A project’s client portal

The client portal is the single page, per project and per client, where your client finds their whole file: what they must sign, what you asked them for, their documents, their report, and a way to write to you. They open it with a secure link received by email, with no account to create, from any device.

What the client sees

On opening, a short loading page with the Lumos logo (“Loading your client portal for your company…”), then:

On the left (or at the top on a phone): your logo or company name, your association and RBQ number when they are in your profile; Your file with the address, the inspection date and a status pill (Report available, N things to do, Inspection upcoming…); the section navigation; and Your inspector: your name, the Contact the inspector button, your phone and email.
Where your file stands: the mandate’s progress in steps — Mandate signed, Documents to provide (when there was a request), Inspection done, Report delivered — showing what is done, what waits on them (yellow) and what comes next.
To do: the documents to sign (Sign button), the documents you requested (drop zone, I don’t have it), and Add another document for a file you did not ask for.
Your inspection report: a dark card with Open the report and the access code to copy. It appears only once you shared the report, never before.
Your documents: the list of everything available (signed copies, files made available, received documents), filterable All / Signed / Received, with View and a download button.
Inspection details: date and time, address, property type, file number, status (Scheduled until the date, then Done).

Drafts, removed documents and files you did not send do not appear.

Sending the link

The link travels on its own with every send from the Document Center (send for signature, invoice made available, document request, reminder): each email carries the Open my client portal button. The Center’s Portal link button also lets you copy the link or send it on its own. See The client’s secure link.

Signing a document

The client clicks Sign on the quote, the service agreement or the BNQ prerequisites. They read the whole document, tick their consent, retype their email (the link’s), type their initials for an agreement or prerequisites, then draw their signature or type their name. They download their sealed copy right away and find it again under Your documents; you receive yours by email. No imposed order between documents.

When the agreement has two signers, the co-client has their own portal (same file, same document list) and only sees their own signature under To do. The quote and the prerequisites stay with the primary client: from the co-client’s portal they are read-only, marked “Awaiting the client’s signature”. The first to sign sees “Signed by you — awaiting the co-client”; the sealed copy reaches both as soon as the second signature is in.

For the BNQ prerequisites (AIBQ), a Your preparations step comes before the signature: access to the premises, power interruption, appliance activation (with the list of appliances not to activate when they refuse), syndicate and tenants informed. Their answers land in the right places of the form, and their signature goes on the refusal line when applicable. See Signing the agreement.

Uploading a document

The client drags a file into the requested document’s drop zone (or clicks to browse), or uses Add another document, choosing the type and a title.
The first time in a session, the portal asks them to retype their email: the check that precedes any action writing to the file.
The file must be a PDF, JPEG, PNG or HEIC of 25 MB at most; a progress bar shows, then the document turns Received. A renamed file (say a .zip named .pdf) is rejected with an explanation.
If they do not have the document, I don’t have it asks for a reason; the document turns Declined, you see the reason in the Center, and Found it after all reopens the drop zone if they find it.

You receive an email on every upload or refusal. In the Center, the received document shows under On my side with the Accept button.

Contacting the inspector

The Contact the inspector button opens a Write to your first name window: a free subject and a message (2,000 characters), with your phone as a reminder. After confirming their email, you receive the message by email (Lumos template); replying to that email replies directly to the client. The project’s activity feed records “Message sent to the inspector: “subject””. Five messages per hour at most per link.

What the portal records

Portal openings, views and downloads, openings for signature, signatures, uploads, refusals and messages appear in the project’s activity feed, with the actor “client”.