Goal
Your new client is set up in Stax.ai CX, and now you want them working with you in the client portal — uploading files, completing tasks, and answering questionnaires without email back-and-forth. This guide takes you from "contact on a record" to "active portal user" in a few minutes.
Prerequisites
The company's status must be Active, Onboarding, or Terminating. Other statuses are not portal-eligible.
The contact must exist on the company's People tab with a valid email address. If they're not there yet, add them first — see Managing Contacts and People.
You need Client Portal permission in CX. If you don't see the invite option, ask your team admin to check your permission group.
Step 1: Confirm the company is portal-eligible
Click Companies in the left sidebar and open the company.
Check the Status field on the Overview tab. If it still says Prospect, change it to Onboarding or Active.
Step 2: Send the invitation
Click the People tab at the top of the company record.
Find the contact you want to invite. Click the three-dot menu to the right of their name and select the invite option. The Invite to Client Portal dialog opens.
Check the permissions this portal user should have. For a typical HR or payroll contact, enable View and upload shared files and leave the rest off.
Click Send Invitation. You'll see a confirmation that the invitation was sent.
Every invited user automatically gets baseline access: they can sign in and see and complete their client tasks. You don't need to turn that on — and it can't be turned off. For what each permission does, see Client Portal Permissions.
Step 3: Confirm the client got in
Back on the People tab, the contact's portal status shows as invited.
Once the contact clicks the email link and sets a password, their status changes to active.
If the invite sits unaccepted, ask the contact to check their spam folder — or resend it from the same three-dot menu.
Tip: You can also enable automatic invite follow-ups so CX nudges clients who haven't accepted. See Client Task Reminders.
Expected outcome
Your client can now sign in to a branded portal, see the tasks you assign, and upload documents that land directly on their company record in CX. Client-facing tasks in your projects will appear in their portal automatically.
Related features
Setting Up and Inviting Clients — the full invitation walkthrough
Client Portal Permissions — what each permission allows and how to change it later
Client Portal Overview — what your client sees in the portal
Client Portal Live View — guide a client through the portal in real time
Tips
Start small with permissions. You can always add more later; taking access away is a harder conversation.
Give user management to one person. Enable Add, manage, or delete other users only for a primary contact who manages their own team.
Time invitations with real work. Clients activate faster when there's a task waiting — invite them right before launching an onboarding or census project.
Client says they can't see a task? Only client-type tasks appear in the portal. Internal tasks never do.