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Customers are people outside your organization who send requests through a service portal. They sign in to the portal only. They never see projects, pages or colleagues, and they do not count as users of your installation. Administrators manage customers under Administration → Customers. The page has two tabs, Customers and Organizations.

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Organizations

An organization groups the customers of one company. Customers of an organization see the requests of their colleagues if the portal allows it.
1

Add the organization

Open the Organizations tab and select Add organization.
2

Enter the name and the mail domains

Type the name. Add the mail domains of the company, one per line, for example example.ch. A domain belongs to exactly one organization.
To change a name or its domains, open the menu of the row and select Edit. Deleting an organization leaves its customers in place, without an organization.

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Invite a customer

1

Open the invitation

Open the Customers tab and select Invite customer.
2

Enter the details

Enter the email address and the name. Pick an organization if the customer belongs to one.
3

Send

Save. Collabase sends the customer a link to set a password. The link works once and expires after a few days.
An address of a colleague or a guest cannot be used for a customer. Collabase does not say which of the two it is.
The customer opens the link, chooses a password and lands in the portal. The page speaks of the portal, not of a project.

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Lock a customer

Locking stops a customer from signing in. Their requests and comments stay. Open the menu of the row and select Lock; Unlock reverses it. Only system administrators can lock customers.

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Anonymize a customer

Anonymizing removes the personal data of a customer for good: name, address and sign-in. Requests and comments stay, without a name. Collabase asks for confirmation first.
Anonymizing cannot be undone. Only system administrators can do it.

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Who sees what

  • System administrators manage all customers and organizations.
  • Administrators of a service project add customers to their own portal and see the customers of their projects.
  • Customers who were switched to a different kind of account cannot be changed into users or administrators. Create a separate account for a colleague instead.
Free fields in request forms may hold personal data. Tell your customers what they should not enter.
Last modified on November 4, 2026