For agencies📥 Portal, Import & Reports
Give a customer their own request portal
Turn on a sign-in portal where a customer's staff request interpreters, see which jobs are covered, and change or cancel them without calling your office.
Every customer can have their own portal at an address like oneterpsched.com/portal/your-agency/their-name. People there sign in with a link emailed to them the first time, and can set a password after that if they would rather type one. No PIN to pass around. No phone tag. Anyone who signs in can send you a request. Seeing jobs takes your say-so, because a job shows the consumer's name.
Step by step
- 1Check two things first. Your agency needs a web address (Settings, General, Public Profile; the profile itself can stay unpublished), because it is the first part of every portal link. And you need a connected email sender (Settings, Operations & Alerts, Email Sender), because the portal emails every sign-in link from your own address.
- 2Go to Agency, open the Operations page, select the Customers tab, and click "Manage" on the customer. Open the Portal tab.
- 3Under Request portal, check the Portal address. OneTerp suggests one from the customer's name; change it if you like.
- 4Click "Turn on portal".
- 5Click "Copy link" and send it to your contact at the customer. They can share it with anyone on their staff who books interpreters.
- 6As people sign in, they appear under Portal people. Someone whose email matches one of this customer's requestors can see their own jobs right away. Anyone else can send requests and waits for you to click "Approve to see jobs" (see Decide who at a customer can see jobs).
- 7Under Settings for all customer portals, choose how a covering interpreter is named: first name and last initial, full name, or just "Covered". Add an extra consumer ID field if you want one, such as Date of birth, MRN or Student ID. Click "Save settings". These apply to every customer's portal.
Tips
- From the portal, a customer can request a one-time or repeating appointment, attach files, save their own templates, follow every job's status, change a job, and cancel one date or the rest of a series. Send them the customer guide: Using your agency's request portal.
- Changed the address? Click "Save new address". The old link stops working right away, so send the customer the new one.
- "Turn off portal" closes it for everyone at that customer. Their link and their people are kept, so turning it back on picks up where you left off.
- Disconnecting your email sender closes every portal until you connect another, because nobody can get a sign-in link.
- The emails your customers get about their requests (received, booked, and turned down, which includes a declined change) are switches in Settings, Operations & Alerts, Manage Sent Emails, on the three "Booking portal" rows. They cover the old PIN form too. The sign-in link has no switch: it always goes while a customer's portal is on.
- Interpreter phone numbers and emails never appear on a portal.
- Portal people are signed out after 30 minutes without activity.
- Still using the old PIN request form for this customer? It sits below the new portal on the same tab and keeps working until it is switched off, after notice. Move each customer over whenever you are ready.
- Setting up a portal needs Customers access at the Manage level.
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