Client maintenance portal
Client members sign in with their existing Plenum Auth account. They see a separate maintenance folder rather than the maintenance company's dashboard. Creating another account or company is unnecessary.
Invite a client
Open the client/site overview, find Client login settings, and choose Invite client login. Enter the person's email. The invitation links this client record, including the existing site in a single-client company. Invite the same email from another client to add another folder.
Keep Email the invitation enabled to send an email and get a shareable link. Turn it off to create only the link. An account is not required beforehand: the link offers Plenum signup or sign-in, enforces the invited email, and links that account after acceptance. Links expire after seven days.
One person can belong to multiple churches and multiple maintenance companies. Additional client invitations add sites without removing existing assignments or widening existing portal capabilities. The accepted invitation activates its company. Clients can switch companies and folders from the portal.
Decide what each person can see
In Client login settings, choose Edit access beside a linked user. Set their permissions for this client. Appointment access shows scheduled visits; report access shows completed work summaries and published service reports; billing access shows issued and void invoices. Billing remains off for new client invitations. Unpublished drafts, private notes, source rates, provider metadata, and tracker notes are not shown in the client folder.
Assigned clients can see organ details, a Pipe Organ Database button when the organ has a link, and maintenance requests. Probes & readings appears only when an automatic or manual probe is linked to that site. Request descriptions and company responses are visible to everyone assigned to that site. Contact email subscriptions are separate from portal permissions.
This section also lists pending invitations, with Copy link and Revoke controls. Unlink removes only this client folder; other client links and staff memberships remain. Client portal users and pending client invitations do not count toward the subscription user limit.
Client at one church, technician at another
Client portal links and staff company memberships are separate relationships under one Plenum Auth identity. Invite the person from Church A's Client login settings for portal access. Separately, invite the same email from Companies as a Site technician, selecting Church B. A site technician can manage the assigned site's scheduling, work tracker, logs, reports, and billing, without company administration or other clients' internal records.
Use Client Access in the company's people list to change staff site assignments. Staff memberships use one subscription seat per person, regardless of how many sites they serve; their additional portal links stay free. A company-wide Technician membership grants staff access to all company sites.
Someone with both can choose Open staff workspace in the portal or Client maintenance folders in the staff sidebar. The portal displays only explicitly linked folders and their portal permissions. Accepting or removing either relationship preserves the other, including within the same company and single-client companies.
Request and coordinate maintenance
Clients choose Request maintenance, describe the need, select an instrument, and optionally provide a preferred date. A sole instrument is selected automatically; a site without instruments must have one added first. Submission creates a durable request, not an appointment. Retrying the same submission does not create a duplicate.
Staff open Maintenance requests from the sidebar or a site overview:
- Review the request and write a client-visible response.
- Select the instrument and appointment date/time, then Confirm visit. This creates an ordinary incomplete work log with the requested work as its goals.
- Open that linked work log to assign technicians, track work, manage reports/billing, and send scheduling emails using the existing controls.
- Reschedule visit updates the same work log and its pending reminder timing. Cancel request and appointment removes the appointment and pending reminders while preserving the work record. Work already started, completed, tracked, or requiring HVAC restoration must be managed from the work log first.
The client sees the confirmed appointment and response in request history. Completing the linked work resolves the request. Deleting a scheduled work log returns its request to review. Changes made in the ordinary work log/calendar are reflected in the request's current date and status. Portal updates do not automatically send an email; staff choose messages through the existing scheduling controls.