Giving Your Client Temporary Access

As a Dedupely partner, you run your clients' deduplication from your partner account, and your clients don't need a login. Sometimes they want one: to follow progress, check Merge History, or approve matches before you merge them. You give them a login inside their own account, with a role you create for clients and, if it's only for the project, an expiry date. Clients only ever see their own account, never your partner dashboard or your other clients.

How users work in partner accounts

• Users are unlimited in your partner account and in every client account, with no per-user fees.
• Your team doesn't need a login in the client's account. People from your partner account open a client's account from the partner dashboard.

Step 1: Open the client's account

1. Open the dropdown at the top left, next to your company name and the Partner label.
2. Select the client.

Everything from here happens inside the client's account.

Step 2: Create a role for clients

You can use a built-in role, or create a "Client" role so it's clear who's who:

1. Go to Company Settings → Roles and permissions and click Create role.
2. Name it, for example Client.
3. Under Copy from role, select Read-only User and click Copy. Read-only User can see data and results without changing settings or records.
4. Change the permissions if the client needs to do more:

• To follow progress only: keep the Read-only permissions.
• To approve matches in Manual Review: set Dedupe to Read & Modify. This also lets them merge, so agree with them on what they'll decide.
• To see invoices or billing: leave it at No access. Clients have no billing of their own; your partner account is billed.

5. Click Save role.

You create the role once in each client's account. See Roles and Permissions.

Step 3: Invite your client

1. Click your profile icon at the top right and select Invite Team.
2. Click Add User.
3. Enter their first name, last name and email.
4. Choose the Client role.
5. Click Send Invites.

They get an email to join their own account. If the client's Security Policy requires 2FA, they set it up before they join.

Step 4: Set an end date

If the login is only for the project:

1. In the client's account, go to Company Settings → Users.
2. Click the three dots next to the client and select Roles.
3. Add an expiry date to their role. It expires at the end of the selected day, in your time zone.
4. Click Save.

When the role expires, the client loses that role. If it was their only role, they stay on the Users page as an active user, with the role shown as Expired, but they can't get into the account until someone renews it or gives them another role. They still count as one of the client account's users, so remove them when the project is over.

What your client can see

• Their own account only: their connected CRMs, Duplicate Searches, Merge Rules, Safety Settings and Merge History.
• Not your partner dashboard, and not your other clients.
• What their role allows. With a role copied from Read-only User, they can look at everything but not change it.

Example setup

An agency runs a two-month cleanup for a client's HubSpot.

1. In the client's account, the agency creates a Client role from Read-only User, and a Client approver role with Dedupe set to Read & Modify.
2. The client's sales director gets Client approver, to approve high-value accounts in Manual Review, with an expiry date at the end of the project.
3. The client's CEO gets Client, to check progress and Merge History, also with an expiry date.
4. The agency's two consultants work in the client's account from the partner account.
5. At the end of the project, the agency removes both client users.

Common mistakes

• Giving clients the Admin role. It includes users, roles and security, and it can't expire.
• Creating the Client role in your partner account. Create it inside the client's account, where the client will log in.
• Giving Read & Modify on Dedupe without agreeing on it. It lets the client merge, not only approve.
• Leaving expired clients in the account. They stay on the Users page. Remove them.

FAQs about client access

• Do my clients need a login? No. Only if you want them to see or approve the work.
• Do client logins cost extra? No. Users are unlimited in your partner account and in every client account.
• Are there partner-only roles? No. Use the built-in roles, or create your own, like a Client role copied from Read-only User.
• Can a client see my other clients? No. Clients only see their own account.
• What happens when the client's role expires? They lose that role. If it was their only role, they can't get in until it's renewed, but they stay listed as a user.