Invite portal users and manage portal access

Tenant administrators can invite contact-backed users, assign portal access and roles, and resend invitations when required.

Before you begin

• Confirm that the person exists as the correct HubSpot contact and that the email address is current.
• Confirm the hub and portal where access should be granted.
• Decide which portal role the user needs.

Grant access and invite the user

1. Open the relevant HubSpot contact record.
2. Set the WoodsPortal customer portal access property for the intended portal. Use the primary-company access property only when that access model is required.
3. Allow the contact access update to synchronize with WoodsPortal.
4. Open the Portal users administration area in https://app.woodsportal.com.
5. Select the user or create the contact-backed portal user, assign the required role, and send the invitation.
6. Ask the user to open the newest invitation and set a password or continue through the sign-in method offered.

Important behavior

• The HubSpot access property does not replace the WoodsPortal invitation or role assignment.
• Invitation destinations can differ for client-only users and users who also have administrator roles.
• Use resend invitation when the first invitation has expired or was not received.

Reset a portal user's MFA enrollment

In Portal users, locate the user, open the Actions menu, and select Reset MFA.

Complete the required password confirmation. Confirm that the active portal is the intended one before resetting the enrollment.

Before publication, verify the confirmation, success state, and portal scope in the production account.

Figure: Open a portal user's Actions menu and select Reset MFA. The confirmation and success states are still needed.

Troubleshooting

• If the portal does not appear, confirm that the contact property contains the correct portal access value and that synchronization completed.
• If the invitation goes to the wrong person, correct the HubSpot contact email before resending.
• If the user signs in but cannot perform an action, review the assigned role and object or resource permissions.

Use access workflow actions when available

• The installed WoodsPortal app may expose actions named Sync New Contact to WoodsPortal and Sync Contact Access Abilities.
• Use only the actions currently visible in the connected HubSpot account because action availability can depend on the installed app version.
• Confirm the Woods Portal Access value and Primary Company relationship before enrolling a contact.
• Test the workflow with a safe contact and confirm the resulting portal access before broader enrollment.

Figure: Create a portal user from an existing HubSpot contact and assign the appropriate portal role.