Your own settings

Which alerts

Choose which kinds of alert reach you.

Everything in this chapter is what each person sets for themselves on their profile, whatever their role.

Where Your name → Your profile → Which alerts

On your profile, under Which alerts, uncheck the kinds you do not want: task notes, comments, approvals, proposals, vendor answers, email in, reminders… An unchecked kind is not raised for you at all.

Which alerts on your profile: uncheck the kinds you do not want.

Alerts about a project reach the people who can still act on it. Someone taken off a project stops hearing about it, and staff without a seat are not alerted (invitations and access changes still reach them).

The portal's account

Owners and administrators also have The portal’s account: the month's included AI actions nearly or wholly used, the firm's own AI key close to its end date or refused by its provider, storage near its limit, mail that could not be sent — and, for whoever records payments, each client invoice that goes overdue on their projects.

Clients and contractors

Clients and contractors start on the daily digest, and every client gets a short Your week email on Mondays when something happened on their projects.

Your own Slack or Teams

Your alerts posted to a Slack DM or a Teams channel of your own.

Watch the video · 1:33Slack and Teams

Where Your name → Your profile → Your Slack or Teams

Besides the firm's channels (under Settings → Integrations), each person can have their own.

Connecting a channel

• When the site has a Slack app, Add to Slack lets you pick a channel on Slack's own screen and makes the hook for you.
• Otherwise paste the channel's incoming-webhook address.
• Teams always takes a pasted address.

This works the same for the firm's channels and for your own.

What it posts

On your profile, Your Slack or Teams takes a webhook for a Slack DM or a Teams channel of yours and posts only your alerts there: the kinds you choose, for the projects you are on, every project you can see, or a chosen set — just like your calendar.

Firm channels under Settings can be limited to chosen projects the same way.

Your calendar there too

With the Calendar on, each of your channels — and your Slack direct messages, when the firm has connected its workspace — can also take a morning calendar digest at your own time on the days you choose, and meeting reminders 15 minutes, an hour or a day before the meetings you are expected at. Invoices due appear only if you may see money; a quiet day posts nothing unless you ask. See The calendar in Slack and Teams.

Two-factor sign-in and devices

A code from an authenticator app at every sign-in, and every device you are signed in on.

Where Your name → Your profile → Security

The app lists it as PortSpace.io · your firm's name (for example PortSpace.io · Studio Demo), with your email under it, so a search in the app for either name finds it. A code set up before keeps its older name and keeps working; rename it in the app, or switch two-step off and on to scan it again.

From then on every sign-in, by Google or by emailed link, also asks for the code.

Security on your profile: two-factor sign-in, your devices and your password.

Your devices

The same card lists every signed-in device with when it was last seen, and signs any of them out, or all but this one.

When the firm requires it

A firm can require two-factor sign-in from everyone on its team: the firm's owner under Settings → Two-factor sign-in for the team, or PortSpace from the console. Clients and trades are not asked; they sign in by one-time email link.

• Each person without it has seven days, from when the rule started or from when their seat was made, whichever is later, with an amber line across the top counting down and Set it up now.
• After that the portal opens only on the setup page, with Sign out beside it, until it is on.
• While the firm requires it you cannot switch yours off.

The demo never asks for it.

Your password

Optional: most people sign in by emailed link, Google or Microsoft.

Where Your name → Your profile → Security → Password

• Change password asks for the current one first; saving signs out your other devices.
• Remove password takes it away, and you sign in by link again.
• Two-factor sign-in, if on, asks for its code after the password as after a link.

Clients and trades sign in by link and are not offered a password; the demo has none.

A temporary password

If you are locked out, PortSpace support can set a temporary password for you. You get an email saying so; the password itself reaches you another way.

Sign in with it under Sign in with a password: the portal opens on Choose your password, and nothing else opens until you have saved your own (or signed out to use the emailed link).

Clearing someone's password

Whoever manages people sees on a person's card under People whether they sign in with a password of their own, and Clear password… takes it away. They are told by email and sign in by link from then on.

Your calendar and your time zone

Your dates in your own calendar app, and your own "today".

Where Your name → Your profile → Calendar feed and Your details

Calendar feed

Calendar feed on your profile gives an address to add to Google Calendar, Outlook or Apple Calendar: your tasks due (with Team tasks on), meetings, items shipping and landing, pick lists, proposal expiries and invoice due dates, kept up to date on its own.

It holds the same things as Projects → Calendar, for your projects unless you choose all or a chosen set there.

Your time zone

Your time zone (under Your details) is the firm's unless you set your own. Someone working from another city sets theirs, and "today", what counts as overdue for them, and the hours on meeting forms follow it.

On your phone

Put the portal on your home screen; photos taken without signal upload later; what works by touch.

The portal can be put on a phone's home screen like an app, with your firm's name and icon:

• iPhone: Share → Add to Home Screen.
• Android: Install.

On a site with no signal, Take a photo on a project still works. The pictures wait on the phone and upload on their own when the connection is back, and a note at the corner says when they have gone up.

On a phone the portal is laid out for a thumb: Menu and your initial open as sheets across the screen, lists read as cards, menus of actions rise from the foot, and a long form keeps its Save at the foot while you fill it in. Everything works the same, with three exceptions that need a mouse and room: arranging a swatch board, moving pieces on a layout and tracing a room are done on a larger screen. On a phone those open for looking at, with a note saying so; showing them to the client, their PDFs and exports, approvals, statuses, quantities, notes and photos all work by touch.