Sending a portal invite is one click from two places: the trip's travelers strip and the contact's Access tab. This article covers both, the auto-invite toggle that fires invites on first share, and what happens when you resend, disable, or reactivate an account.
Invite from the trip page
Open any trip and look at the Travelers card in the right rail. Each traveler chip carries a portal-state pill (Active, Invite pending, or nothing) and a button that adapts to whatever state they're in.
Click the contact's row.
Click the email-icon button at the bottom of the row. The label is Invite to portal (no account yet), Resend invite (invite pending), or Send password reset (account already active).
That fires the invite immediately and shows a toast confirming where it went.
Invite from the contact's Access tab
The contact drawer's Access tab is the deeper surface — it shows the current account state, recent login activity, and every action you can take on the portal account.
Send invite — first-time invite, only shown when no account exists yet.
Resend invite — visible on pending accounts; mints a fresh token and resends.
Send password reset — visible on active accounts; mints a reset link.
Cancel & disable — visible on pending accounts; voids the pending token and disables the account.
Disable access — visible on active accounts; kicks the session and prevents future sign-ins.
Reactivate & reinvite — visible on disabled accounts; flips disabled off AND sends a fresh invite in one click.
Re-enable only — visible on disabled accounts; flips disabled off without sending an email.
The invite email
Invites ship via Postmark by default, with the agency's name, logo, and brand color interpolated into the template — so the email reads as coming from your agency, not from "Trips." If you've connected your personal Gmail (
Gmail integration), invites you trigger personally route through Gmail instead, so the email shows as coming from Pat at Pride Travelers rather than [email protected]. Postmark is the silent fallback if your Gmail token has expired.
The link inside is a one-shot claim token good for 7 days. The client clicks it, lands on /portal/{your-slug}/claim/{token}, sets a password, and is signed in.
Auto-invite on first share
If you don't want to think about portal invites, the auto-invite toggle handles them for you.
Open Settings → Client portal.
Tick Send a portal invite on first share and save.
From now on, the first time you share an invoice or a proposal on a trip, Trips picks the primary traveler with an email on file and auto-mints them an invite.
It picks one candidate per trip — the primary traveler with an email, otherwise the first traveler with an email — and only invites if that candidate doesn't already have a portal account (active, pending, or disabled). Secondary travelers aren't auto-invited; if you need them in the portal too, invite them manually from the travelers strip. Auto-invites go via Postmark only — they skip the Gmail-first path to keep the dispatch simple and reliable.
Disabling and revoking access
Click Disable access (active) or Cancel & disable (pending) on the contact's Access tab. The account is marked disabled — the client can't sign in, their active session is invalidated on the next request, and pending invite tokens are cleared. The contact record itself stays untouched.
Disabled isn't deleted — the row stays so you can re-enable later, see who disabled it and when, and review past login history. Two ways to bring access back:
Re-enable only — restores access silently. The client keeps their existing password and can sign in immediately.
Reactivate & reinvite — restores access AND sends a fresh invite email so the client can set a new password. Useful when the original credentials are forgotten or compromised.
Troubleshooting
The invite button says "This contact has no email address on file."
A portal invite needs an email to send to. Open the contact and add one to their Core identity (Contact Info tab), then try the invite again.
I sent an invite but the client didn't get it.
See My client didn't get their portal invite for the full diagnosis sequence — spam folder, wrong email on file, expired link, or delivery block.
The client clicked the link and it says "That link is no longer valid."
Claim tokens expire after 7 days, and they're single-use — once they've set a password the token is consumed. Hit Resend invite (or have the client use the Forgot password link on the login page) to mint a fresh one.
Can I see who else has an active portal account?
Not in a global list view yet — portal account state is currently inspected per-contact on the Access tab. The trip travelers strip is the closest thing to a roll-up; it shows the Portal active / Invite pending pill next to each traveler chip.