Clients are a fundamental element of your workflow. If you are managing a property on behalf of an agency, landlord, or owner, we encourage you to add them as a Client within your account.
Clients automatically receive notifications and completed reports, ensuring that all stakeholders stay informed and up-to-date without requiring manual intervention.
They can also be granted access to their own Client Portal, allowing them to self-manage inspections, view reports, and interact with their data directly. This streamlines communication, reduces administrative workload, and provides clients with greater visibility and control over their properties.
Difference between Contacts and Clients
Clients | |
Contacts are additional individuals involved in a specific inspection, such as tenants, landlords, agents or third parties. | Clients are key stakeholders—such as agencies, landlords, or property owners—that you manage properties for. |
Their details are added on a per-inspection basis. | Clients are added at the account level and are integrated into your ongoing workflow. |
Use Contacts to send specific notifications, reports, or documents related to an individual inspection. | Clients can be granted access to their own Client Portal to self-add inspections, view completed reports, and track activity. |
Contacts typically only require limited access or communication. | Clients have broader access and visibility, reducing administrative work and improving collaboration. |
Adding a Client
Adding clients correctly ensures seamless communication, accurate report sharing, and efficient property management through their dedicated Client Portal.
To add a client to the system, simply navigate to the Clients section in your Inventory Base dashboard and click Add Client. Enter their details, assign any relevant properties, and set up portal access if needed.
1. Navigate to your Clients tab at the top of your online dashboard, and click on the Add New Client button.
2. Add the client’s name and email address — these are the only mandatory fields. However, we recommend completing as much additional information as possible to ensure accurate records and smoother communication.
ℹ️ If the client requests for others within their organisation to receive the same notifications, you can include additional email addresses in the Additional Emails field. These recipients will receive all relevant updates alongside the primary contact.
3. Depending on the permissions you enable for your Client, you can allow them to:
Create multiple inspections for a property (in bulk)
Connect to selected integrations
Create Inspections via their Client Portal
Create Properties via their Client Portal
Edit an inspection after they have added it
View details of the assigned Clerk
View any tags added to the property
View any tags added to the inspection
4. Issuing login details is optional — you don’t need to give clients access to their portal if you don’t want them to view or manage linked properties. Simply untick ‘Send Login Details directly to Client’ if you'd prefer not to send their username and password immediately.
Once you click on Create Client (or Update Client), the Client will be saved and will have access to the permissions and settings you’ve enabled for them.
5. If you send a Client their login details, they’ll be able to access their own Client Portal.
This portal looks very similar to your dashboard, but with limited sections—Clients will only see the Inspections and Properties tabs, along with the activity related to those inspections.
Client-Specific Settings
Client-specific settings let you customise which inspection types and report options apply to each Client. This helps you tailor their workflow, keep their inspections consistent, and make sure the right settings are automatically applied to all of their properties.
1. Navigate to the Client tab at the top of your online dashboard, and click on the Client you want to customise the settings for.
2. Once you open a Client profile, navigate to the Settings tab to configure the report options for that specific Client.
3. You can choose which Inspection Types are enabled for your Client.
ℹ️ If you have granted your Client the permission to add inspections, this setting controls which Inspection Types they are able to book.
4. You can also customise the report settings for this specific Client, either for all Inspection Types or by configuring the settings individually per Inspection Type.
5. You can require a Client to be selected when adding a property. This helps keep your properties organised and makes it easier to find the correct property when scheduling inspections.
Click on the Clients tab at the top of your dashboard, then click on Settings.
6. Toggle Require Client on Properties to On. Once enabled, any new property added to your account must be assigned to a Client.
Client Email Notifications
Manage and update the email notifications your Clients receive, either individually through their profile or in bulk from the main Clients > Emails tab.
Individual Clients
1. Click on the Clients tab in the top menu.
2. Select the Client whose email settings you want to update.
3. Navigate to the Emails tab.
4. Update the email notifications you want this Client to receive.
Clients in Bulk
1. Click on the Clients tab in the top menu.
2. Select the Emails tab.
3. Update the email notifications for all Clients in one place.
Assigning or Reassigning Properties in Bulk to a Client
Assigning properties one by one can be time-consuming. Inventory Base allows you to assign or reassign multiple properties to a Client in just a few clicks.
1. Go to the Properties tab and use the filters on the left to display the properties you want to assign or reassign to the Client.
2. Click the blue Select button, and tick the checkboxes next to the properties you want to assign or reassign.
3. Open the With Selected dropdown menu, and click Assign/Reassign Client.
4. In the pop-up window, search for and select the Client, then click Assign to Client.
5. A confirmation pop-up will appear. Read the warning, tick the checkboxes to confirm, and click Assign to Client.
ℹ️ When changing the associated Client, only unclosed and future inspections will update. Any completed reports will remain linked to the original Client.