with the class instance is part of:
- The same organisation as the client user
- A child organisation of the client user’s organisation
or, a contact is enrolled in the class whose organisation at the time of enrolment matches:
- The client user’s organisation
- A child organisation of the client user’s organisation
Client users will see these classes in the Qualifications view, and only see enrolments that match the above; any other enrolees will not be visible to the client.
The second is when the Browse Course view has been enabled for the client portal, and when the ‘Display in Client Portal 'Browse Courses' view’ option has been enabled against the linked Qualification.
Learner Onboarding and the Client Portal
The Client Portal works in sync with Learner Onboarding to allow your client users to create enrolments with minimal information. Once enrolled, the learner is then able to provide further details by completing the linked onboarding form, prior to accessing their course. This simplifies the enrolment process for your client users, reduces friction and increases conversion of course enrolments. Further information on Learner Onboarding can be found in our help guide here.
Client Portal F.A.Q
What happens to historical data from the Legacy Client Portal when switching to the new client portal?
Existing client portal data will be accessible within the new client portal.
Why are my clients not seeing their contacts' enrolments in the client portal?
Check the enrolment organisation for the workshop or class. The enrolment organisation will be set at the time of enrolment to the contacts' primary organisation. If a contact's organisation is chaged post-enrolment, the enrolment organisation will not be updated. You can update the enrolment organisation manually by navigating to the contact's enrolment in the given workshop or class and setting the enrolment organisation to the desired organisation.
Are there any reports or workflows we can use for the Client Portal?
An Admin user can create saved reports which can be sent to client users via workflow. Further information on creating workflows can be found in our dedicated article here.