Managing clients

How an organization becomes a partner

PassportCraft sets up your organization as a partner. Before you add any client, an owner or administrator accepts the partner agreement in Partner settings → Partner terms. You then add every client yourself, from Clients.

If your company is established in the EU, enter its VAT number when you accept. After you accept, Partner terms shows whether the EU VAT register confirmed the number. When a new version of the agreement replaces the one you accepted, accept it on the same page before you add your next client.

Adding a client

Open Clients in the menu, press Add client, and choose a new workspace or an existing one. Only owners and administrators can add a client.

If your organization has not accepted the current partner agreement, the panel says "Accept the partner agreement before you add a client." and offers View partner terms instead. This applies to a new workspace and to a request for an existing one.

A new workspace. Enter the brand's name, the Client's legal name and an Email for our notices to the client. We send the client our data-protection and service notices at that email. Then choose Starter, Pro or Scale; Pro is selected to start. Every client plan is billed yearly, and the plan cards show the yearly price. Manufacturer details can be added later in Settings → Manufacturer. Review the client, plan, payment method and amount due today before you create and pay. At payment review, confirm yearly billing for this client; the whole year is paid up front. Also confirm that the client authorised your organization to use PassportCraft for it. That includes accepting the PassportCraft Terms of Service and Data Processing Agreement on its behalf. 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 Partner settings → Client 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.

You can later change the legal name or notices email of a client you created as a new workspace. Open the ⋯ menu on its row in Clients and choose Client details.

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

Working in a client's workspace

Owners and administrators work on every client. For editors and viewers, a partner administrator chooses the clients and the access level in each.

A person's role at your organization and their access level in a client are separate. An editor or viewer at your organization can have Viewer, Editor or Admin access in each assigned client. Admin access in a client appears as the Partner role. A client's removal overrides access, including for your owners and administrators.

Removing someone from your organization ends their access to every client immediately. Your staff do not 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.

Choose who works on each client

1. In your own workspace, open Partner settings → Partner team and invite a person. For Editor or Viewer, each client starts at No access. Choose Viewer, Editor or Admin for each client they need. The choices apply when they accept, for clients still managed by your organization. An Admin invitation gives access to every client.

2. For an existing editor or viewer, select Choose clients beside their name in Partner settings → Partner team. Change each client's level, then Save changes. Cancel discards your changes. To manage one client's staff, open its ⋯ menu in Clients and select People.

Owners and administrators appear with fixed access to every client. To limit an administrator's clients, first make them an editor or viewer on your Team page, then use Choose clients. You cannot change the owner's role. Demoting an administrator retains their clients at the new level. Switching between Editor and Viewer at your organization leaves client levels unchanged.

Choose No access to remove an editor or viewer from a client. Their role at your organization does not determine their client access.

A new editor or viewer joins with no clients unless you choose them in the invitation. A newly created or accepted client starts with owners and administrators only; add other staff through People. These defaults apply to new people and clients. Existing access is retained.

If a client has removed someone, you cannot assign them again while that removal stands. The client's own owner or administrators must select Allow again in their Settings → Team. A partner owner or administrator regains access immediately. For an editor or viewer, choose the client and level again afterwards.

The Clients screen

Owners and administrators see the clients your organization manages. Editors and viewers see only clients they can access. With no assigned clients, ask your partner administrator for access.

• 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.

Only your organization's owners and administrators see waiting requests and ended arrangements.

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. Each client has its own plan.

Your partner workspace is also your Playground. While your partner agreement is in force, the passports you make in the Playground are example passports. Example passports never show "Powered by PassportCraft". While your partner agreement is in force, you can also change Playground settings → Brand without a paid plan. You set up a custom domain in a client's workspace, not in the Playground.

While your partner agreement is in force, the Playground has fixed limits and no plan to buy. Playground settings → Playground allowance shows each limit and how much of it you have used.

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 or decline a request for the client. It cannot end the arrangement from inside the client's workspace either. Your organization ends it from Clients, and the client's own owner or administrators can end it from their Settings. While you pay for a client's plan, that client's Billing section is hidden from everyone in its workspace, including its owner.

Releasing a client

To stop managing a client, an owner or administrator opens the ⋯ menu on the client's row in Clients and chooses Release client. When you confirm, your team loses access to the client at once. Every key and assistant you connected there stops working. If you pay for the client's plan, we stop renewing it on your card and invite the client to pay for it directly. The client's published passports stay online.

PassportCraft can also release a client on your organization's behalf, with the same effect. The client then appears in Clients as an ended arrangement.

API keys for your clients

When you create a key in Partner 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 can read and change real passports. While your partner agreement is in force, you can use a live key in your own workspace, your Playground, on any plan. The Playground's own settings are under Playground settings. While your partner agreement is in force, a live key can act on a client only once 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. Until then, the key dialog hides Clients this key can act on for a live key.

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 Partner settings → Client billing. Only owners and administrators see Client billing. It lists each client's plan, our public price, what you pay and when the plan renews. View invoices lists every invoice we sent you, and you can filter it by client and download it with Export CSV. While your partner agreement is in force, Client billing also links to the page that shows your Playground's limits.

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.

Moving a client to a larger plan

To move a client you pay for to a larger plan, open the ⋯ menu on the client's row in Clients and choose Change plan. Pick the plan. The next step shows the new end date, our public price, your discount, the credit and the amount you pay today.

A new 12-month period starts on the day you confirm. We credit the unused part of what you paid for the current period against the new invoice. The credit counts as a prepayment for the new period. We never pay it out in cash. A new plan year for serial numbers starts on that day, so none of the plan's serial numbers count as used yet. Serial numbers you bought stay with the client.

The move takes effect when you pay the invoice. If you do not pay it in the time the dialog shows, the move lapses and the plan stays as it was. You cannot move a client to a larger plan once your partner agreement has ended, even if you still serve your clients for a set period. To move a client to a smaller plan, write to support@passportcraft.com. The smaller plan starts at the end of the period you paid for.

Adding serial numbers for a client

Battery passports use serial numbers. A client uses the serial numbers its plan includes first. To buy more, open the ⋯ menu on the client's row in Clients and choose Add serial numbers.

Choose one bundle: 1,000 serial numbers for €100, or 10,000 serial numbers for €900. These are our public prices. Your partner discount does not apply to bundles. You pay on Stripe's payment page.

When your payment is complete, we add the serial numbers to the client's workspace. If you close the payment page or your card is declined, we add nothing and charge nothing. The serial numbers belong to the client's workspace. They never expire while that workspace exists, and they stay with the client if you release it or it takes over billing.

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.