> For the complete documentation index, see [llms.txt](https://help.rinsebase.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.rinsebase.com/client-and-property-manager-portals.md).

# Client and Property Manager Portals

Every client gets a private portal link showing their cleans, photo proof, invoices and property status, with your company name at the top. This article covers how to send and control those links, what each type of client sees, and what they can do in it.

A portal gives a property manager real-time access to status, photos and billing for every property you clean for them. When you pitch or renew a PM account, show them this portal.

## How portal links work

A portal is a private link. Clients don't need a password or an account. Anyone with the link can see that client's cleans, so treat it like a key.

| Portal                  | Link               | Who it's for                                    |
| ----------------------- | ------------------ | ----------------------------------------------- |
| Client portal           | `/my-cleanings/…`  | STR hosts, residential and commercial clients   |
| Property manager portal | `/my-properties/…` | Clients with the **Property Manager** toggle on |
| Owner view              | `/my-property/…`   | One property's owner, read-only                 |

Archived properties drop out of every portal.

### Send or re-send the invite

1. Go to **Clients** and select the client.
2. Click **✉ Send portal invite**. After the first send, the button reads **↺ Resend portal invite**.
3. The client receives an email titled " — Access your client portal" with their link.

The invite button only appears once the client has an email address. When the **Property Manager** toggle is on, the invite and all other emails link to the property manager portal instead of the client portal.

### Control the link

Each client has a **Portal link** card under the invite button. Its badge reads **Active**, **Expires \[date]**, **Expired** or **Revoked**.

* **Copy link**: copies the right link for this client (the PM link for property managers).
* **↻ Reset link**: creates a new link. The old one, including any copies that were forwarded on, stops working right away. Send the client the new link.
* **Revoke**: removes access entirely. If the client is a property manager, their PM link is revoked too and the toggle turns off. To restore access, send a new portal invite.
* **Expires:** choose **Never**, **30 days** or **90 days** so a leaked link stops working on its own.

An expired, reset or revoked link shows "Link not found".

### Control what the client receives

These toggles are in the same client panel:

* **Email after every clean**: sends completion and guest-ready emails to the client and their contacts. Turn it off for a PM who doesn't want one email per clean. The portal still updates live, and declines and invoices still send.
* **Show clean photos in their portal**: when off, the client still sees schedule, status and invoices, but no clean photos. Your crew still takes the photos and you can still see them.
* **Text updates (SMS)**: sends guest-ready updates, other updates and declines by text as well as email. Only turn this on when the client asks for it.

## Which portal each client gets

* **STR / Airbnb** and **Commercial** clients get the full client portal.
* **Residential** clients get a simpler client portal. It has no property KPI cards, no Calendar, Incidents or Supplies tabs, and adds a refer-a-friend card.
* **Property managers** get the multi-property portal.

### Turn on the property manager portal

1. Open the client in **Clients**.
2. Switch on the **Property Manager** toggle ("Multi-property portal access").
3. The client type changes to property manager, and a **Property Manager Portal Link** appears with a **Copy** button.

The link works right away. Copy it or use **✉ Send portal invite**, and the email will point to the PM portal. If you turn the toggle off, the client goes back to a residential client.

## The client portal

At the top, the client sees your company name, an **EN · ES** language toggle and three views: **Overview**, **Calendar** and **Invoices**. A **+ Request a Clean** button is always available. The portal opens in the language set on the client record, and the client can switch at any time.

### Overview

* **My properties**: a card for each property with its photo, next clean, cleans this month, completed cleans and any amount due. Clients can add or change a property photo from the card.
* **+ Add property**: the client submits a new address with beds, baths and access notes. It shows as **Pending approval** until you review it and set pricing.
* Balance due, or "All paid up!", with a link to invoices. Overdue invoices are flagged at the top.
* **Service summary**: total cleans, upcoming cleans, properties and, for STR and PM clients, how many cleans were guest-ready.
* **Bookings by platform** (STR and PM clients).
* The next five upcoming cleans with a countdown.
* A connection card, if the client has connected OwnerRez, Hospitable, Guesty or Hostaway through their host invite page (see [STR and Airbnb Sync](/str-and-airbnb-sync.md)).

### Calendar

A month view showing guest stays, blocked dates and cleans, color-coded by property. Below it are **Upcoming** and **History** lists. Each completed clean opens to show its photos.

### Invoices

* Totals: **Total**, **Paid** and **Outstanding**.
* Each invoice, with a **View** button and a **Pay $…** button. Drafts and void invoices are never shown.
* **Download statement**: a PDF statement for a date range the client picks.
* **Your monthly retainers**: the client can **Turn off auto-charge**, **Cancel retainer** or **Remove saved card** without calling you.
* **Add more services**: STR and PM clients can subscribe a property to any expansion service you've priced. It bills monthly from the 1st of next month.

Opening an invoice shows its line items, discounts and account credit, plus **Print** and **Download PDF**. Viewing an invoice marks it **Viewed** on your side. The **Pay** button only appears once your Stripe account is fully connected under **Settings → Billing**. Until then, clients see "Online payment isn't set up yet." If a period invoice is scheduled for autopay, the client can click **Pause autopay** and tell you why. You're emailed the reason.

### Property detail tabs

When a client clicks a property card, they see the property photo (with **Change photo**) and KPI cards: **This month**, **Completed**, **Guest-ready** (STR and PM only), **Total spent**, **Avg per clean** and **Outstanding**. If the property has an active retainer, a **Monthly retainer** card also appears, with **Manage retainer →**. Residential clients don't see KPI cards.

| Tab           | What the client sees                                                             | What they can do                                      |
| ------------- | -------------------------------------------------------------------------------- | ----------------------------------------------------- |
| **Overview**  | Next clean, last clean, upcoming schedule, recent cleans with guest-ready badges | Open photos; **Mark restocked** on crew restock flags |
| **Jobs**      | Upcoming cleans with status and crew first names; completed cleans               | Open each clean's photos                              |
| **Calendar**  | Guest stays, blocks and cleans for this property; connected calendars            | Paste an iCal link, **Sync now**, block dates         |
| **Photos**    | Before and after photos grouped by clean                                         | Zoom and browse in a full-screen viewer               |
| **Invoices**  | This property's invoices                                                         | View and pay                                          |
| **Checklist** | Your room-by-room checklist for the property                                     | View only                                             |
| **Incidents** | Reports you've shared, split into **Open** and **Resolved**                      | View only                                             |
| **Supplies**  | Items your crew flagged as low, plus the supply list                             | **Mark all restocked**, edit the list                 |
| **Weather**   | Current conditions, next 6 hours, storm and wind alerts                          | **Report outage**, **✓ Power restored**               |

Residential clients only get **Overview**, **Jobs**, **Photos**, **Invoices**, **Checklist** and **Weather**.

Job statuses in the portal are **Pending**, **Scheduled**, **On the way**, **In progress** and **Completed**.

### What clients can do

**Request a clean.** Click **+ Request a Clean**, then pick the property, **Preferred date** and **Preferred time**, add notes, and optionally tick "This is a turnover (between guests)". Click **Send Request**. Nothing goes on the schedule until you act on the request in **Bookings**.

**Block dates.** On the Calendar view, click **+ Block dates**. Then:

1. Pick the property, start date and end date.
2. Pick a reason: Personal use, Friends/Family, Maintenance, Owner stay or Other.
3. Leave **Schedule a clean after this stay** ticked to add a clean at 11:00 AM on the end date.

The clean is scheduled automatically unless the next guest arrives within 4 hours. In that case it goes to your approval queue. To change or cancel a block, the client clicks it on the calendar. The clean tied to the block moves or cancels with it.

**Connect a booking calendar.** On a property's **Calendar** tab, the client clicks **+ Connect calendar**, picks Airbnb, VRBO, Booking.com or Other, pastes the iCal link and clicks **Connect & Sync**. If they've connected a PMS through their host invite page, a connection card lists each synced property with a **Disconnect** button. Disconnecting keeps cleans in the next 2 weeks, removes later ones, and stops new bookings from syncing.

**Mark supplies restocked.** When your crew flags items as low, the client sees "Your crew flagged these as running low". **Mark all restocked** asks how the items were restocked, for example "Ordered on Amazon". That note is saved to the property's supply log. The client can also add, edit and remove items on the property's supply list, including par levels.

**Report a power outage.** On the **Weather** tab, **Report outage** (with an optional note) marks the property as having no power. **✓ Power restored** clears it.

The **Checklist** tab is view only. You own the checklist and edit it on the property page. Clients see incidents only after you share them with **↗ Send to host**. The portal covers seven report types: damage, missing items, maintenance, pests, safety, linen and lost & found.

## The property manager portal

The PM portal is built for a client with many properties. The left sidebar lists **All properties** and every property you clean for them, with guest-ready and incident markers and the next clean date. It also has **+ Request a Clean** and a language toggle (English or Spanish).

### Portfolio dashboard

KPI cards across the top:

* **Properties**
* **Guest Ready**: properties that are guest-ready, out of the total
* **Turnovers (7d)**: cleans in the next 7 days
* **Open Invoices**
* **Restock Alerts**
* **Incident Reports**

Below the cards:

* **Bookings by platform (portfolio)**
* **+ Add property**: the PM submits a new property for your approval.
* A card for each property with its next clean, jobs, completed cleans and amount due.
* The upcoming cleans table with date, property, service, crew and status.
* Invoices across the portfolio, with the amount due, **Download statement** and a **Pay** button on each open invoice.
* **Incident Reports**, **Lost & found** and **Resolved history**.
* **Restock Alerts** by property, each with **Mark restocked**.

### Single property view

Selecting a property shows five KPI cards: **Revenue (MTD)**, **Revenue (YTD)**, **Jobs this month**, **Avg cost/clean** and **Guest-ready rate**. A sixth card, **Monthly retainer**, appears when the property has an active retainer. These figures are what the PM has been billed for the property.

The tabs are **Overview**, **Calendar**, **Jobs**, **Invoices**, **Checklist**, **Supplies** and **Weather**:

* **Overview**: last clean with **View all photos**, next clean, restock flags and open incidents.
* **Calendar**: month and week views, **+ Connect calendar** for iCal links and **+ Block dates**. If a block overlaps an existing booking, the PM gets a warning before saving. Clicking a block they created offers **Remove block**, which also cancels its clean.
* **Jobs** and **Invoices**: filtered to this property.
* **Checklist**: view only.
* **Supplies**: restock flags with **Mark all restocked**, and the supply list editor.
* **Weather**: forecast and power status, same as the client portal.

### Resolving incidents

PMs can close out incidents you've shared. **Mark resolved** asks how it was resolved, for example "Sent a handyman to repair it". The note is signed with the PM's name and is visible to you. The report then moves to **Resolved history** and records who closed it.

## Owner view (read-only)

When a property manager runs a property for an owner, you can give that owner a read-only link to one property.

1. Open the property page. The section is available for STR and PM properties.
2. In **Owner view (read-only)**, click **Create & copy owner link**. Later it reads **Copy owner link**.
3. To turn the link off, click **Revoke**.

The owner sees the property, the next clean and recent cleans with photos and guest-ready status. They can't see invoices or other properties, and they can't edit, schedule or block anything. Check with the property manager before sharing this link.

## Branding

| What the client sees                                   | Plan            |
| ------------------------------------------------------ | --------------- |
| Your company name in the portal header and browser tab | All plans       |
| Your logo                                              | All plans       |
| Your brand color                                       | Pro plan and up |
| No "Powered by Rinsebase" line                         | Scale           |

Set your logo and color in **Settings → Branding**. Below Scale, a "Powered by Rinsebase" line appears on the invoice view and at the bottom of the PM portal.

## Notifications clients receive

* **Portal invite**: when you send or re-send it.
* **Clean finished** and **guest-ready** emails: the guest-ready email includes the verification photo if photos are shown in that client's portal. These respect the **Email after every clean** toggle.
* **Declined clean**: always sent, with your reason.
* **Reminder the day before a clean**, and an email when a clean is moved.
* **Texts**: sent for the same events when **Text updates (SMS)** is on.
* **Invoices**: when you send one. **Incidents**: only when you click **↗ Send to host**.

Contacts on the client with notifications turned on get the same emails and texts.

Company-wide controls are in **Settings → Notifications**. **Pause all client notifications (test mode)** holds every automatic client message. Per-event switches turn email or SMS on and off for each event. **Review before notifying clients** in **Settings → Features** holds the "clean finished" email until you've checked the photos and marked the clean **Guest ready**.

## Related

* [Clients and Properties](/clients-and-properties.md)
* [STR and Airbnb Sync](/str-and-airbnb-sync.md)
* [Billing and Payments](/billing-and-payments.md)
* [Settings](/settings.md)