This guide walks you through how to set up private portals on your Machineric website, which your customers will be able to access as freemium users.
You will learn:
How to set up a private portal
How to manage user requests
How to assign group access
Step-by-step Instructions
Turning on Private Portal Feature
Log in to your admin account.
Ensure the private portal feature is enabled on your account. Contact the Machineric team if you have any questions.
Go to Admin Tools → Edit My Website.
If you manage multiple websites, make sure you select the correct one from the list.
Navigate to the Private Portals section and switch on the toggle.
This enables the Private Portal tab to be displayed on your website.
Fill in the text fields and add the slides or videos you want to display.
Click Save & Publish to make the changes live.
Setting up Private Portal(s)
Go to Admin Tools → Private Portal Management.
You can create as many private portals as needed—market-specific, customer-segment–specific, or tailored to any other target group.
Click + Add a New Private Portal.
This opens the setup view.
Fill in the General Information:
Name: Internal name visible only in the management view.
Name Visible on the Website: Visible to the customers. Add translations.
Responsible User: Select the user who will oversee this portal.
Website: Choose which site(s) the portal should appear on.
Cover Image: Add a cover image for the portal.
Go to the Groups section and add the user groups that should have access to this portal.
Click Save.
How to Manage User Requests
Go to CRM → Access Requests.
Review the list and find any requests marked Pending.
Click the three dots on the right side of the request and select Manage Request.
Choose to Accept or Reject the request:
If rejecting: simply click Save.
If accepting:
Select the user’s Company if it already exists.
If the company does not exist, click Create. The form will be prefilled with the user’s details through the sign-up form—review and Save the company.
After selecting or creating the company, click Save to complete the acceptance.
Assigning Group Access
Open Contacts and search for the user you just approved.
Click the three dots next to their name and select View, then click Edit on their profile.
In the Groups section, add the user to the group(s) connected to the private portal they should access.
Click Update to save the changes.
Troubleshooting
Form fields disappear when opening “Add Groups”
If your entered information disappears when navigating to Add Groups, complete all required fields first, then click Continue. This action saves your data. Afterward, return to the Private Portal settings to upload the cover image and add groups.
Customer cannot see any items listed in a private portal
If a customer reports that no items appear in their private portals, instruct them to click the cover image of the portal they want to open. The portal content loads only after selecting its image.
Customer cannot access private portals
If the user cannot access the portal after logging in, remove and re-add them to the group, then re-test.