Portal Access Management
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.
Rooms are not the only thing with access settings. Resources, certifications and pricing calculators carry their own Access tab with the same filters, so what a partner sees inside a room can be narrower than the room itself.
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.
The same tags can also hide single blocks inside a custom room: a block limited by contact tag is only shown to contacts carrying one of its tags. This is set per block in the block editor — see Custom Portal Rooms.
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.
Each named partnership can carry an access expiry. On the partnership row, open Set access expiry and choose No expiry, 7 days, 14 days, 30 days or Custom date — a custom date has to be in the future. Once the date passes, that partner loses access and the row shows a red Expired badge, so you can tell at a glance.
An expired grant still counts as a restriction, so the room stays closed to everyone it was already closed to — expiring a partner never opens the room to all partners. Removing the last partnership on the list does open the room to every partner of that type (subject to your other filters), which is why the room asks you to confirm first.
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
Access on content inside a room
Some things a partner sees inside a room have their own access settings, and those apply on top of the room's:
Resources and certifications: set on each item. See Creating a Resource.
Pricing calculators: set on the calculator's Access tab, with partner types plus the same category, tier, stage, contact tag and partner filters. This decides which calculators a Pricing Calculator block shows, and which a partner can use while creating a lead or deal. See Building Pricing Calculators.
Blocks in a custom room: each block can be limited to contacts with certain tags from its Block settings panel. Contacts without a matching tag never see it. See Custom Portal Rooms.
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? If they had named access, has its expiry passed? An Expired badge on the partnership row means their access has run out.
If a Pricing Calculator block appears empty for a partner, the room is fine: check the calculator's own Access tab.
Related articles
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