Invite your team and clients
Vivotics has three kinds of people: employees (your team), admins (employees who can configure the workspace) and clients (external people with portal access).
Invite employees
- Go to HR > Employees and select Add Employee, or send an invite link.
- Pick their role and designation. Roles control what they can see and do; see Roles and permissions.
- New employees land on their own dashboard with My Tasks, timers and notifications.
Add clients
- Go to Clients and add the company and its contact people.
- Clients sign in to a portal, not your workspace: they see only the projects, invoices, documents and action items that belong to them.
- The fastest way to get a client in is a magic link: a personal, expiring URL that signs them straight in with no password to forget.
What clients can and cannot see
Clients see: their projects and progress, tasks assigned to them, invoices and payment status, estimates and contracts to sign, shared docs, their support tickets, and files you share.
Clients never see: internal comments and notes marked private, other clients, your HR and finance modules, or anything on a project that is not theirs.
Tips
- Assign a task directly to a client contact when you need something from them (files, an approval, a decision). They get an email and it shows in their portal action items.
- Use ticket notes (internal) rather than replies when discussing a client request privately; notes are never emailed to the requester.