Overview
The Magentrix Portal User Options card in HubSpot enables administrators to activate portal access for contacts directly from HubSpot without logging into Magentrix. This streamlines user provisioning by managing access directly from the HubSpot contact record, reducing the number of steps required to grant portal access and improving response time for user requests.
Learn more about Magentrix's HubSpot integration.
Prerequisites
Before enabling a portal user from HubSpot, ensure the following requirements are met:
- Portal Options Card Configured: The Magentrix Portal User Options card must be added to your HubSpot contact page layout. See Configuring Magentrix Portal Options for setup instructions.
- Valid Contact Email: The contact record must have a valid email address.
- Available Licenses: You must have available Magentrix Partner or Customer user licenses to activate the user.
- Administrator Permissions: You need appropriate administrative permissions in HubSpot to manage contacts.
Steps to Enable a Portal User
Follow these steps to enable a HubSpot contact as a Magentrix portal user:
Open the contact record in HubSpot for the person you want to enable as a portal user.
Locate the Magentrix Portal User Options card in the right sidebar of the contact page.
Click the Actions dropdown within the Magentrix Portal User Options card.
Select a community role from the available options (e.g., Partner User, Customer User, or other configured roles).
Confirm the selection to save the changes.
Result: The contact is now enabled as a Magentrix portal user and will receive an automated email invitation with login instructions. The user can access the portal immediately after setting up their password through the activation email.
What Happens After Enabling
Once you enable a contact as a portal user:
- Activation Email Sent: The user automatically receives an email invitation to access the Magentrix portal with instructions for setting up their login credentials.
- User License Consumed: One user license from your available pool is consumed for this user.
- Portal Access Active: The user can log in to the portal immediately after completing the email activation process.
- Contact Record Updated: The HubSpot contact record reflects the user's active portal status.
Troubleshooting
I don't see the Magentrix Portal User Options card
Solution:
- Verify that the Magentrix Portal User Options card has been added to your HubSpot contact page layout configuration.
- Check that you have the necessary permissions to view custom cards in HubSpot.
- Confirm that your HubSpot integration with Magentrix is properly configured.
I don't see the Actions dropdown
Solution:
- Ensure you have administrative permissions in HubSpot to manage contact records.
- Verify that the Magentrix integration is active and properly connected.
- Check that the contact record has all required fields populated (especially email address).
The contact is already a portal user
Solution: If the contact is already enabled as a portal user, the Actions dropdown will show different options such as:
- Deactivate User
- Reset Password
- Change Role
See the related articles below for managing existing portal users.
The user didn't receive the activation email
Solution:
- Confirm the contact has a valid email address in the HubSpot contact record.
- Ask the user to check their spam or junk email folders.
- Verify your Magentrix email configuration and delivery settings are correct.
- Ensure your organization's email domain isn't blocking automated emails from Magentrix.
Error: No available licenses
Solution:
- Check your Magentrix license allocation in the admin settings.
- Contact your Magentrix administrator to increase your user license count.
- Deactivate unused user accounts to free up licenses.
Best Practices
- Review Contact Information: Always verify that the contact's email address and other information are correct before enabling portal access.
- Select Appropriate Role: Choose a security role that provides the appropriate level of access for the user's needs.
- Communicate with Users: Inform users that they will receive an activation email and should expect it within a few minutes.
- Monitor License Usage: Regularly review your license consumption to ensure you have capacity for new users.
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