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Partner Portal - Access Management

Overview

Control which rooms appear in each partner's portal. Partners only see rooms they have access to - restricted rooms simply don't appear in their navigation.

How It Works

By default, all live rooms are visible to all partners of that partner type. You add restrictions to limit visibility.

Access is granted when all criteria are met (AND logic between categories, but OR within each category).

Six Control Methods

1. Partner Type (Required)

Every room belongs to one partner type. This is the foundation.

When to use: You have different partner business models (referral, reseller, distributor)

Example: Referral partners see lead submission rooms. Distributors see sub-partner management.

2. Specific Partnerships

Restrict to individual partnerships only.

When to use:

  • Partnership-specific content

  • Pilot programmes

  • Executive business reviews

Example: Beta programme room shown only to pilot partners

Note: This works WITH other restrictions - selected partnerships must also match category/tier/stage/tag criteria.

3. Partner Categories

Group partners by business type, industry, or role.

When to use:

  • Industry-specific resources

  • Functional segmentation

  • Different partner specialisations

Example: Healthcare compliance training only for healthcare category partners

Access logic: Partners see it if they match ANY selected category (OR logic)

4. Partner Tiers

Control access by commitment or performance level.

When to use:

  • Incentivise advancement

  • Unlock premium benefits

  • Reward top performers

Example tiers:

  • Bronze: Basic training

  • Silver: Advanced training + marketing funds

  • Gold: Dedicated support + deal registration

  • Platinum: Strategic planning + product input

Access logic: Partners see it if they match ANY selected tier (OR logic)

Progressive access tip: To give Gold access to everything Silver sees, add both Silver and Gold to each room.

5. Partnership Stages

Show content based on relationship maturity.

When to use:

  • Progressive onboarding

  • Phase-based content

  • Hiding advanced content from new partners

Common stages:

  • Getting Started: Welcome, onboarding

  • Training: Certification courses

  • Active Partnership: Sales resources

  • Strategic Partnership: Executive access

Access logic: Partners see it if they match ANY selected stage (OR logic)

6. Contact Tags

Restrict to specific people within partner companies.

When to use:

  • Sensitive information

  • Executive-only content

  • Role-based access

  • Financial data restrictions

Example: "Executive" tag = see business reviews. "Finance" tag = see commission reports.

Access logic: Contacts see it if they have ANY selected tag (OR logic)

Important: Contact tags filter AFTER partnership-level access. The partnership must first pass category/tier/stage checks, then individual contacts are filtered.

Common Patterns

Progressive Onboarding

Unlock rooms as partners advance:

  • Getting Started: Welcome room, onboarding checklist

  • Training: Certification courses

  • Active Partnership: Leads, deals, full resources

  • Strategic: Executive communications

Tiered Benefits

Increase access with higher tiers:

  • All Tiers: Basic resources, lead submission

  • Silver+: Marketing funds, advanced training

  • Gold+: Deal registration, executive sponsor

  • Platinum Only: Strategic planning, roadmap access

Role-Based Access

Use contact tags for roles:

  • All Contacts: General resources, news

  • Sales Tag: Sales tools, pricing, commissions

  • Technical Tag: API docs, integrations

  • Executive Tag: Business reviews, financials

Category-Specific

Industry or specialisation resources:

  • Healthcare: HIPAA compliance, clinical training

  • Financial Services: Security certifications, banking integrations

  • Retail: POS integrations, store rollouts

Examples

Example 1: New Partner Onboarding

Goal: Show onboarding only to new partners

Settings:

  • Partner Type: Referral

  • Partnerships: All

  • Categories: All

  • Tiers: All

  • Stages: Getting Started

  • Tags: All

Result: All referral partners in "Getting Started" see this. When they move to "Training", it disappears.

Example 2: Gold Tier Benefits

Goal: Premium resources for Gold and Platinum only

Settings:

  • Partner Type: Reseller

  • Partnerships: All

  • Categories: All

  • Tiers: Gold, Platinum

  • Stages: All

  • Tags: All

Result: Only Gold and Platinum resellers see this room.

Example 3: Executive Business Reviews

Goal: Strategic content for execs at select partnerships

Settings:

  • Partner Type: All

  • Partnerships: Partnership A, Partnership B, Partnership C

  • Categories: All

  • Tiers: All

  • Stages: Strategic Partnership

  • Tags: Executive, C-Level

Result: Only contacts tagged "Executive" or "C-Level" at the three selected partnerships in "Strategic Partnership" stage see this.

Example 4: Healthcare Compliance

Goal: Healthcare training for healthcare partners past onboarding

Settings:

  • Partner Type: Referral

  • Partnerships: All

  • Categories: Healthcare

  • Tiers: All

  • Stages: Training, Active Partnership, Strategic Partnership

  • Tags: All

Result: Healthcare category partners who completed onboarding see compliance training.

Setup Steps

1. Plan Your Strategy

Map out your segmentation:

  • What partner types exist?

  • How do categories group partners?

  • What tier levels make sense?

  • What stages do partnerships go through?

  • What content needs contact-level restrictions?

2. Configure Room Access

For each room:

  1. Go to Portals

  2. Select the room

  3. Click Access tab

  4. Choose restrictions:

  • None (default - all partners of this type see it)

  • Specific Partnerships

  • By Category

  • By Tier

  • By Stage

  • By Contact Tags

  1. Save

  2. Set room to Live

3. Test Partner Views

Verify access works:

  1. Use Filter Sidebar on Portals page

  2. Select Preview Partner

  3. Choose a partnership

  4. Toggle Accessible / Not Accessible views

  5. Verify correct rooms appear

Visual indicators show:

  • Partner count who can access

  • Access control icons

  • Preview mode for specific partnerships

Best Practices

Start Open

  • Begin with minimal restrictions

  • Add based on actual needs

  • Don't over-restrict without reason

Consider Partner Experience

  • Would this help or frustrate?

  • Is content truly irrelevant?

  • Are you creating unnecessary barriers?

Use Clear Naming

  • Name categories, tiers, stages clearly

  • Team should understand the model

  • Document criteria for each level

Document Your Strategy

  • Write down why restrictions exist

  • Define tier advancement criteria

  • Clarify category definitions

  • Explain stage progression

Review Regularly

  • Audit access controls quarterly

  • Remove unused restrictions

  • Verify partners are categorised correctly

  • Update tags as roles change

Monitor Usage

  • Track room access patterns

  • Find over-restricted rooms (low usage)

  • Look for access request patterns

  • Act on partner feedback

Communicate Changes

  • Notify when new rooms unlock

  • Explain tier benefits

  • Guide stage progression

  • Celebrate tier advancement

Troubleshooting

Room not appearing for partner?

Check each level:

  1. Partner type matches?

  2. Room is Live (not Draft)?

  3. If partnerships set, is this one included?

  4. If categories set, does partner match?

  5. If tiers set, does partner have it?

  6. If stages set, is partner in allowed stage?

  7. If tags set, does contact have one?

Room appearing for wrong partners?

Verify:

  1. Are restrictions actually set? (empty = all partners)

  2. Correct categories/tiers/stages selected?

  3. Partnership attributes assigned correctly?

  4. Contact tags properly assigned?

Too few partners have access?

You may be over-restricting:

  1. Are all controls necessary?

  2. Using AND logic correctly?

  3. Categories/tiers/stages too narrow?

  4. Partnerships categorised correctly?

Next Steps

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