Managing clients

How an organization becomes a partner

PassportCraft sets up your organization as a partner. During that setup, your first client's workspace is either created for them or, if the brand already uses PassportCraft, linked once the brand accepts.

Adding a client

Open Clients in the menu, press Add client, and choose a new workspace or an existing one.

A new workspace. Enter the brand's name, then choose Starter, Pro or Scale. Manufacturer details can be added later in Settings → Manufacturer. Pro and Yearly are selected to start; you can choose Monthly instead. The plan cards show the price for the selected period. Review the client, plan, payment method and amount due today before you create and pay. For a yearly plan, confirm yearly billing for this client at payment review; the whole year is paid up front. The review also links to the billing and cancellation terms. New clients start without sample passports and do not receive a trial.

You need agreed payment terms and a payment method to create a workspace. Add a payment method in Settings → Billing; saving it does not start a plan. If the screen confirms that the paid plan could not be activated, the workspace stays on Free; contact support to activate the paid plan. If the request or payment is still being checked, follow the on-screen status and do not submit it again.

An existing workspace. If the brand already uses PassportCraft, enter its workspace address or the email of one of its owners or administrators. The address is available to copy in Settings → Workspace; it is the part after /o/ in the workspace URL, not the Workspace ID. PassportCraft emails them, and they accept or decline in Settings → Workspace. You have no access until they accept. Owners and administrators can hide the request banner for their browser session and still review the request in Settings.

An organization that manages clients cannot become a client, and a client cannot manage clients.

Working in a client's workspace

People with the owner or admin role at your organization get the Partner role in every client's workspace. People with the editor or viewer role get the same role in each client's workspace.

When you add someone to your team in Settings → Team, they get access to every client you manage straight away. When you remove them, they lose access to every client at the same moment. Your staff never count against a client's team seats.

Use Clients to add and review the brands your organization manages. Press Open beside a client, or choose it in Switch workspace, to work in its separate workspace. Each client's passports, team and settings stay in that client's workspace, separate from yours and from every other client's.

The Clients screen

Clients lists every brand your organization manages, one row each:

• Plan: the client's plan, the day a trial ends, or a failed payment.
• Published: how many passports are public, against the plan's limit.
• Needs attention: published passports with a problem and drafts that are not ready to publish, the same count the client's dashboard shows.
• Waiting for you: products an assistant has asked a person to publish.
• Last activity: when a passport in the workspace last changed.

The cards above the list count your clients, everything that needs attention, and the trials that end in the next seven days. Search finds a client by name, and Needs work keeps only the clients with something to fix. The clients that need the most attention come first.

Press Open to work in a client's workspace. At the top of the menu you then see your organization and the client's name, and Clients in the menu takes you to your organization's client list. The client's name also appears when you publish a passport and when you import a file.

A request to an existing workspace shows in the list as waiting for an answer until the brand answers it.

An arrangement that ends stays in the list for 30 days, with its end date. It gives no access to the workspace or its passports. Hide removes that ended row from your view in this browser; Undo brings it back. Show hidden clients reveals hidden rows, where Restore returns one to the ordinary list within those 30 days. A new arrangement is shown normally. Existing brands keep their trial or plan when they accept a management request; moving their billing is a separate step.

Clients is the overview across the brands you manage. Dashboard shows the passports and activity of the workspace you have open. Your partner workspace can manage clients on Free; passports you publish there follow that workspace's own plan. Each client has its own plan.

Press ⌘K to find and open a client you can access. The workspace menu also has a search icon; selecting it opens the search field.

What the Partner role can and cannot do

In a client's workspace, the Partner role can do what an administrator can: create, edit, import, publish and unpublish passports, approve a publish request from an assistant, manage the client's team, create API keys and connect assistants. It can also sign the client's GTIN ownership attestation for French environmental-cost declarations, once someone at your organization has confirmed that the client gave you written authorisation. You confirm it in the passport editor, the first time you file a French declaration for that client.

The Partner role cannot become the client's owner, and it cannot accept, decline or stop the arrangement: only the client's own owner or administrators can. While you pay for a client's plan, that client's Billing section is hidden from everyone in its workspace, including its owner.

API keys for your clients

When you create a key in Settings → API keys, the dialog has a section called Clients this key can act on. Tick a client to let the key use the API in that client's workspace. There, the key can do only what it can do in your organization. Filing declarations for a client stays off until that client's written authorisation is confirmed. The keys:admin permission, described as "Give your organization's keys access to your clients, or remove that access, through the API", works on your own organization only.

You can also give a key access to a client, or remove it, through the PassportCraft API: one call each way, from a scheduler or any integration you run. A call that asks for a permission the key does not have in your organization is refused with scope_exceeds_key. A call that asks for filing before the client's written authorisation is confirmed is refused with france_mandate_required. A client can also remove any of your keys' access to its workspace in its own Settings; see Working with a partner.

Live keys, which can read and change real passports, become available once your organization or one of your clients is on a paid Pro or Scale plan. A client on a trial, or with a failed payment, does not count.

Connecting an assistant to a client

An assistant connects to one workspace at a time. To connect one to a client, switch to that client's workspace first. The consent screen then names the client, so you can tell your clients apart. A connection can have only six fixed permissions, and filing with a regulator is never one of them, whether you connect the assistant or the client does.

Paying for clients

The plans opened for your clients on your account are charged to the payment method in your Settings → Billing. Each client keeps its own plan and its own publish limit, so moving one client to a higher plan never changes what another client can do.

What your clients see

Your clients always know your organization is involved:

• Settings → Workspace names your organization and shows a Terminate arrangement button.
• The Team section lists your staff as "via [your organization]", and the client can remove them one at a time.
• Settings → Connections marks each assistant your staff connected as connected by your organization.
• Every change your staff make is recorded under that person's name in the passport's history.

While you pay for a client's plan, its Billing section is hidden. Settings → Workspace shows the plan's name and that your organization pays for it. The client still sees its publish limit where the app shows it. Your invoices and payment card are not shown in the client's workspace.

Related

• Working with a partner: the same arrangement from your client's side.
• Organization settings and team roles: the rest of Settings, and the full roles table.