Customer CRM, Customer Portal & Public Design Lab

Print Life Software unites Customer Relationship Management (CRM), self-service customer portals (/portal), interactive lead capture via the Public Design Lab (/design-lab/[tenantId]), brand artwork asset libraries, split-billing rosters, and white-label subdomains into a single, cohesive workflow.

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1. Feature Scope & UI Navigation

Main Customer Directory (/customers)

To access your customer directory, navigate to Customers (/customers) under the Sales & CRM section in the main left sidebar.

• Header Controls:
  • + New Customer: Opens the customer creation dialog to add a single client manually.
  • Bulk Customer Import (Upload Icon): Launches the CSV customer import wizard to upload client lists.
  • Search Bar: Real-time filtering across company names, contact names, email addresses, and phone numbers.
• Customer Table: Displays company name, primary contact, email, phone, city/state, lifetime spend tally, and quick-action menu (...).

[!NOTE] Enabling or Disabling the Customer Portal Feature: The customer portal can be activated or deactivated shop-wide under Settings $\rightarrow$ Features tab (/settings?tab=features). Toggle Customer Portal to ON to allow client portal access and self-service dashboards, or toggle OFF to disable customer logins.

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Customer Command Center (/customers/[id])

Manage everything related to a specific client relationship:

• Header Bar:
  • Company name, primary contact, account status, and total lifetime spend.
  • Edit Customer: Update address, billing terms, and contact details.
  • New Quote: Immediately spin up a fresh quote pre-assigned to this customer.
• Core Cards & Panels:
  • Portal Authority Card (PortalAccessCard): Manage client self-service permissions, 1-click magic link dispatch, and live production tracking access for each contact.
  • Brand Assets & Art Library: Upload and manage high-resolution customer logos (AI, PDF, PNG, SVG), placement tags (Full Front, Left Chest, Back Collar), and brand Pantone/hex swatches.
  • Split Billing & Multi-Payer Roster: Toggle Split Billing ON to unlock multi-payer billing rosters on quotes (essential for school boosters, sports clubs, and corporate departments).
  • Production Notes: Store reusable account printing instructions (e.g., "Prefers discharge ink", "Deliver to back loading dock") that automatically surface during quote creation.
  • Customer Activity Hub: 4-tab history displaying historical quotes, active production jobs, completed invoices, and sponsored fundraising merch stores.

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Authenticated Customer Portal (/portal)

Clients access a private, passwordless self-service command center:

• Top Header & Navigation:
  • Desktop (> 1024px): Sleek pill navigation bar (Command Center $\rightarrow$ Orders & Ledger $\rightarrow$ Design Lab + Sign Out).
  • Mobile & Tablet (< 1024px): Fixed floating bottom app dock with one-touch icons for Dashboard, Orders, and Design Lab.
• Key Customer Capabilities:
  • Quote Approvals: Review itemized garment styles, colorways, size scales, and sign digital quote approvals.
  • Artwork Proof Inspection: Review multi-angle mockups, approve colorways, or submit revision requests with specific notes.
  • Live Production Stage Tracker: Real-time progress bar tracking orders across 5 production milestones:
    1. Garments Ordered
    2. Art Approved
    3. Printing / Production
    4. Quality Control
    5. Ready for Pickup / Shipped
  • Invoice Payments: Review open balances and pay securely online via credit card.
  • New Project Request: Launch the interactive Design Lab to configure and submit new apparel projects.

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Customer Portal Settings (/settings?tab=portal)

Located under Finance & Settings $\rightarrow$ Settings $\rightarrow$ Customer Portal tab, organized into a 4-tab control center:

1. Featured Garments Tab (featured):
   • Pin top-selling blank garments (e.g., Bella+Canvas 3001, Gildan 5000) to display on the Design Lab homepage before a user searches the catalog.
   • Click Add Favorite Product to search and pin catalog styles, or click the trash icon on any card to unpin.
2. Supplier Catalogs & Markup Tab (suppliers):
   • Portal Garment Markup Matrix: Select which garment markup matrix prices catalog blanks for portal customers.
   • Connected Suppliers: Toggle live wholesale catalog access for connected distributors (SanMar, S&S Activewear, AlphaBroder).
3. Decoration Pricing Tab (matrices):
   • Select All (Default): 1-click button to enable all decoration matrices for the public Design Lab.
   • Method-Grouped Matrices: Checkboxes to toggle individual price matrices for Screen Printing, DTF, Embroidery, and Single Item.
   • Inline Color Book Dropdowns: Assign specific manufacturer Color Books (e.g., Wilflex Standard, Madeira Polyneon, Pantone Solid Coated) to restrict customer swatch selections.
4. Portal Behavior & Workflows Tab (behavior):
   • Lead Capture Wall: Invert the checkout flow to require name, email, and phone before customizer access.
   • Require Upfront Payment: Choose between instant card checkout (Pay & Submit Order) vs. shop review (Submit Project for Review).
   • Quote Estimation Disclaimer: Customize the estimate disclaimer copy and toggle the animated mascot callout.
5. White-Label Workspace & Custom Subdomain:
   • Configure your custom subdomain (e.g., yourshop.project-invoice.com) for staff logins, customer portals, and quotes.

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2. Capabilities & Operational Boundaries

                             ┌───────────────────────────────────┐
                             │       Customer Ecosystem          │
                             └─────────────────┬─────────────────┘
                                               │
         ┌─────────────────────────────────────┼─────────────────────────────────────┐
         │                                     │                                     │
         ▼                                     ▼                                     ▼
┌───────────────────┐               ┌────────────────────┐               ┌────────────────────┐
│  CRM Command      │               │ Passwordless       │               │ Public Design Lab  │
│  Center           │               │ Customer Portal    │               │ & Lead Generator   │
├───────────────────┤               ├────────────────────┤               ├────────────────────┤
│ • 360 Account Hub │               │ • 1-Click Magic    │               │ • 4-Step Customizer│
│ • Split Billing   │               │   Link Login       │               │ • Mockup Arranger  │
│ • Art Library     │               │ • Live 5-Stage Job │               │ • Supplier Feeds   │
│ • CSV Bulk Import │               │   Production Track │               │ • Color Books      │
│ • Production Note │               │ • Proof Approvals  │               │ • Mascot Estimate  │
│ • Portal Authority│               │ • Online Payments  │               │   Disclaimer       │
└───────────────────┘               └────────────────────┘               └────────────────────┘

Supported Capabilities

• 100% Passwordless Authentication: Clients authenticate via secure 1-click email magic links. No passwords to remember, reset, or compromise.
• Persistent Sessions: Once verified, the customer's browser retains their secure session across visits unless they explicitly sign out or clear browser cookies.
• Customer 360 Directory: Dynamic lifetime spend calculations, historical quote ledgers, completed invoices, and active fundraising stores.
• Split Billing & Multi-Payer Rosters: Distribute invoice balances across multiple payers (e.g., Athletic Department pays 70%, Booster Club pays 30%).
• CSV Bulk Contact Import: Upload client databases using standard CSV headers with automated row-by-row validation.
• Live 5-Stage Production Tracking: Visual production milestones keeping buyers informed without support calls.
• Artwork Proof Approval Engine: Review high-resolution visual mockups with one-click approvals or timestamped revision change requests.
• Public Design Lab Customizer: Customer-facing online studio with live PromoStandards supplier catalogs, size matrices, multi-location placement, and interactive mascot disclaimers.
• White-Label Subdomains: Unbranded [subdomain].project-invoice.com workspaces for staff logins, client portals, and public quote views.

Operational Boundaries

• Custom Apex DNS Records: Portals and workspaces are hosted on [subdomain].project-invoice.com or printlifesoftware.com. Pointing third-party custom apex DNS records (e.g., portal.myshop.com) directly to the portal is not supported.
• Unregistered Public Portal Access: Random public visitors cannot log into /portal without an authorized contact profile created by the shop or generated through a Design Lab submission.

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3. Step-by-Step Operating Procedures

Workflow 1: Customer Management & CSV Bulk Import

1. Navigate to Customers (/customers) in the sidebar.
2. Adding an Individual Customer:
   • Click + New Customer.
   • Enter company name, primary contact name, email address, phone number, and physical billing/shipping address.
   • Click Create Customer.
3. Bulk Importing Customers via CSV:
   • In the top action bar of /customers, click Bulk Customer Import (upload icon).
   • Prepare a .csv file formatted with standard lowercase, snake_case headers in the first row: company_name, first_name, last_name, email, phone, address1, address2, city, state, zip
   • Select your CSV file. The preview dialog displays detected rows and highlights missing required fields.
   • Click Commit Customers to sync all contacts into your directory.

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Workflow 2: Authorizing Contacts & Portal Access Control

1. Open any customer profile at /customers/[id].
2. Locate the Portal Authority card.
3. Review the status badge next to each contact:
   • 🟢 Authorized (Green Badge):
     • The contact has an active portal profile.
     • They can view quotes, invoices, production tracking, and approve art proofs.
     • Click Copy Link to copy their personalized 1-click login URL to send via SMS or personal email.
     • Click ... $\rightarrow$ Email 1-Click Link to re-send a fresh magic link email.
     • Click ... $\rightarrow$ Revoke Portal Access to immediately terminate their access.
   • ⚪ Not Invited (Gray Badge):
     • The contact is saved in CRM but has not been invited to the portal.
     • Click Send Invite: Studio provisions their account and automatically emails an instant 1-click magic link.
     • Click ... $\rightarrow$ Copy Direct Link to copy their personalized sign-in URL manually.

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Workflow 3: Customer Experience in the Passwordless Portal

1. The customer clicks the 1-click magic link in their email or enters their email address at /portal/login?tenantId=[id].
2. The customer clicks the login link in their email and is securely redirected to their dashboard at /portal.
3. Customer Command Center:
   • Active Quotes & Approvals: The customer clicks any open quote to review garments, colors, and pricing. They can click Approve Quote to give digital sign-off.
   • Artwork Proof Inspection: In the Mockup section, customers inspect artwork placements, verify ink/thread colors, and click Approve Artwork or submit revision feedback with notes.
   • Live Production Stage Tracker: When the shop moves the job through production, the customer's portal reflects live milestones (Garments Ordered $\rightarrow$ Art Approved $\rightarrow$ Printing / Production $\rightarrow$ Quality Control $\rightarrow$ Ready for Pickup / Shipped).
   • Online Invoicing: Customers review itemized invoice balances and make online payments securely via credit card.
   • Mobile Dock: On phones and tablets, customers navigate seamlessly between Dashboard, Orders, and Design Lab using the fixed bottom touch dock.

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Workflow 4: Configuring Customer Portal & Design Lab Settings

1. Expand Finance & Settings $\rightarrow$ click Settings (/settings) $\rightarrow$ select the Customer Portal tab.
2. Featured Garments Tab:
   • Click Add Favorite Product to pin staple blanks (e.g., Gildan 5000, Bella+Canvas 3001) so they appear prominently on the Design Lab homepage.
3. Supplier Catalogs & Markup Tab:
   • Select your Portal Garment Markup Matrix to determine the retail profit margin added to wholesale apparel costs.
   • Toggle distributor switches (SanMar, S&S Activewear, AlphaBroder) to control which live inventory feeds customers can browse.
4. Decoration Pricing Tab:
   • Toggle which decoration techniques are available (Screen Printing, DTF, Embroidery, Single Item).
   • In the dropdown selector beside each matrix, assign a specific Color Book (e.g., Wilflex Standard Inks, Madeira Polyneon) to restrict customer color choices to in-stock swatches.
5. Portal Behavior & Workflows Tab:
   • Lead Capture Wall: Turn ON to require buyers to enter their name, email, and phone before configuring garments, capturing prospective leads upfront.
   • Require Upfront Payment:
     • Turn OFF (Default - Review Mode): Customers click Submit Project for Review, creating a quote for shop inspection before payment.
     • Turn ON (Payment Mode): Estimates are calculated automatically and customers click Pay & Submit Order to pay upfront via credit card.
   • Quote Estimation Disclaimer: Toggle the disclaimer callout and customize the copy:

     "This quote is an estimate and is subject to review based on graphic complexity, stitch density, quantity adjustments, or garment availability."

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Workflow 5: Setting Up White-Label Workspace Subdomains

1. In Settings (/settings) $\rightarrow$ select the Customer Portal tab.
2. Scroll to the White-Label Workspace & Custom Subdomain card.
3. Enter your preferred subdomain slug (e.g., untappedmerch $\rightarrow$ https://untappedmerch.project-invoice.com).
4. Click Save Subdomain.
5. Your white-label subdomain now serves 3 functions:
   • Staff Dashboard Login: Your team logs in at https://untappedmerch.project-invoice.com with zero platform branding.
   • Branded Quotes & Invoices: All quote links and invoice URLs sent to clients automatically use your clean subdomain.
   • White-Labeled Customer Portal: Clients access their portal and Design Lab at https://untappedmerch.project-invoice.com/portal.

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4. Public Design Lab Customizer Architecture

When visitors access the Public Design Lab (/design-lab/[tenantId] or via your white-label URL):

1. Step 1: Catalog & Garment Selection:
   • Filter Sidebar: Filter by category pills (T-Shirts, Hoodies, Hats, Long Sleeves), brands (Bella+Canvas, Next Level, Gildan), and suppliers.
   • Garment Cards: Displays garment photography, size ranges, and available colors. Clicking a card opens product details with a price estimator.
2. Step 2: Garment Specs (Colorways & Sizes):
   • Customers choose their colorway and enter piece counts across the size matrix (XS through 5XL).
3. Step 3: Decoration Lab:
   • Add Locations: Choose placements (Full Front, Left Chest, Back, Sleeves).
   • Technique Parameters:
     • Screen Printing: Select color counts (1–N) and click Select Inks to pick from your assigned ink Color Book.
     • DTF: Select print size presets (Pocket 4×4", Standard 10×12", Oversize 12×16") or enter custom width and height.
     • Embroidery: Select stitch count presets (5k, 8k, 15k) and click Select Thread Colors to pick from your assigned thread Color Book.
   • Interactive Mockup Arranger: Click Position on Garment to open the visual canvas. Drag, scale, and rotate artwork onto garment mockups with centerlines and bounding boxes.
   • Animated Mascot Quote Disclaimer: An animated Print Bot mascot with a comic speech bubble displays your custom estimate disclaimer.
4. Step 4: Contact, Logistics & Submission:
   • Customer enters contact details, shipping address, or selects in-store pickup.
   • Depending on your behavior settings, the button displays "Submit Project for Review" (review mode) or "Pay & Submit Order" (upfront payment mode).

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5. Troubleshooting & Diagnostic Matrix

Symptom / Question	Root Cause	Exact Remediation Step
I don't see "Customer Portal" in my sidebar or settings	Customer Portal feature is turned off in settings.	Go to Settings $\rightarrow$ Features tab (/settings?tab=features) $\rightarrow$ toggle Customer Portal to ON.
Customer cannot log in to the portal	Contact is not authorized or using an unregistered email.	Open the customer's profile at /customers/[id] $\rightarrow$ locate Portal Authority $\rightarrow$ click Send Invite or Copy Link to send their direct magic link.
Customer's magic link expired or failed	Single-use token expired or clicked multiple times.	On /customers/[id] in the Portal Authority card, click ... next to the contact $\rightarrow$ select Email 1-Click Link to dispatch a fresh access token.
Bulk CSV import failed or skipped records	Column headers do not match expected snake_case names.	Ensure the first row of your CSV contains exact lowercase headers: company_name, first_name, last_name, email, phone, address1, address2, city, state, zip.
How do I revoke a former client's portal access?	Contact left the client company or account was closed.	In /customers/[id] under Portal Authority, click ... next to the contact $\rightarrow$ click Revoke Portal Access. Their account is instantly disconnected.
Can I connect my own custom domain like portal.myshop.com?	External apex DNS is not supported.	Studio provides a complete White-Label Subdomain ([subdomain].project-invoice.com) in Settings > Customer Portal with zero platform branding.
Design Lab allows unrestricted custom colors	Matrix does not have a Color Book assigned.	Go to Settings > Customer Portal $\rightarrow$ Decoration Pricing tab $\rightarrow$ select a manufacturer Color Book (e.g. Wilflex Epic Standard) from the dropdown beside that matrix.
Customer cannot submit without entering credit card	Require Upfront Payment is turned on.	In Settings > Customer Portal $\rightarrow$ Portal Behavior & Workflows tab, turn OFF Require Upfront Payment to enable Submit for Review mode.

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6. Frequently Asked Questions & Action Prompts

How do I grant portal access to a customer?

1. Open Customers (/customers) in the sidebar and click on the customer's account.
2. Locate the Portal Authority card.
3. Under the contact's name, click Send Invite.
4. An instant 1-click access link will be emailed to your client, and their badge will change to Authorized.
5. You can also click Copy Link to copy their direct URL and text or email it to them directly.

[How do magic links work?](chat:How do magic links work for customer portal?) • [Show me Customers](chat:Show me the Customers page)

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Does my customer need a password to access their portal?

No. The customer portal is 100% passwordless. Customers simply enter their email address to receive an instant 1-click magic link in their inbox. This eliminates forgotten passwords, login lockouts, and client friction. Once logged in, their device retains their session across visits.

[How do I configure the Customer Portal?](chat:How do I configure customer portal settings?)

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How do I set up a white-label domain so customers don't see platform branding?

1. Expand Finance & Settings in the left sidebar $\rightarrow$ click Settings (/settings).
2. Select the Customer Portal tab.
3. Under White-Label Workspace & Custom Subdomain, choose your subdomain slug (e.g., untappedmerch for untappedmerch.project-invoice.com) and click Save Subdomain.
4. Log out and log back in at https://yourshop.project-invoice.com.
5. All staff logins, customer portals, and public quote/invoice URLs will now use your clean white-label domain!

[Show me Customer Portal Settings](chat:Show me Customer Portal Settings)

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How do I require customers to enter their contact info before using the Design Lab?

1. Go to Settings (/settings) $\rightarrow$ select the Customer Portal tab.
2. Click the Portal Behavior & Workflows sub-tab.
3. Turn ON the Lead Capture Wall.
4. This places a contact gate at the beginning of the Design Lab so prospects must enter their name, email, and phone before browsing garments and customizing artwork.

[Show me Customer Portal Settings](chat:Show me Customer Portal Settings)