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Managing User Access in WoodsPortal

Learn how to grant and revoke portal login access and control which records users see—either at the company level or on an individual record basis—using HubSpot workflows, properties, and association labels.

 

Overview

WoodsPortal employs a two-step approach for user access:

  1. Portal Login Access – Allows a contact to authenticate and view the portal.

  2. Record-Level Access – Specifies which company-associated or individual records the user may see.

Before you begin

  • Admin permissions: You must have access to HubSpot workflows.

  • Portal ID: Locate your portal’s ID under WoodsPortal Admin > Client Portals.

1. Granting Portal Login Access

You can grant portal access via a HubSpot workflow and a contact property:

  1. Create a Contact-Based Workflow

    • In HubSpot, go to Automation > Workflows and create a new Contact workflow.

    • Set your enrollment trigger (e.g., form submission, list membership).

  2. Add “Sync New Contact to WoodsPortal” Action

    • Under Actions, expand WoodsPortal Actions and select Sync New Contact to Woods Portal.

    • Paste your Portal ID (found under Client Portals).

  3. Update the “Woods Portal Access” Property

    • Still in the same workflow, add an “Set property value” action.

    • Choose the Woods Portal Access property and check the box next to your portal name.

    • This ensures the user is both synced and granted access.

Tip: To revoke access, simply uncheck the portal in the Woods Portal Access property on the contact record.

2. Granting Company-Level Access

By default, users see only their own records. To allow them to view all records associated with their primary company:

  1. On the contact record, locate the Woods Portal Accessibilities property.

  2. Select Primary Company.

  3. Refresh the portal page; the user will now see company-associated records (e.g., all tickets owned by the organization).

Automated via Workflow

You can streamline this by using a HubSpot workflow:

  1. Create a Contact-Based Workflow

    • In HubSpot, go to Automation > Workflows and create a Contact workflow with your desired enrollment trigger.

  2. Add “Sync Contact Accessibilities to WoodsPortal” Action

    • Under Actions, expand WoodsPortal Actions and select Sync Contact Accessibilities to WoodsPortal.

    • Choose Primary Company in the action settings.

  3. Publish & Enroll

    • Turn on the workflow. Any contact enrolled will automatically gain company-level access.

Tip: To revoke company-level access, uncheck Primary Company on the contact record or remove the contact from workflow enrollment.

3. Granting Individual Record Access via Association Labels

When you need to expose specific records only:

  1. In HubSpot CRM, navigate to the desired record (e.g., a specific Custom Project).

  2. In the Associations sidebar, find the WoodsPortal association label you created.

  3. Add the contact under that association label and click Save.

  4. In the portal, the record now appears under its object tab.

Tip: To revoke access without deleting the record, remove the contact from the WoodsPortal association label; the record stays intact for internal use but no longer appears in the portal.

Troubleshooting

Issue Resolution
“Sync New Contact to Woods Portal” action missing Ensure the WoodsPortal app is installed and you have Portal Admin permissions.
Contact not appearing in portal after workflow Confirm the Woods Portal Access property is checked and the workflow has run successfully.
Company records still hidden Verify Primary Company is selected under Woods Portal Accessibilities on the contact record.
Specific record not visible after association Check that the correct WoodsPortal association label was applied to the record and saved properly.
 

Related articles

  • Installing WoodsPortal in Your HubSpot Account

  • Configuring Menu Options in WoodsPortal

  • Managing HubSpot Object Associations in WoodsPortal