Permissions

Give out keys, not the master key

A client portal has two kinds of people walking through it: the ones doing the work and the ones it's done for. Zendo gives each of them their own keys. Your team gets roles that fit the job, and every client gets a portal that shows what's theirs and nothing that isn't.

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Your team

Match the access to the job

Not everyone on your team needs the keys to billing. Your project manager lives in requests all day, the specialist on a case only needs the ones on her plate, and the founder wants to keep an eye on the big accounts without replying to a client at 11 pm by accident. Zendo's roles follow that split, so nobody has to be made an admin just to get their work done.

Roles built around real jobs

Owner, Admin, Manager and Agent cover the range, from the person who holds the account to the people who work on requests every day. Give someone the role that fits what they do, and they get the parts of Zendo that go with it.

Notes the client never sees

Every request has a layer only your team can read. Note the client's real budget, flag a risk, disagree about the deadline. The client sees the conversation; the notes stay with you.

And for everyone in between

Watchers for people who only need to look

A partner, an account lead or a founder checking in can follow requests without being able to reply or change a thing. Each seat comes with two Watchers, so keeping people in the loop doesn't cost you another seat.

Assignment that skips the Monday triage

When a request comes in, someone has to pick it up. Rules set per request type and per client decide who that is, so a new request from Acme lands with the account lead who already knows Acme.

A workspace set up for each role

A project manager and a bookkeeper don't need the same screen. Sidebar and dashboard templates can be assigned to internal roles, so each person opens Zendo to the part of it they actually use.

Your clients

Show each client their portal, not everyone's

Your biggest retainer and last month's one-off engagement shouldn't log in to the same thing. One needs a support queue, a shared folder of documents and a link to the monthly report; the other needs one request and one invoice. You decide, client by client, what shows up when they log in, and whatever you leave out simply isn't there for them.

A sidebar and dashboard per client

Turn off what a client doesn't use, put what they rely on at the top and add links to the tools they already know. Each client or client team gets the layout that fits the work you do for them.

Request types for the right clients

Not every service is meant for every client. A request type can be open to all of them, limited to the ones you choose, or unlocked when a client buys a service, so your priority support queue stays a priority.

Views they're comfortable with

Some clients love a kanban board; others want a plain list of what's open. Pick table, kanban or list, and decide whether clients can drag cards across the board or only watch them move.

A front door you can open or close

Let anyone sign up to your portal, or keep it invite-only and let in just the people you've added.

View as client

See exactly what your clients see, before they log in

Check the view before the client does

Access settings are easy to get slightly wrong: a billing tab left switched on, a request type that should have stayed private. So whenever you change what a client can see, open the portal as that client and walk through it the way they will, with their sidebar, their dashboard, their requests and invoices. If something shouldn't be there, you're the first to notice, not them.

See what clients get in the portal

Your Questions Answered

Permissions questions

What roles can my team have?

Owner, Admin, Manager and Agent, plus view-only Watchers. The Owner holds the account and Agents handle the day-to-day work on requests, with Admins and Managers in between. Each seat comes with two Watchers.

What can a Watcher do?

Follow requests and see where things stand. A Watcher can't reply, change a status or edit anything, which makes the role a good fit for partners, account leads or anyone who needs to stay informed without stepping into the conversation.

Can I hide parts of the portal from a client?

Yes. Sidebar and dashboard templates decide which modules each client or client team sees, and anything you switch off for them doesn't appear in their portal.

Can I offer a service only to some clients?

Yes. A request type can be public, limited to the clients you pick, or unlocked by a purchase.

Can more than one person from a client log in?

Yes. Set the client up as a client team and each person gets their own login, working on the same requests.

Can I set everything up before the client logs in?

Yes. Prepare the client's portal, open requests on their behalf and choose what they see, then send the invite when it's ready.

Set up the doors before anyone walks in

Decide who on your team does what, shape each client's portal, and send the invites when everything is ready.

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