Custom Portal Passwords

I like my clients to have their portals password protected, but I hate coming up with custom ones for each client that they will inevitably forget. So I came up with a solution that my clients can come up with their own passwords. This workflow does require one manual action, but it takes two seconds.

NOTE: If you’re not already aware, I use Dubsado to manage and run my client communication. If you would like to learn more about Dubsado and how it makes my life better, check out this article I wrote.

1. Create Custom Mapped Smartfield

Go to your Dubsado settings then Custom Mapped Fields. Under the Client Mapped Fields (NOT the Job) create a short answer field titled “Portal Password”.

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IMPORTANT: Because each client only has one login per email, regardless of how many jobs, it’s important that this field is a Client Mapped Field, not a Job Mapped Field.

2. Add Question To Form

This step will be specific to your product and industry, so customize as you see fit. We film and photograph weddings, so after a client has booked with us (paid deposit and signed contract) I apply a new workflow to their wedding job. The first form in the workflow asks them to update their contact information, like phone numbers and home address. The very first question in the form is this:

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Find a form that works best for your workflow and sneak in a question like this, then map it to your new custom mapped field.

IMPORTANT: I would include some kind of indication that you, as the business owner, will see this password. For security reasons, you don’t want them accidentally using their Facebook or email password, unknowingly giving you access to their personal information.


3. Create Workflow

After a client books I apply a new workflow specific to their selected package. The first bit of the workflow looks like this:

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a) Activate Portal – To save yourself a very minor step, include “activate portal” in your workflow so that it is done automatically.

b) Create Todo – I then apply a reminder to add a second workflow to send clients automatic payment receipts (read about how I set that up here)

c) Create Todo – I then create a todo to remind myself to customize a welcome email, as they are now a new client. This welcome email sends with the Update Contacts form in the next action.

d) Send Form – This is the form that includes Smartfield question that is associated with their Portal Password.

e) Create Todo – Immediately after the client completes the Update Contacts form I will get an email reminder to update their portal password.

f) Send Email – After you have completed the above todo of updating their Portal Password you want an email to send with their portal login information. In this email you should include the Smartfield “Portal Password”.

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IMPORTANT: In all my todos I add a “Job Link” Custom Field so that when I get the email reminder it includes a link that takes me directly to that clients job page. Read about how I set that up here.

4. Update Passwords - Workflow In Action

Now when I book a new client, apply their booking form, and customize their welcome email, I just wait for them to complete the form. Once they complete the form I should get an email reminder to update their password.

I then go to their job, find the Portal Password custom field, and simply copy and paste it into the Portal field.

Once this is done, check this off your todo list to trigger the Portal email you set up in the workflow (step f in the above)

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And there you have it! Client-created custom passwords! If you have any questions, feel free to reach out. If you would like to keep up with our business, give us a follow on Instagram!

Evan Bergen