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Setting Up and Inviting Clients

When you're ready for a plan sponsor or HR contact to start uploading documents, completing tasks, and viewing plan information, send them a

Written by Andrew Flowers

Overview

When you're ready for a plan sponsor or HR contact to start uploading documents, completing tasks, and viewing plan information, send them a portal invitation from Stax.ai CX. The Client Portal gives your clients a secure, branded space to work with your firm — no full platform login needed. Most TPAs send portal invitations during onboarding or at the start of census season.

Before you begin

  • The company's status must be Active, Onboarding, or Terminating. Companies in other statuses are not eligible for portal access.

  • The contact must already exist on the company record with a valid email address.

  • You need Client Portal permission in CX. If you don't see the invite option described below, ask your team admin to check your permission group.

Invite a contact to the portal

  1. Click Companies in the left sidebar and open the company.

  2. Click the People tab at the top of the company record.

  1. 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, showing the contact's name, email, and company.

  1. Check the permissions this portal user should have:

    1. View and upload shared files — lets them open shared files and upload files in the portal. Enable this for HR contacts and plan sponsors who will submit data.

    2. View all team communications — lets them see client messages in the portal.

    3. Add, manage, or delete other users — lets them invite and manage other portal users from their organization. Only enable this for a primary contact who manages their own team.

    4. Access and manage billing settings — billing management for portal users. This feature is coming soon.

Note: Every invited user automatically gets basic sign-in access, and they can always see and complete their client tasks. You don't need to turn that on — and it can't be turned off. See Client Portal Permissions for details.

  1. Click Send Invitation. You'll see a confirmation that the invitation was sent.

The contact receives an email with a link to create their portal account.

You're all set!

After you send the invitation, the contact's portal status shows as invited on the People tab. Once they click the email link and set up their password, their status changes to active. If the contact doesn't see the email, ask them to check their spam folder.

Tips

  • Start small with permissions. For a typical HR or payroll contact, enable View and upload shared files and leave the rest off. You can adjust permissions later.

  • The invite option doesn't appear? Check the company's status. Only Active, Onboarding, and Terminating companies are portal-eligible.

  • No email received? Confirm the email address on the contact's record, then resend the invitation from the same menu. If it still doesn't arrive, contact Stax.ai support — your email domain settings may need attention.

  • Client can't see tasks? Only client-type tasks appear in the portal. Internal tasks are never shown to portal users.

Related articles

  • Client Portal Overview

  • Client Portal Permissions

  • Client Portal Live View

  • Creating Client Requests

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