ImmiGranter ImmiGranter Help

Client Portal

Last updated: 2026-06-09

Client Portal

Purpose

The client portal gives each linked client a secure, application-specific workspace for confirming personal details, uploading requested documents, messaging the practice, reviewing application progress, and responding to approval requests.

The portal is integrated with existing Immigranter modules. It does not create duplicate client, application, checklist, or document records.

How The Portal Connects To Existing Modules

Leads

Use Leads before a person becomes an active client:

  1. Collect the enquiry through the embedded lead form.
  2. Review the enquiry and contact the person.
  3. Convert a suitable lead into a Client.
  4. Create an Application and link the new client.
  5. Enable portal access from the Application.

Clients

The portal’s My Details form updates the existing Client record:

  • First, middle, and last name.
  • Date of birth.
  • Email and phone.
  • Nationality.
  • Passport number.
  • Passport issue and expiry dates.

Staff should review changed identity and passport information before relying on it for an application.

Applications

Portal access is enabled per linked client and application. This keeps family or multi-applicant matters separated while allowing each client to see the correct application name, visa type, and stage.

From the Application’s Client Portal tab, staff can:

  • Enable, re-enable, or revoke access.
  • Preview the portal.
  • Copy the portal URL.
  • View and send messages.
  • Create and monitor approval requests.

The portal URL identifies the application workspace. The client must request a single-use sign-in link at their registered email before entering it. The email link and authenticated portal session expire after 48 hours.

Checklists

Application checklist items become client document requests. Clients see outstanding items and upload a file against the relevant request.

Use checklist groups to separate:

  • Main applicant documents.
  • Partner or dependant documents.
  • Identity documents.
  • Employment evidence.
  • Education evidence.
  • Financial evidence.
  • Health and character evidence.
  • Requests for further information.

Keep checklist item names clear and client-friendly. Prefer “Passport bio page” over internal abbreviations.

Documents

Portal uploads create Documents on the existing Application:

  • Category: Portal Upload.
  • Status: Pending Review.
  • Linked checklist item.
  • Existing application ownership.

Staff should review each upload and update its status through the normal document workflow. Replacing a requested file creates another uploaded document, so staff should keep the accepted version and remove obsolete copies when appropriate.

Messages

Messages are attached to the application-specific portal access. Use them for short operational communication such as missing pages, appointment follow-up, or clarification requests.

Do not use portal messages as the only record of major legal advice. Record important advice and decisions in the appropriate client or application notes as required by practice policy.

Approvals

Use approvals when the client must explicitly respond to an item, for example:

  • Draft application details.
  • Statement or submission draft.
  • Evidence bundle.
  • Declaration.
  • Authority to proceed.
  • Pre-lodgement review.

The system records response status, time, IP address, and browser user agent. The approval title and description should clearly identify what the client is approving.

Notifications

The owning staff user receives an in-app notification when the client:

  • Updates intake details.
  • Sends a message.
  • Uploads a requested document.
  • Approves or declines an approval item.

Open the linked Application to review and action the portal activity.

Enable Portal Access

  1. Open an Application.
  2. Confirm the correct Client is linked.
  3. Apply the appropriate checklist template.
  4. Open the Client Portal tab.
  5. Select Enable Portal for the client.
  6. Copy the portal URL and send it through an approved communication channel.

The linked client must have an email address before an access email can be sent. Portal pages and access emails display the Organisation Name rather than the staff user’s personal name. If the Organisation Name has not been configured, Immigranter is displayed as the fallback identity.

How A Client Signs In

  1. The client opens the portal URL.
  2. They select the option to request access.
  3. Immigranter sends a single-use link to the email on their client record.
  4. The client opens the email link.
  5. A portal session is created for 48 hours.

The access email does not reveal whether an entered or stored address is valid. This protects client account information.

If the email link or portal session has expired:

  1. Open the original portal URL.
  2. Select Request access.
  3. Check the registered email inbox and spam folder.
  4. Open the newest email link. Older links stop working after a new one is generated or after they are used.

Access requests are rate-limited. Wait before retrying repeated requests.

If no email arrives, staff should confirm the client’s email address and that portal access is still active.

Revoke Or Restore Access

  • Revoke access immediately when a link is exposed, the wrong client receives it, or the matter no longer requires portal access.
  • Re-enable access from the application’s Client Portal tab when appropriate.
  • Revoked or application-expired access cannot be restored by the client using the request-access button.
  1. Convert the Lead into a Client.
  2. Review the Client record for duplicates and obvious errors.
  3. Create and link the Application.
  4. Apply a visa-specific checklist template.
  5. Group checklist items by applicant or evidence category.
  6. Enable the portal and send the link.
  7. Ask the client to confirm My Details first.
  8. Monitor upload and message notifications.
  9. Review each uploaded document and request replacement where needed.
  10. Add approval requests only when the review material is ready.
  11. Record important decisions in the main Client or Application notes.
  12. Revoke portal access when the matter is complete.

Security Guidance

  • Treat the portal URL as sensitive even though email verification is required.
  • Send links only to the intended client.
  • Revoke access immediately if a link is shared with the wrong person.
  • Do not place portal URLs in public notes, shared documents, or public chat channels.
  • Review uploaded files before using them.
  • Confirm significant identity or passport changes with the client.
  • Use clear approval descriptions so the recorded response has useful context.

Current Scope

The current portal supports:

  • Application-specific access with single-use email verification.
  • Replacement access requests for expired links and sessions.
  • Client detail confirmation.
  • Application stage.
  • Checklist-based document requests.
  • Document uploads.
  • Secure matter messages.
  • Approval and decline responses.
  • Staff notifications.
  • Access and approval evidence.
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