How to create a new customer portal
Here you will find instructions on how to create new customer portals in Equipme and an overview of the various portal settings.
Equipme provides two convenient methods for you to add new customers:
Through the Sales Menu:
For a more integrated approach during sales processes, head to the ‘Sales’ section accessible from the main menu.
Click on ‘Customers’, then select ‘Add New Customer’.
Using the Quick Access Toolbar:
For immediate access, use the ‘Add’ button found at the top bar of your equipme dashboard.
Simply choose ‘New Customer’ from the dropdown menu.
Once you select 'Add New Customer', you will be directed to the entry form where you can input all necessary details about your new customer.
Features in Customer Portal
Quick Overview: When to activate what?
Grant order authorization
The customer may place orders
Automatically confirm orders
Automatically confirm customer oders without prior review
Inherit global portfolio
The customer automatically inherits your standard service portfolio
Allow pre-orders
The customer can pre-order products, but will only retrieve them later
Supplier warehouse active
Devices can be stocked in and retrieved from your warehouse by the customer
Enable HR sync
Automatic sync of customers organizational structure is allowed (paid feature)
Activate ticket system
Structured ticket based support instead of emails is desired
Detailed Overview: When to activate what?
Grant order authorization
What does this mean? The customer can independently place orders through the equipme portal.
What happens then? All orders appear in your Order Inbox. There you can review each order and decide whether to confirm or reject it.
Example: Your customer orders 10 laptops. This order appears for your approval – you have full control.
Automatically confirm orders
What does this mean? Orders from this customer are confirmed immediately without requiring manual review.
When should I activate this? Only for customers you completely trust and where orders should be processed directly without review.
⚠️ Important: With this option, you bypass your control in the order inbox. The order goes through automatically.
Example: A long-standing partner regularly orders standard devices – you want to save time and activate auto-confirmation.
Inherit global portfolio
What does this mean?
Checkbox enabled = The customer automatically inherits your standard service portfolio. If necessary, you can add individual offers.
Checkbox disabled = You want to create a fully customized shopping cart for the customer; the customer does not see your standard portfolio.
Example: A major customer gets a customized product catalog, while standard customers see your standard portfolio by default.
Allow pre-orders
What does this mean? The customer can pre-order products, but will only retrieve them later.
What's this good for? Perfect for planned rollouts, seasonal needs, or larger projects.
Additional effect: This option automatically enables the Supplier warehouse (see below).
Example: The customer plans to replace 500 devices and would like to pre-order them so that they are ready and waiting at your supplier's warehouse when called for.
Supplier warehouse active
What does this mean? The customer can use your warehouse to store, issue, and return devices.
How does it work?
Devices are stocked in your warehouse on behalf of the customer
From there, they can be issued to employees as needed
Returns go back into your warehouse and can be reused
When is this useful? Especially practical for rental models, device exchange programs, or when the customer has high employee turnover that you manage for the customer.
Example: A call center with 2000 employees stores 50 reserve laptops in the warehouse to respond quickly in case of failures.
Enable HR sync
What does this mean? Customers can use the HR synchronization feature to automatically synchronize their organizational structure (employees, departments, cost centers , locations) from their HR or identity system.
What are the benefits? No more manual maintenance! New employees, relocations, or changes in the organizational structure are synchronized automatically.
💰 Note: This is a paid feature and requires an additional license.
Example: When new employees are hired, they're automatically created in the portal – without anyone having to manually enter data.
Activate ticket system
What does this mean? The customer can create and manage support tickets directly in the portal.
What are the benefits? Structured communication instead of email chaos. All requests in one place, traceable and transparent.
Example: An employee reports a defective device via a ticket – you can see the status, respond, and close the issue with full documentation.
Invite first customer user
After entering the company data, you can invite the customer's first user directly to the portal, who will automatically become the portal administrator. If you would like to further customize the system for the customer first, you can skip this step and invite the customer later when everything is set up to your satisfaction.
Congratulations! After completing these steps, your new customer portal has been successfully created in Equipme.
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