Portal Access Management

Access management lets you control which partners can see each room in the portal. Partners only see rooms they have access to. Restricted rooms simply do not appear in their navigation.

How it works

By default, all live rooms are visible to all partners of that partner type. You add restrictions to limit who can see a room.

All restrictions use AND logic. This means a partner must match every restriction you set to see the room. For example, if you set both a tier and a stage, the partner must have the matching tier AND the matching stage.

Within each restriction, multiple selections use OR logic. For example, if you select Gold and Platinum tiers, any partner with either Gold or Platinum can see the room.

Access control options

1. Room Visibility

Controls who can see the room at a high level:

All users: Everyone with access can see the room (both your team and partners).
Internal only: Only your internal team members can see the room. Partners cannot see it.
External only: Partners can see the room, but your internal team (Admin and Partnerships roles) cannot. Team members with the Indirect role are treated like partners here, so they can see it.

2. Partner Type (set at creation)

Every room belongs to one partner type (Referral, Reseller, or Distributor). This is chosen when you create the room and is the foundation of access control.

3. Categories

Restrict the room to partners in specific categories. A partner sees the room if they match any selected category.

4. Tiers

Restrict the room to partners at specific tiers. A partner sees the room if they match any selected tier.

For progressive access (where higher tiers see everything lower tiers see), add all qualifying tiers to the room. For example, to give Gold and Platinum access, select both Gold and Platinum.

5. Partnership Stages

Restrict the room to partners in specific stages. A partner sees the room if they match any selected stage.

This is useful for progressive onboarding, where rooms unlock as partners move through stages like Getting Started, Training, Active Partnership, and Strategic Partnership.

6. Contact Tags

Restrict the room to specific people within partner companies based on their contact tags. A contact sees the room if they have any of the selected tags.

This is useful for role-based access, such as showing financial rooms only to contacts tagged Finance, or executive rooms only to contacts tagged Executive.

Contact tags filter after partnership-level access. The partnership must first pass the category, tier, and stage checks, then individual contacts are filtered by their tags.

7. Specific Partnerships

Restrict the room to individual partnerships. Search for and select specific partners who should see the room.

This works together with other restrictions. Selected partnerships must also match any category, tier, stage, or tag criteria you have set.

Setting up access controls

Go to Portals and open the room you want to configure.
Click the Access tab.
Set Room Visibility (All users, Internal only, or External only).
Add any restrictions you need (categories, tiers, stages, contact tags, specific partnerships).
Leave a restriction empty to allow all values for that category.
The number of partners with access is shown at the top of the access tab.

When no restrictions are set, all partners of that room's partner type can see the room (if it is set to Live).

Testing access with preview

You can check what a specific partner will see:

Go to the Portals page.
Use the partner search filter to find and select a specific partner.
Use the Access filter to show Accessible or Not Accessible rooms.
Review which rooms appear for that partner.

Common patterns

Progressive onboarding

Unlock rooms as partners advance through stages:

Getting Started: Welcome room, onboarding checklist
Training: Certification courses
Active Partnership: Leads, deals, full resources
Strategic Partnership: Executive communications

Tiered benefits

Increase access with higher tiers:

All tiers: Basic resources, lead submission
Silver and above: Marketing funds, advanced training
Gold and above: Deal registration, executive sponsor

To give Silver and above access, select both Silver and Gold (and any higher tiers) in the tier restriction.

Role-based access

Use contact tags for role-based access:

All contacts: General resources, news
Sales tag: Sales tools, pricing, commissions
Technical tag: API docs, integrations
Executive tag: Business reviews, financials

Good to know

Start with minimal restrictions and add more as needed.
The Partners room (for distributors) has no access controls. It is automatically visible to all distributor partnerships.
Review your access controls regularly to make sure partners are seeing the right content.
If a room is not appearing for a partner, check: Is it Live? Does the partner type match? Are the access controls too restrictive? Is the partner correctly categorised?

Creating Portal Rooms: Step-by-step guide to creating and managing rooms
Portal Room Types: A full reference of all room types
Custom Portal Rooms: Building rooms with content blocks

Portal Access Management