Project Members

Add teammates and clients to a project, invite clients to the client portal, follow each client's portal access, and preview what they see.

The Members tab controls who works on a project and which clients see it in the client portal. It has two sections: Clients, the people on your client’s side who see the project in their portal, and Team, the teammates who work on it. This page explains how portal access works for each client, how to invite, re-invite, and remove people, and how to check what a client sees.

Who can do what

• Everyone on your team except Viewers can invite clients to the portal, give them access, resend invites, and preview the portal as a client.
• Only Owners and Admins can add or remove project members and use each client’s ⋯ menu: remove a client from the portal, make someone the primary contact, and preview as that client from the row.

How project membership works

• Clients are people from the People tab of Clients. Team members are people from your workspace.
• The project owner is listed first under Team with the role Owner. The project’s primary contact is listed first under Clients and marked Primary contact.
• Only project members can be assigned to the project’s tasks.
• Portal access is shared per project. A client who sees one of your projects in the portal doesn’t automatically see the others.
• You can’t remove yourself or the project owner from the Team section. To change the owner, use Project Settings.

Portal access statuses

Every client on the project shows a status in the Portal column, with the next step right beside it. Hover a status to see what it means.

The Last sign-in column shows when an Active client last signed in, Not yet for an Invited client, and — for everyone else.

A contact without an email address can be on the project, but the action buttons stay disabled until you add an email to the contact.

How to add a client

1. Open the project’s Members tab and click Add client, or press C.
2. Under Contact, pick someone from your contacts. If they aren’t a contact yet, click Create contact.
3. Leave Email the invite now on to invite them straight away, or turn it off to invite them later.
4. Click Add client.

How to invite a client or give them access

1. In the client’s Portal column, click Invite, Give access, or Restore access.
2. Read the confirmation. It says which email the client gets, and has a link such as Preview what Maya will see that opens the portal as them before anything is sent.
3. Click Send invite, Give access, or Restore access.

What the client receives depends on whether they already use your portal:

• New to your portal: an invite email with a sign-in link that opens this project. Their status becomes Invited.
• Already uses your portal: a short email saying the project is now in their portal, with no new sign-in link. Their status becomes Active.

You can also invite a client to several projects at once from their contact sheet. See People.

How to invite every client at once

When some clients on the project can’t see it yet, a notice above the table says how many, for example “2 clients can’t see this project yet”. Click Invite all next to it.

• The confirmation lists each person and whether they get an invite or a note.
• Only clients who are Not invited or have No access to this project are included. Clients who were Removed or whose sign-in is disabled are left out, so you never undo a decision by accident.
• Clients without an email address are listed as skipped.
• If some invites fail, Upclient shows who got access and why the others didn’t.

How to resend an invite

If an invited client can’t find their invite, click Resend beside their Invited status. They get a fresh sign-in link, and the button shows Sent just now for a minute so the same invite isn’t sent twice.

Resend is only offered while the status is Invited. Once a client has signed in, they can get a new link themselves from your portal’s sign-in page.

How to remove a client’s portal access

1. Open the ⋯ menu for the client.
2. Choose Remove from portal and confirm.

The project disappears from the client’s portal, and their status changes to Removed. They stay on the project and keep their contact, so you can click Restore access later. If this was the last project you shared with them, they’re signed out of the portal.

To take a client off the project completely, choose Remove from project instead. They no longer see the project in the portal, and their contact stays.

How to preview what a client sees

A client with portal access sees the project with its tasks, messages, files, and pages, limited to what you’ve chosen to show them. See Client Portal.

To check, click Preview Portal at the top of the project, or Preview as… and pick a name when the project has several clients. Owners and Admins can also choose View portal as client in a client’s ⋯ menu. The portal opens in a new tab on this project, as that client sees it, together with any other projects they already have portal access to. You can preview any client on the project, whether or not they’ve been invited. A preview is read-only: the client’s buttons and forms are shown but disabled. It never invites or emails the client, marks anything as read, or changes their status. See Client Portal for the other ways to preview.

How to add a teammate

1. In the Team section, click Add teammate.
2. Pick someone from your workspace and click Add teammate.

Teammates on the project can be assigned its tasks and are notified about its updates. To take someone off the project, click the remove button on their row and confirm.

Other client actions

The ⋯ menu for a client also has:

• Make primary contact makes the client the project’s main contact. Tasks created from templates for the client are assigned to the primary contact.
• Remove from project takes the client off the project. Their contact stays.