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How to customize the Customer Portal
The Customer Portal Settings page allows you to customize the design, behavior, and appearance of the Customer Portal. The Customer Portal shows up for your customers at the end of the day, so adding a little bit of personal company touch and personality to it might be just the thing you want to configure in the Customer Portal Settings page. You can also steer if customers (aka. end users) should be able to leave feedback on the ticket, that dispatchers need to react to.
Also inside the Customer Portal Settings, you can configure custom SLA profiles, which will determine the for the customer available booking windows.
You also have the option to configure multiple different Customer Portal Profiles, which will apply based on a selected project.
Inside the Admin Panel go to Process -> Customer Portal
Expand the menu by clicking the expand arrow in the Navigation 
OR click directly on the Process symbol to reveal all options of process configuration.
You can add and edit Customer Portal profiles in this menu.
The following settings can be currently configured inside the Customer Portal Settings page:
- You can create different Customer Portal Profiles for different projects
- You can configure if your end users should be able to leave feedback on tracked tickets
- You can configure a custom company logo that should be visible for your end users when using the tracking link
- You can configure that the custom company logo directs your end users to a custom website (usually you may aim for the company website)
- You can customize the salutation that is displayed inside the booking window and change appointment window
- You can customize the text that is displayed inside the booking windows and change appointment window
- You can customize the disclaimer text that is displayed inside the booking window and change appointment window
- You can customize available customer booking appointment windows by using SLA profiles
- You can customize available customer booking appointment time windows by using custom intervals
The custom logo must meet the following requirements:
– The picture must be in .jpg or .png format
– The maximum file size is 20 kilobytes
– The maximum pixel file should not exceed 25 pixels
Yes, you can clone Customer Portal Profiles.
This makes sense if you want to use a profile as a template to create another profile for example for another project.
Select an item from the Customer Portal List and click on the black squared copy button.
Yes, you can delete Customer Portal Profiles.
Only the default settings profile cannot be deleted. However, it can be changed to your desired general Customer Portal settings.
How to configure basic settings
In the Basic tab, you can configure the basic behavior of the Customer Portal.
Let’s have a look at the effects of the different toggles:
- Active toggle – This toggle lets you decide if the currently selected Customer Portal Profile should be activated in the system.
- Applicable to projects toggle – This toggle gives you the option to apply a Customer Portal Profile to certain projects.
The default Account profile settings will always apply to projects with no custom profiles assigned.
This gives you the maximum control of customization as you can create different profiles on a per-project basis while also having a default profile. - End user comments toggle – This toggle basically decides if tracking link users should have the option to leave a message on the ticket. The message will appear inside Work Place and dispatchers will be aware of it and take care of the message appropriately.
- Branding toggle – Click on the Add file button to add a new custom logo. This toggle basically decides if the default Fieldcode Logo that is shown to the tracking link used on the Customer Portal should be replaced by a custom logo. The custom logo must meet the further above stated requirements.
- Use a custom link toggle – This toggle is only available if “Use a custom logo” is enabled. If enabled you can link a website behind your company logo, which the tracking link end user can click to be forwarded to eg. the company website. If you do not enable the “Use a custom link” toggle, but have the “Use a custom logo” enabled, clicking on the logo will have no effects.
How to configure content settings
in the Content tab, you can customize the text inside the “Book appointment” and “Change appointment” windows. The custom text will be visible to your customers.
You can always reset to the default text by clicking the RESET TO DEFAULT button.
- By default, a ready-made text is already included in the boxes.
- (Optional) Change the Salutation message, you can use aliases by typing @ inside the box.
- (Optional) Change the Book appointment title message, you can use aliases by typing @ inside the box.
- (Optional) Change the main message, you can use aliases by typing @ inside the box.
- (Optional) Change the Disclaimer message, you can use aliases by typing @ inside the box.
- (Optional) You can always reset to the default text by clicking the RESET TO DEFAULT button in case you cannot get the text right to your taste.
- Click Save.
How to configure appointment booking settings
In the Appointment booking tab, you can configure if SLA profiles should be taken into consideration when proposing booking windows to customers.
SLA profiles are generally configured separately inside Process -> SLA Profiles.
You also have the option to make only custom time intervals bookable.
Booking preferences
- Enable SLA Profiles for the Customer Portal toggle – This toggle decides if bookable appointment days are related to an existing SLA Profile.
- Custom time interval toggle – This toggle decides which time interval is available for booking.
- Customer appointment booking results in picker – This selector lets you decide what should happen with customer-booked appointments inside the Work Place.
Appointment with a fixed service window only (ticket remains in the Ticket Pool) checkbox:
Tickets that the end user booked via the Customer Portal will remain in the Ticket Pool with a fixed service window.
Appointment dispatched to the Timeline with a fixed service window checkbox:
Tickets that the end user booked via the Customer Portal will directly move to the Timeline with a fixed service window. - Customize the list of ticket statuses for appointment booking drop-down – Gives you the option to customize in which statuses the end user will have the flexibility to book appointments.
- Enable strict engineer availability toggle – If this option is turned on, customers won’t be able to book appointments on dates without engineer availability.
Please check out the table below to learn how the different combination of the two availability switches affect booking availabilities for customers. - Enable strict parts availability toggle – If this option is turned on, customers won’t be able to book appointments on dates without part availability.
Please check out the table below to learn how the different combination of the two availability switches affect booking availabilities for customers.
| Availability toggle Combination | Situation | Customer Booking Availability |
|---|---|---|
| Engineer strict, Parts not strict | If both engineer AND parts are available | Date is shown as available for booking |
| If both engineer AND parts are unavailable | Date is shown as unavailable for booking (greyed-out cell) | |
| If engineer is available and parts are unavailable | Date is shown as available for booking | |
| If engineer is unavailable and parts are available | Date is shown as unavailable for booking (greyed-out cell) | |
| Engineer strict, Parts strict | If both engineer AND parts are available | Date is shown as available for booking |
| If both engineer AND parts are unavailable | Date is shown as unavailable for booking (greyed-out cell) | |
| If engineer is available and parts are unavailable | Date is shown as unavailable for booking (greyed-out cell) | |
| If engineer is unavailable and parts are available | Date is shown as unavailable for booking (greyed-out cell) | |
| Engineer not strict, Parts strict | If both engineer AND parts are available | Date is shown as available for booking |
| If both engineer AND parts are unavailable | Date is shown as unavailable for booking (greyed-out cell) | |
| If engineer is available and parts are unavailable | Date is shown as unavailable for booking | |
| If engineer is unavailable and parts are available | Date is shown as available for booking (with yellow warning sign) | |
| Engineer not strict, Parts not strict | If both engineer AND parts are available | Date is shown as available for booking |
| If both engineer AND parts are unavailable | Date is shown as available for booking (with yellow warning sign) | |
| If engineer is available and parts are unavailable | Date is shown as available for booking | |
| If engineer is unavailable and parts are available | Date is shown as available for booking (with yellow warning sign) |
- Driving before working hours allowed toggle – This option determines whether the end user can book appointments before the technician’s actual working hours because driving hours may or may not count as working time, depending on your particular business strategy.
- Driving after working hours allowed toggle – This option determines whether the end user can book appointments after the technician’s actual working hours because driving hours may or may not count as working time, depending on your particular business strategy.
