Find what you need. Get back to the work.

Portal Worx uses AI in five places:

1. Project summaries: the AI Insights tab on each project turns its details, activity, documents, and more into a clear written summary.
2. Approval insights: on an approval, AI can summarise the whole request (the files, the answers, the notes and the reminders), and when you send a new version of a file it can say what changed since the last one. The summary stays in your workspace; what changed is also shown to the recipient on their link. Nothing runs on its own: each reading is made when you ask.
3. Category and folder names: AI can suggest tidy, consistent names for your document categories and photo folders.
4. Report templates: AI can draft a report template so you are not building from a blank page. This one needs a Professional or Business plan.
5. Ask Scout: the assistant in the Help Centre answers your how-to questions about Portal Worx.

The first four use AI credits (1 credit each, except a Detailed project summary which uses 2). Ask Scout is free. All AI is processed by Anthropic's Claude models. See 'How AI credits work' for allowances.

AI can make mistakes. Every AI reading says so beside it, and says what to check: read the file itself before you answer an approval, and check a summary against the project or the files before you act on it.

AI credits meter your use of AI. One credit equals one action: generating a project summary, summarising an approval, comparing two versions of a file on an approval, generating a report template, or asking AI to suggest category or folder names each use 1 credit. The exception is a Detailed project summary, which asks for roughly four times the words and uses 2 credits. The Ask Scout help assistant uses none.

Each plan includes a monthly allowance that resets every billing cycle: Starter includes 50, Professional includes 500, and Business includes 3,000. Run out and you can buy a top-up pack or upgrade (see 'Buy more AI credits').

Credits are not the only condition. AI report-template generation also needs a Professional or Business plan, so a Starter workspace has 50 credits it cannot spend there. Project summaries and name suggestions work on every plan.

Open any project, go to the AI Insights tab, and click 'Generate Summary'. Before generating, choose the length: Headline (two or three sentences), Concise, Standard, or Detailed.

The summary is built only from content you can already see. Restricted documents, folders, reports, and message threads you cannot access are never included, so it is safe to generate. Your history shows only the summaries you generated yourself.

Each summary uses 1 AI credit, except a Detailed one which uses 2; the cost is shown on each length option first. Once generated you can copy it with its formatting intact, download it as a PDF at no extra credit, regenerate it, or open your past versions in the history, which also shows what has changed since the last summary.

AI is on by default for Admins and can be granted to Users and Guests on a plan with the permission matrix. See 'Choose an AI summary length' for picking one.

Open any approval from the Approvals Centre or a project's Approvals tab, open the AI insights panel, and click 'Summarise this approval'. It reads the whole record of that request - which files were sent, who they went to, what was answered, any notes, and the reminders that went out - and writes a short plain-English summary.

The summary is made only when you ask, uses 1 AI credit, and stays on the approval so you can read it again later. When a document has more than one version it also shows what changed since the previous one, and the recipient sees that same 'what changed' note on their link.

AI is on by default for Admins and can be granted to Users on a plan with the permission matrix. See 'Generate an AI project summary' for the same idea across a whole project.

Length is the choice, and it controls how much is written:

• Headline: two or three sentences. Where the project stands and anything urgent.
• Concise: the short version, key points only.
• Standard: a balanced read, enough detail to act on. This is the default.
• Detailed: the long version, covering every part of the project in full (and it uses 2 credits rather than 1).

Every summary is written the same way regardless of length: plainly, with any genuine flags or risks stated rather than smoothed over. Whichever you pick, it is always built only from the content you personally have access to, and only you can see the summaries you generate.

When you are setting up document categories or photo folders, you can ask AI to suggest names. Tell it your industry, how you like to organise your work, and any extra context, and it proposes a set of clear, consistently named options.

The suggestions are a starting point: nothing is created until you choose and confirm the names you want, and you can edit any of them first. Each generation uses 1 AI credit.

When building a report template, use AI to generate a first draft of the structure. Describe the kind of report you need and AI proposes sections and fields you can then edit in the template builder.

This is a Professional and Business feature, the same gate as PDF export. On Starter the action answers with an upgrade prompt rather than a draft, even though the plan includes AI credits.

Generating a template uses 1 AI credit. Once you are happy, publish the template and reuse it to create reports quickly. See 'Report templates' for the full template workflow.

Open the Help Centre (the Help button) and use the 'Ask Scout' tab to ask questions in plain English, like 'how do I export a report?' or 'how do I invite a client?'. Scout answers using Portal Worx's own help content, so its answers stay accurate to how the product actually works.

Ask Scout is free and uses no AI credits. If it cannot answer from the help content, it logs the question for our team so we can improve the help centre, and you can switch to the 'Support' tab for a human reply.

If you use up your monthly AI allowance, buy a top-up pack from the Billing page without changing plan. Two packs are available: Small (100 credits) and Large (500 credits), on all paid plans.

Top-up credits are valid for 12 months from purchase. Your plan's monthly allowance is used first, then top-up credits. If you regularly need more, upgrading your plan may work out better than repeat top-ups.

The AI features that read project data (project summaries, category and folder name suggestions, and AI report templates) are controlled by one 'Use AI Features' permission:

• Superadmins always have AI access.
• Admins have it on by default.
• Users and Guests are off by default.

Any default can be changed, but editing the permission matrix is itself a Professional and Business feature, so a Starter workspace runs on the defaults as they stand.

Turning AI on for someone never bypasses access control: a summary they generate is built only from content they can already reach, and each generation spends one of the workspace's AI credits. The Ask Scout help assistant is separate: free, available to everyone, and it only reads the help articles, never your project data.

Each project captures the essentials: a name, a rich description, a location, and optional start and end dates (Portal Worx calculates the duration for you). A progress percentage shows at a glance how far along the work is.

For anything specific to your business, add custom fields when you create or edit the project. Each can be a text field, a date, a dropdown (with your own options), or a progress value, so you can model things like site reference numbers, permit dates, or job stages your own way. A project can also carry a header image and a location map.

A project is organised into tabs:

• Summary: the project's details, progress, and assigned team.
• Activity: a timeline of everything that has happened on the project.
• Documents: files organised into categories.
• Gallery: photos organised into folders.
• Reports: reports published and assigned to this project.
• Messages: the project's message threads (see 'Project message threads').
• AI Insights: generate an AI project summary. Only shown to people who can use AI.

What each person sees within a tab depends on their role and on the access set on each category, folder, or report.

Open a project and use its assignments to add or remove people. Assigning someone gives them access according to their role, and every assignment records who made it.

Guests are the ones to remember: they never see anything by default and only get the specific projects you share with them, and everyone on the same project, guests included, can see each other (see 'Can guests see each other?'). For finer control within a project, use category and folder access (see 'Control who sees your documents').

Access is set on the category (documents) or folder (photos), not on individual files, and whatever you set cascades to everything inside. Open the category or folder in the project's Documents or Gallery tab and choose 'Access Settings'. Each container has two independent audiences.

Internal access - which of your own workspace users can see it:

• Workspace: every workspace user assigned to the project.
• Restricted: only the workspace users you choose, by role or by naming specific people.

External access - people outside your workspace (guests):

• Off by default. Externals see nothing here until you turn a switch on.
• Share with all guests, or pick specific guests instead.

The two audiences are independent, so a Restricted item locked down internally can still be deliberately shared with a guest. Changing access needs the 'Manage Access Settings' permission. Superadmins can always see restricted content for account administration.

Trash is your safety net for the five things that soft-delete: projects, reports, report templates, document categories, and photo folders. Individual documents and photos are not among them - deleting one removes it straight away and it cannot be recovered, so archive it instead if you might want it back.

Trash is not in the sidebar. Open it from your avatar menu at the top right, or from the account area under Storage.

1. Open Trash.
2. Find the item and click 'Restore'. You can select several and restore them together.

After 30 days, items are permanently deleted by an automated cleanup job.

Restoring is scoped to what you created. Anything you deleted, you can restore. Restoring someone else's item needs the "Manage All Users' Trash" permission, and superadmins can restore anything. The Trash list follows the same rule.

Documents: most common business formats (PDF, Word, Excel, PowerPoint, plain text, CSV, and similar). For security, executable and script files are blocked. Each document can be up to 500 MB.

Images: JPEG, PNG, GIF, WebP, BMP, TIFF, and AVIF. Each image can be up to 50 MB. SVG is not usable, even though it appears in the format list: every image upload is checked against the real contents of the file, and an SVG fails that check with 'does not appear to be a valid image'. Convert it to PNG first.

Batches have one hard limit: the files in a single upload must total no more than 2 GB. The upload window mentions 50 documents or 100 images as a comfortable batch size, but that is guidance rather than a rule, so a larger batch still goes through as long as it stays under 2 GB.

Total storage is limited by your plan. You are warned by email at 80% and 90% usage, and an upload that would take you over 100% is refused until you free up space or upgrade.

Documents, photos and reports each have a Comments panel where you can start a thread or reply. Projects themselves are not commentable: for project-wide conversation, use the Messages tab.

Type @ followed by a person's name to mention them. They get an in-app notification, and an email as well unless they have switched that email off in their notification settings. You can only mention people who can already see the item, so a mention never hands content to someone without access. On a report, mentions reach internal workspace users only.

Comments stay attached to the item and form part of its activity trail. A thumbs-up reaction is there for quick acknowledgement without adding another comment.

Archive is right when something is finished but you still want it on file, such as a closed project. Archived items are hidden from active views, stay reachable from the Archive page, and stop counting towards your plan's project and storage limits - the practical point of archiving. Delete moves the item to Trash for 30 days, after which it is gone for good.

The same things go to either place: projects, reports, report templates, document categories and photo folders. An individual document or photo is deleted rather than archived, and it goes with its category or folder when that is archived.

Restoring is not open to everyone. You can unarchive the items you created; unarchiving someone else's needs the "Manage All Users' Archive" permission, and superadmins can unarchive anything. You can also delete an item from the Archive page, which moves it into Trash and starts the 30-day countdown rather than destroying it on the spot.

When you archive or delete a project, you choose what happens to its reports: include them so they move with the project, or detach them so they stay as general reports. As a rule: archive when the work is done, delete when it should not have existed.

Open a document's actions menu and choose 'View Reminders', or open the document and use the Reminders tab in the panel on the right, then 'Open reminders'.

To schedule one:

1. Fill in 'Reminder Title' and, if useful, 'Custom Message (Optional)'.
2. Set 'Scheduled Date' and 'Scheduled Time'.
3. Choose 'Recurrence': One Time, Daily, Weekly or Monthly. Recurring reminders can carry an 'End Date (Optional)'.
4. Pick recipients: 'Remind Me', 'Everyone with access', or 'Specific users'. Tick 'CC me' to copy yourself.
5. Click 'Create Reminder'.

Recipients are filtered by access: anyone who cannot open the document's category is skipped, and deactivated or pending users never receive one.

Limits keep the noise down. A one-off sends once. A recurring reminder sends at most three times, or stops at its end date, and the table shows the count as '1 of 3'. A document can hold up to 10 active reminders.

Every reminder shows a status of Active, Sent or Failed, and 'View Logs' opens the per-recipient delivery record. You can also edit a reminder, send a test to yourself, or use 'Send Now' rather than waiting for the schedule.

Documents, photos and reports can each be shared with chosen people. Find 'Share' in the item's actions menu, or in the Share tab of the panel beside the item.

In the modal:

1. Under 'Recipients', choose 'Everyone with access' or 'Specific users' and tick the people you want.
2. Add a 'Message (Optional)' if you want to say why you are sending it.
3. Tick 'Send me a copy' to copy yourself.
4. Click 'Share'.

Sharing sends the file itself, not just an alert that one exists. Recipients get an email with a secure download link and do not need to log in.

Only people who can already access the item are listed, and anyone without access is skipped, so sharing never widens who can see something.

Be clear on one thing: the app confirms when the emails are sent, not when they land. If someone says nothing arrived, check the Email Delivery Centre for the real delivery status and bounce reason (see 'Why an email wasn't delivered').

Two conditions apply to reports specifically: the report must be published first, and sharing a report is part of advanced reporting, so it needs a Professional or Business plan. Sharing documents and photos works on every plan.

'Share' only reaches people already in your workspace. To give a file to somebody outside it, such as a client or an inspector, use 'Share by link' (see 'Share by link: a link anyone can open').

Share by link gives you a web address that opens a file with no account and no sign-in. Use it for someone outside your workspace, such as a client, a supplier or an inspector. Anyone holding the link can open it, including anyone it is forwarded to, so treat it like the file itself. To send a file to people already in your workspace, use 'Share' instead (see 'Share a document, photo or report').

What you can share.

• One document, photo or report. Choose 'Share by link' from its actions menu, or open it and use the Share by link tab.
• Several files at once. Tick them on the Documents or Gallery tab and choose 'Share selected by link'. This makes one link to exactly those files. Anything added to the project later is not included.
• A whole category or folder. Choose 'Share by link' from its card menu, or from its row in Manage on the Documents or Gallery tab. This link stays up to date: anything added to the category or folder later can be opened by whoever holds it, and anything removed disappears from it. When you upload into a category or folder that has a live link, the upload window warns you.

Creating a link. Click 'Create link', then copy the address. Tick 'Require a PIN to open it' first if you want a second check: a six-digit PIN is created and shown with the link. Send the PIN separately, for example by text, because anyone with both can open the file. You can add, reset or remove a PIN later from the link's row.

How long it works. Every link works for 90 days from when it is made, unless you turn it off sooner. It is not a one-time send: it can be opened again and again until then. The date it stops is shown under the link, on the page the recipient opens, and in the Expires column of Shared links. To keep sharing after 90 days, create a new link.

What they see. A page showing the file, with a Download button and the date the link expires. If you added a PIN they are asked for it first. A link opened a great many times in a short time asks them to wait a few minutes. A link you turned off says it was turned off; one that has expired says it is no longer available and to ask whoever sent it for a new one.

Who can create links. Superadmins and admins can by default. Users and guests cannot unless the Share by Link permission is turned on for their role (see 'Customise what each role can do'). You can only create a link to something you can already open, so a link never gives more access than you have.

Seeing and turning off links. Open your profile menu (top right) and choose Shared links. It lists the links in the workspace that you may manage, including links sent with approval requests, with the project, who made each one, how often it was opened, when it expires and whether it still works. Click a row to see the files it opens and the category or folder they sit in. From a row's menu choose Copy link or Turn off, or tick several rows and turn them off together.

Turning a link off stops it straight away, even for someone who already has it, and cannot be undone. Any approval request still waiting on that link is withdrawn. To share again, create a new link: it will have a different address.

A link you created yourself always stays on this page so you can turn it off, even if you later lose access to the file.

When a document changes, upload the new file as a new version rather than a separate document. Open the document and use 'Upload new version'. The previous version is kept, not replaced, so the history stays intact.

The versions panel on the document lists every version, newest first, and comments span the whole group. If someone was still being asked to approve the old version, that request is closed when the new version lands, because they should not sign for bytes that have been replaced. Approvals already answered are left alone, since they are evidence about the version they were given.

Open any document, photo or report and it fills the screen as a split view: the item itself on the left, a tabbed rail on the right.

What is in the rail depends on the item and your permissions:

• Comments: the thread on this item, including @mentions.
• Reminders (documents): the active reminders, with a button into the full scheduler.
• Share: send this item to chosen people by email.
• Details: who created it, who owns it, and the access settings it inherits.
• Access: a read-only list of everyone who can currently see it, with their role.

Access itself is not set here. It belongs to the document category or the photo folder, and cascades to everything inside (see 'Control who sees your documents').

Moving around: the title at the top is a picker listing every item in the same category or folder, and the arrows on either side step to the previous or next one. The left and right arrow keys do the same, unless you are typing in a field.

Drag the divider to resize the rail and the width is remembered next time. The collapse button tucks it away to icons. The address bar tracks whatever is open, so copying the URL sends someone straight to the same item.

Most lists support multi-select. Tick the checkbox on each row, or the one in the header to take everything on the page, then use the actions that appear.

What you get depends on where you are:

• Projects: delete the selection, or 'Archive selected'.
• Photo gallery: 'Download selected', 'Move to folder', delete, and archive when only folders are selected.
• Manage Categories / Manage Folders: after 'Select All', set access for the selection, change owner, archive, or delete. Applying access to a selection overwrites whatever those items had before, and you are warned first.
• Trash: 'Restore selected items' or 'Delete selected items permanently'.
• Archive: restore several items together.
• Reminders: delete several at once.

One behaviour is worth knowing: a row you cannot act on shows a disabled checkbox and is left out of select-all, so you can never assemble a batch the server would reject halfway through. In Trash, for example, restore is limited to items you created, and hovering explains it: 'You can only restore items you created'.

Bulk actions that remove things still ask for confirmation, and deletions go to Trash for 30 days like any other delete.

An approval is a document sent to somebody for a decision. They open a link, read the file, approve or reject it, and sign. You get a record that says who answered, when, and against which exact version of the file.

To send one, open the project's Approvals tab and click 'Create approval', or open a document and use the 'Approval' tab in the panel beside it. Then:

1. Tick the document, or several to send them as one request (a bundle). Only documents can be sent; upload a photo or a report PDF to Documents first if it needs signing.
2. Type who is signing. Their name and email are optional, but with an email you can have us send the link, remind them if they go quiet, and email a verification code before they sign.
3. Choose whether the link needs a PIN to open. The PIN is shown once and never travels with the link, so you pass it on separately.
4. Click 'Create approval link'. Copy the link, or tick 'Send them the link' to have us email it.

The request appears on the Approvals tab and in the Approvals Centre, grouped by who owes the next move: 'With them' is waiting on the recipient, 'With you' has an answer to look at, 'Settled' is finished.

You can correct a pending request (name, address, PIN), turn reminders on or off, withdraw it, or hand it to a colleague from its Details tab. Uploading a new version of the file replaces the pending request automatically, so nobody signs bytes that have changed.

The link opens a page with the document on it; no account and no password. If you set a PIN, they are asked for it first.

Page one is for reading and deciding. Each file has Approve and Reject beside it, and a rejection needs a reason. They can add notes about a file, or mark a spot on a page and write about it. On a request with several files, every file is answered on its own; nothing is sent until they press Continue.

Page two is for identifying and signing. They give their name, optionally their email, and draw a signature. If you turned on the verification code, they enter the six-digit code we email to the address you named. Pressing Submit records every decision against the exact file they were shown, with their name, the date and time.

Their answers survive a refresh, a closed tab and the browser's Back button until they submit. Once submitted, an answer cannot be changed; if they need to change their mind, ask them and send a new request.

After they answer, the link shows a receipt and lets them download the approval record. A fully approved link stops serving the files a week later, so a forwarded link does not keep the documents open forever.

Reminders. Tick 'Remind them if they do not answer' when you create the request, or turn them on later from its Details tab. The first goes out on day 3, then day 7, then every 3 days until they answer. Every reminder carries a one-click 'stop these reminders' link, and you can stop them from the Details tab at any time. Reminders need an email address.

The link. It works for 90 days from creation. A fully approved request keeps serving the record but stops serving the files a week after the last answer. The Details tab shows the date the link closes.

When you change something, the recipient is told the truth rather than a generic error:

• Withdraw the request and the link says the sender withdrew it.
• Move the file's category or project to Archive or Trash and the link says the request is on hold. It waits, reminders pause, and the same link opens again when you restore it. Deleting a file permanently withdraws its request.
• Upload a new version and the pending request is replaced; you send the new version from the file's Approval tab.
• Turn off a plain share link and it says the sender turned it off.

If somebody who owns a request leaves the project, their requests pass to whoever removed them, so an answer always reaches somebody who can act on it.

Every answered request has a record you can hand to a third party. It lists the file by name and version, a fingerprint of the exact bytes that were shown, who answered (the name they typed, and whether it was verified by an emailed code), when, their decision, their reason if they rejected, their signature, and every note and page mark they left. For a bundle, one record covers every file with its own verdict.

Find it on the request's Details tab: 'Approval record' downloads the PDF, and 'Download all' downloads a ZIP of the record together with the files it covers. The recipient sees the same 'Download approval record' button on their receipt.

The record says the name is claimed, not verified, unless the verification code was used: a link proves that somebody held the link, and the code proves they also controlled the mailbox you named.

The record outlives the file. Delete the document afterwards and the request still shows what was answered, by whom and when; only the file itself is gone.

Reports are always created in the Reports Centre, in your own 'My Reports' space, never directly inside a project. The 'New Report' button on a project's Reports tab is a shortcut: it takes you to the Reports Centre with the Create menu already open.

1. Open Reports Centre from the sidebar.
2. Click 'Create' and choose 'Build a custom report' or 'Create from a template'.
3. Give the report a title, then add and reorder blocks however you like.
4. Click 'Save'.

The builder does not save on its own. Nothing you have typed is stored until you press 'Save', which is deliberate. The header shows 'Unsaved changes' while there is work in progress and 'All changes saved' once it is written, and leaving the page with unsaved changes asks you to confirm first.

When the report is finished, mark it Completed, then publish it. Only then can it be assigned to a project. See 'Create a report without a project' for the full lifecycle.

The report builder offers a wide set of block types you can mix and reorder freely:

• Text, number, and date fields
• Images and image galleries, with a caption on each photo
• Checklists and tables
• Signatures (captured on screen with touch or mouse)
• Location maps (embedded as static images)
• Ratings, progress, and dropdown (select) fields

Each block is independently editable, so you can build anything from a quick site checklist to a detailed inspection report.

PDF export is a Professional and Business feature. On Starter the action is offered but answers with an upgrade prompt instead of a file.

Open the report and click 'Export PDF'. The file is generated on our servers, carries your workspace logo if you have uploaded one, and honours the report's conditional logic, so anything hidden by a rule stays out of the PDF. Drafts can be exported as well as completed reports, though Completed is the right state for anything you send on.

Two things to know before you export:

• The filename is fixed, not unique. It is built from the report's id and its creation date, so every export of the same report arrives under the same name and your browser adds (1), (2) and so on.
• Nothing is kept. Portal Worx does not store the generated file and does not record the export anywhere, so there is no list of past exports and no entry on the activity trail. Save the file somewhere you can find it. You can re-export at any time.

Build a report structure once and reuse it. From the report builder, save a structure as a template, then publish it to share it with your workspace. Creating a report from a template copies its structure into a new report, so editing the template later never changes reports already made from it.

There is also a third place to start: Portal Worx Templates, a library of 33 site and client records (site diary, incident report, RAMS, toolbox talk, permit to work, lifting plan, snagging list, handover checklist and the rest), each written against the public form or regulation it replaces, as starting points to adapt to your firm, not certified forms. Using one adds a copy that is yours to change, to My Templates or straight to Workspace Templates if you may publish, and later improvements to the library never touch your copy or the reports made from it: the copy tells you a newer version exists and you choose whether to take it.

Who can change a template is broader than you might expect. The author always keeps edit and delete on their own templates. Separately, the 'Manage Report Templates' permission covers acting on templates other people created, and it is on by default for Admins and Users, so any internal Admin or User can edit, delete or unpublish a colleague's template. Publishing a template to the whole workspace, your own included, is the 'Publish Report Templates' permission: on by default for Admins, off for Users and guests, and a workspace can turn it on for either. Guests are the exception: their permission only ever governs their own templates. See 'Who can see your report templates'.

AI can also draft a template for you on the Professional and Business plans (see 'Draft a report template with AI').

A template's sharing is controlled by its status:

• Personal: visible only to the person who created it, in 'My Templates'. Nobody else can open it, superadmins included. It is not a draft in the report sense: it can be finished and in use by its author, just not shared.
• Published: shared with everyone in your workspace who has template access, under 'Workspace Templates'. That includes guests, who can use published templates to build their reports.

Portal Worx Templates is a third list, the same in every workspace and read-only. Using one makes a copy that then follows the two rules above like any template you wrote yourself: 'Add to My Templates' keeps it personal, and 'Add to Workspace Templates', offered to anyone who may publish, lands it published in one go. The list marks an entry your workspace already holds ('In your workspace') and one you hold yourself ('In my templates'); you can still take a second copy. When we improve an entry, a copy taken earlier shows 'Newer version in the library' with a 'Get the latest' action that adds a fresh copy beside yours. Your copy is never changed underneath you.

Editing is a separate question from visibility. The author always keeps edit and delete on their own templates, and the 'Manage Report Templates' permission (on by default for Admins and Users) lets a colleague edit, delete or unpublish a template they did not create. Publishing needs the 'Publish Report Templates' permission, on by default for Admins only, and writing a template does not include it: a User's template stays personal until an Admin publishes it or the workspace grants Users that permission. Nobody else can see a personal template, so in practice the author asks an Admin, or is given the permission. Guests only ever act on their own. If you need a structure nobody else can change, keep it personal.

You can also mark one template as the workspace default, pre-loaded whenever someone starts a new report. It has to be published first, and only workspace users can set it.

Conditional logic keeps reports relevant by reacting to what is entered. What a rule can do depends on what it is attached to:

• On a section: Show or Hide. That is all a section supports.
• On a field: Show, Hide, Require, or Make optional.

Rules support comparisons like equals, does not equal, contains, is empty, is not empty, greater than, and less than. For example, 'if Pass/Fail equals Fail, show the Remedial Actions section'.

Conditional logic controls visibility and whether a field is required. It does not perform calculations. Anything a rule hides is also left out of the PDF export.

Every report starts without a project, and there is no way around that: the builder refuses to create a report already inside one and tells you to publish it first. The 'New Report' button on a project's Reports tab is only a shortcut into the Reports Centre.

The lifecycle runs in four steps:

1. Create the report in the Reports Centre. It is a draft in your own 'My Reports' space and nobody else can see it.
2. Publish it, at any stage. This moves it into the shared Reports Centre, where the report's own access settings decide who else can see it. A published draft carries its Draft badge and how much of it is answered, so nobody mistakes it for a finished report. In practice only the author can publish.
3. Complete it once every required field is answered. A project is not required. Completing finalises the content; the edit history starts at completion or at publication, whichever comes first, so every later change to a report others can see is recorded.
4. Assign it to a project. Now it appears in that project's Reports tab. A report has to be published before it can be assigned, you need the 'Assign Reports to Projects' permission, and you can only file it into a project you can see.

A report you never assign stays a general report in the Reports Centre. Detaching a report from a project is always allowed and puts it back there.

Reports are not locked. Two people can open the same report and edit it at the same time, and neither is stopped from working.

What is protected is the save. When you save, your browser tells the server which version you started from. If someone else has saved since, your save is refused rather than quietly overwriting their work, and you see: 'This report was modified by another user or session. Reload the page to see the latest version before saving again.'

Reload to pick up the latest version, re-apply your changes, and save. Your unsaved edits are not stored anywhere in the meantime, so copy anything long out of the builder before you reload. Once a report is Completed, every edit is kept in its history.

Publishing is what makes a report visible to anyone but you. Until then it sits in 'My Reports' as your personal working copy, and the server genuinely hides it from everyone else, superadmins included.

The lifecycle runs in one direction:

1. Draft: edit freely, saving with the Save button as you go. There is no autosave, so an 'Unsaved changes' pill tells you when work is uncommitted.
2. Published: publish it at any stage, draft included, and it enters the shared Reports Centre under 'Published Reports'. A published draft shows its Draft badge and how much of it is answered.
3. Completed: mark the report Completed once every required field is answered. Its edit history starts at completion or at publication, whichever comes first.
4. Assigned: only now can you use 'Assign Project' to file it into a project.

Publish from the report toolbar or the row menu, then confirm. If the option is disabled in the builder you will see why: 'Save your changes before publishing'.

Publishing is the author's own step: nobody else can see the report while it is unpublished, so nobody else can publish it. Unpublishing is open to the author and to superadmins. Someone with report-management permission can edit, complete and delete a report, but cannot decide whether it is shared.

One trap: unpublishing also removes the report from its project, and the project's Reports tab loses it. Publishing again does not put it back, so assign it to the project again yourself.

Portal Worx roles come in two groups: your team and guests (people outside your business, invited onto specific projects).

Your team:

• Superadmin: full access to projects, users, reports and workspace settings, with two carve-outs. Billing is not granted by the role - only superadmins flagged as billing managers can open Billing (see 'Who can access billing'). Personal drafts are the second: an unpublished report and a draft report template belong to whoever wrote them, and no superadmin can open one.
• Admin: manages users, projects, and workspace settings.
• User: works on the projects they are assigned to (for example a site manager).

Guests (outside your business, invited to specific projects):

• Guest: anyone outside your business, whether that is your customer kept in the loop on their own job, or a supplier, engineer or specialist working on it with you.

Guests are included in unlimited users, like every other user on your plan. They only ever see the specific projects and content you share with them, never your wider workspace. They see everyone on those projects, other guests included, and their email addresses (see 'Can guests see each other?').

What guests can't do. Guests only see what you share with them. Whatever you switch on for them, a guest:

• Sees only the people on the projects they are on, guests included, never the whole team.
• Sees no access badges, restricted markers, who-has-access settings or share-link counts.
• Sees only files in a category or folder shared with them, and no edit history or internal comments on approvals.
• Can message, and be messaged by, only the people on the projects they are on.
• Cannot ask for an approval or own one.
• Can never be given Create Projects, Manage Access Settings, Manage Any User's Project Assignments, Manage Message Threads, Manage Project Assignments, Manage Projects, Manage Temporary Access, Manage Users, Publish Report Templates, View All Projects or View All Users.

You see the same list whenever you choose the Guest role (adding a user, inviting several at once, or giving temporary access) under 'What guests can't do', and above the permission matrix when Guest is selected.

On Professional and Business plans you can fine-tune what each role can do (see 'Customise what each role can do').

Yes, on the Professional and Business plans. Open Account, then Administration, then Permissions, and turn individual capabilities on or off per role. The matrix covers managing projects, managing reports, viewing users, 'Manage Access Settings' (who may mark a category or folder as Restricted and choose who opens it), sending notifications, using AI features, and more.

The Admin and User columns are fully editable. The Guest column starts with everything off, so a guest has no capabilities until you deliberately grant them, for example creating reports, using templates, sharing files by email or by link, or AI features. Eleven permissions can never be switched on for a guest, and show as fixed: Create Projects, Manage Access Settings, Manage Any User's Project Assignments, Manage Message Threads, Manage Project Assignments, Manage Projects, Manage Temporary Access, Manage Users, Publish Report Templates, View All Projects and View All Users. With Guest selected, the list of what guests can't do, whatever you switch on, is shown above the matrix (see 'User roles and what each can do'). No toggle can widen what an outside party sees beyond what you share with them.

Superadmins hold every permission and cannot be restricted. Holding every permission is not the same as seeing everything, though: an unpublished report or draft template stays private to its author, superadmins included. Billing sits outside the matrix and is controlled by billing-manager status instead (see 'Who can access billing'). Configuring permissions is itself limited to superadmins. Not available on Starter.

To invite a user, open User Management in the sidebar and click 'Create New User'. Enter their email, choose a role, and click 'Create'. They receive an email with a link to accept. There is no separate 'Invite User' button - creating the user is what sends the invitation.

Invitation links are valid for 7 days. If someone does not accept in time, or loses the email, resend the invitation - up to 5 resends per invitation with a 30-minute cooldown between them. If the person already has a Portal Worx account under that email, accepting simply links the new organisation to their existing login, so they do not create a second account.

Temporary access lets someone work in your workspace for as long as a job needs, without choosing a password or accepting an invitation.

Giving access. Open User Management, click 'Create New User' and choose 'Give temporary access' (the New User menu on the user list has the same option). Enter their email address, and their name if you know it. Choose a role: Guest is recommended for anyone outside your business, and you can also choose User or Admin, but never Superadmin. You can only give a role you could manage yourself. Choosing projects is optional: you can assign them now or later, as for anyone. Pick when access ends (30 days from today unless you change it, and at most a year); access lasts through that whole day. Then either email the link to them or copy it and send it yourself.

What they can do. A temporary person simply has the role you chose. They can do exactly what anyone else with that role can do in your workspace, on the projects they are assigned to, until their access ends. Nothing extra to set up.

How they sign in. They open the link, and we email a six-digit code to their address to check it is them. The link only works for the person it was made for: if it is forwarded, the code still goes to their email, not the new reader's. The code lasts 10 minutes. After that they stay signed in on that device, and are asked for a fresh code at least every 7 days. There is never a password.

Before it ends. Five days before access ends we email the person, and remind whoever gave them access (a notification, plus an email you can turn off under Settings > Notifications > Temporary Access).

Managing someone's access. The Temporary Access card in User Management lists everyone with temporary access, with a badge showing when each person's access ends. Open a person's row menu and choose 'Temporary access' to see when it ends and who added them, show or email their link again, replace it (the old one stops working), Extend it, Make permanent (they are emailed how to sign in from now on) or End access now.

When access ends. They are signed out straight away and cannot sign back in. Nothing is deleted: they stay on the user list, keep their projects, and everything they did stays. Extend their access and they can pick up where they left off. To remove someone for good, deactivate them like any user.

Two permissions decide who sees what across the workspace. View All Projects lets someone see every project in the project list and ask to join one they are not on. View All Users lets someone see everyone in the workspace, guests included, wherever people are listed: the user list, @mentions, pickers and direct message contacts. Both are on for Superadmin, Admin and User, and you can turn either off for a role under Administration > Permissions. Guests never have them: a guest sees only the projects they are on and the people on those projects.

Seeing a project you are not on. It appears in the project list with its name, dates and location, but its documents, photos, reports, messages and team stay with the people on it. Open it and you see 'You're not on this project', with Request access.

Asking to join. Add a message if you like (who you are to the job is what they weigh), then click Request access. The page shows Request sent, with your message, and you can Cancel request at any time. You can have one request waiting per project. If a request is declined you can ask again after 7 days. A request nobody answers lapses after 30 days.

Who is told. Everyone on that project who can add you (they hold Manage Project Assignments for your role) gets a notification and an email. If nobody on the project can, the workspace's superadmins are told instead. The email can be turned off under Settings > Notifications > Project Access Requests.

Answering. Open Requests > Project access in the account area (also in your profile menu). A red count on your avatar shows how many are waiting. Click a row to read the whole request, then Approve or Decline, or tick several and use the bar above the table. Approving adds the person to the project exactly as if you had added them yourself, so you can only let someone in whom you could have added. The first answer wins, and the request disappears for everyone the moment it is answered. Adding the person to the project by hand answers it too.

What the person hears. They are always told the answer, by notification and email, whether it is yes or no.

Every user has a status:

• Pending: invited or signed up but not yet verified.
• Active: can log in and use Portal Worx according to their role.
• Deactivated: access is switched off, so they cannot log in. Their record and past contributions are kept.

Deactivating is the right choice when someone leaves, since it removes access without erasing their contribution.

Plan for one thing before you deactivate someone: it removes them from every project they are assigned to, and reactivating them does not put them back. A deactivate-then-reactivate round trip leaves the user with no project access at all. Note which projects they are on first, then reassign them by hand after reactivating.

Billing access is reserved for superadmins, and not automatically: a superadmin sees the Billing page only if they are flagged as a billing manager. Holding the superadmin role alone is not enough, so a workspace with several superadmins can still keep billing to one or two people.

The account owner (the superadmin who created the organisation) is the billing owner and has final control. The owner is always a billing manager, and can promote other superadmins so they can view and manage the subscription too. A promoted manager can change plans, manage payment methods and cancel, but cannot promote or demote anyone else.

If the account needs to change hands, the owner can transfer ownership to another superadmin from Billing, then Billing Managers. Ownership also transfers automatically if the owner is deactivated, role-changed, or deleted. Admins, Users and Guests never see billing.

To give a customer visibility of their job, invite them as a Guest from User Management. Guests:

• Are included in unlimited users, on every plan, at no extra cost.
• Only ever see the specific projects you assign them to, and inside those, only the categories and folders shared with them.
• Are the least-privileged role. They hold no management permissions, so they cannot create or edit projects, manage users, set access, or create reports and templates.

Least-privileged is not read-only. On a project they are assigned to, a guest can:

• Post comments on documents, photos and reports they can see.
• Post in a project message thread, if you add them to one.
• Upload documents and photos into a category or folder shared with them.

That is deliberate, because a customer answering a query or returning a signed document is usually the point. If you need a container they cannot add to, do not share that container with them. They can also send direct messages to the people on their projects. On Professional and Business plans you can grant a guest more - reports, templates, sharing by link and AI features - all off until you turn them on (see 'Customise what each role can do').

Guests see the other people on their projects, other guests included, and never anyone on a project they are not on (see 'Can guests see each other?').

A supplier, engineer, surveyor or other specialist who works on a project with you is invited as a Guest - the same role your customer gets. Invite them from User Management. Guests:

• Are included in unlimited users, on every plan, at no extra cost.
• Only ever see the specific projects and content you share with them.
• Can author their own quality-control or progress reports and build report templates, once you grant it. Both are off until you turn them on.
• Can comment on, and upload into, any container shared with them on a project they are assigned to.
• Never see your wider workspace, your team's restricted work, or anyone on a project they are not on (see 'Can guests see each other?').

On Professional and Business plans you can switch on more for Guests, such as reports, templates, sharing files by email or by link, and AI features. All of it is off by default, and eleven permissions, such as managing users, projects or access, can never be given to a guest (see 'User roles and what each can do').

One role covers both your customer and your working partners. What separates them is not the role but what you grant and share: a supplier given report access produces content, while a customer simply assigned to the project stays kept in the loop. Both are guests and both are free.

Yes, when they are on the same project. Putting two people on a project is your choice, so everyone on it can see each other, guests included:

• They appear in each other's people lists, pickers and @mentions on that project.
• They can send each other direct messages.

Guests on different projects never see each other, and a guest never sees anyone outside the projects they are on. A guest sees the email addresses of everyone on their projects, other guests included.

Inside a project, a guest still only sees the documents, photos, reports and message threads you share with them. Take a guest off a project and they stop seeing the people on it.

Click 'Forgot your password?' on the login page and enter your email. You get a reset link valid for 1 hour. If you do not see the email, check your spam or junk folder.

After resetting, you are signed out on every device and log in again with the new password. A reset also clears a login lockout, so if three failed attempts locked you out, resetting gets you back in without waiting.

If you signed up with Google you have no password yet, and that is normal. Carry on with the Google button or a magic link. This same flow is also how you set a password for the first time, if you want one.

First check your spam or junk folder, where most missing emails end up. If it is still missing, log in with your unverified account and you are offered the option to send a new verification email (with a short cooldown between requests). Verification links expire after 24 hours, so do not sit on the email too long once it arrives.

Until you verify, your workspace can email up to 20 different people a day, invitations included. When an email is held for this reason it is noted in Administration, Security Logs. Verifying lifts the limit straight away, and anyone whose invitation was held can be sent it again from the Users page.

If you signed up with Google there is no verification email to look for. Google has already confirmed your address, so your account is active from the moment you sign up.

The login page is a single stacked form, not a set of tabs. Scroll to the section headed 'Login with Magic Link', enter your email, and click 'Send Magic Link'. We email you a one-click login link.

The link is valid for 15 minutes and can only be used once. Magic-link requests are rate-limited to prevent abuse, so if the email is slow, wait a moment rather than pressing the button repeatedly.

There is nothing to switch on. Magic link works for every account, including one created with Google that has no password, and it works even while a failed-password lockout is running.

If you are invited to another organisation while you already have an account, the invitation links to your existing login, so there is no need to create a separate account.

After you log in, you see a page headed 'Select Organisation' listing every organisation you belong to. Pick one to continue. You have 5 minutes to choose before the selection expires and you log in again.

Tick 'Remember my choice and make this my default organisation' and that one is pre-selected next time. You still see the page, so you can always pick a different one. To move between organisations, log out, log back in, and select the other.

To protect your account, we lock it after 3 consecutive failed password attempts. The lockout lasts 1 hour and clears automatically, with no support request needed.

You do not have to wait it out. Completing a password reset clears the lockout, so click 'Forgot your password?' on the login page, follow the emailed link, and set a new password. You can log in immediately afterwards. Magic-link login is tracked separately and also works while a lockout is running.

The lockout follows your email address rather than one organisation, so it applies everywhere that address is used.

'Continue with Google' is the first control on the login page, above the email and password fields. Click it, pick your Google account, and you are in.

A few things happen behind the scenes:

• Your Google email is verified by Google, so no verification step is needed.
• If that email belongs to more than one workspace, you choose which to enter, exactly as with a magic link.
• If you already had an email-and-password account with a verified workspace, Google is linked to it automatically. You keep one account, not two.
• If the email exists but has never been verified anywhere, we refuse to link it and ask you to prove ownership first. That is deliberate: it stops someone claiming your address before you do.

The part that catches people out: signing up with Google never creates a password. There is nothing for 'Forgot your password?' to reset, and password login will keep failing no matter how many times you try.

So if you signed up with Google, sign in with Google, or use a magic link. If you would also like an email-and-password login, run 'Forgot your password?' once and set a password for the first time. From then on either method works.

Go to Account, then Settings, then 'Date & Time'. The panel holds three settings:

• Date Format: MM-DD-YYYY, DD-MM-YYYY, YYYY-MM-DD, or a written form such as '15 Jan, 2025'.
• Time Format: '24-Hour Clock' or '12-Hour Clock'.
• Timezone: a list of regions with their UTC offsets, for example '(UTC+0:00) London Time (GMT/BST)'.

Click a setting, choose a value, and it saves on the spot - there is no Save button, and the line underneath shows what is in force.

These are personal preferences, not workspace-wide ones, so changing yours affects only your own view. They apply everywhere: activity timelines, comment timestamps, project dates, report history, reminder schedules and audit logs. If dates look a day out or times seem shifted by hours, this panel is almost always the cause.

Emails follow the same rule from the other side: a timestamp in an email is converted to the recipient's own timezone, so a reminder scheduled for 09:00 your time is written in each person's local time when it reaches them.

New accounts start on MM-DD-YYYY, a 24-hour clock and UTC, so it is worth setting these on your first day.

Open your account menu, choose Settings, then open the Notifications tab.

Each notification type has its own pair of toggles, one for the in-app bell and one for email. They cover document and photo uploads, new document versions, shared documents, photos and reports, comment mentions, project assignments, being added to a message thread, document reminders and decisions, and direct and project messages.

A handful always send and have no toggle, because they are account-security or compliance messages: invitations, account activation, password notifications, security alerts, and account-deletion requests.

The Notification Centre is a different thing, and easy to mix up. The bell in the top bar opens the Notification Centre, which is the inbox of notifications you have already been sent. Settings decides what gets sent; the Notification Centre shows what arrived.

Email is also capped per plan: 500 a month on Starter, 2,000 on Professional, and 5,000 on Business.

Every email Portal Worx sends (invitations, notifications, password resets, report shares) is logged with its delivery status, bounce reason, and recipient. Anyone with the 'Manage Email Delivery' permission can open the Email Delivery Centre and find the message to see exactly what happened.

What you can see depends on your role:

• Superadmins see every email the workspace has sent, whoever sent it.
• Everyone else who holds the permission sees only the emails they sent themselves. If a colleague sent it, ask them or a superadmin to check.

The Email Delivery Centre is for your internal staff; guests never have access.

A status of 'skipped' means nothing was sent, and the email's details say why: usually the recipient had that notification switched off in their own settings. Rarely, it is because the workspace sent an unusually large volume of email in a short time; that limit protects delivery for everyone and clears on its own within the hour or the day.

Resending is limited: available for document-upload, photo-upload and document-reminder emails only, and only when the status is sent, delivered or failed. A bounced email cannot be resent at all, deliberately, because repeatedly mailing a dead address damages the sending reputation of every customer. The same email can be resent at most 5 times an hour.

So if a mailbox is hard-bouncing, correct the address with the recipient and send again from the original screen, rather than resending.

Direct messages are one-to-one messages between two people in your workspace. They support up to 10,000 characters per message with read tracking, and they are private: not even admins can read them.

Who can message whom.

• Your team can message each other.
• A guest can message, and be messaged by, the people on the projects they are on, other guests included. Being able to see everything in the workspace is not enough: someone must be on one of the guest's projects to message them (see 'Can guests see each other?').

When a guest leaves the last project that connects them to someone, that conversation disappears from both people's lists. To talk with several people at once, including guests, use a project message thread (see 'Project message threads').

Every project has a Messages tab with conversation threads. Membership is the access grant: you only ever see and post in a thread you have been added to, so a conversation is never exposed to the whole project.

• Creating a thread, renaming it, adding or removing members, and deleting it all need the 'Manage Message Threads' permission. Superadmins and admins have it by default, and it can be granted to the User role, for example a site foreman who runs their own threads.
• Anyone on the project who holds that permission can manage its threads, not only the creator, so a thread is never stuck when its creator is unassigned.
• Anyone on the project can be added to a thread, including guests where relevant. They post like everyone else, but can never create or manage a thread.
• Posting in a thread you belong to needs no permission at all.
• Click the member count in a thread's header to see who is in the chat.
• You can edit or delete your own messages, react to messages, and @mention other members.

Threads are the right place to bring several people, guests included, into one conversation. For private one-to-one messages, see 'Direct messages'.

Portal Worx offers three plans. All three include unlimited users - your team, your clients and your suppliers (see 'Unlimited users on every plan').

• Starter: up to 10 active projects, 10 GB storage, and 50 AI credits per month. Good for getting started.
• Professional: unlimited projects, 100 GB storage, and 500 AI credits per month. Adds advanced reporting and configurable permissions.
• Business: unlimited projects, 250 GB storage, and 3,000 AI credits per month, with all Professional features, and the Portal Worx mark removed from the pages your clients open and the emails they receive.

Your logo and brand colour are on every plan, Starter included.

Email is not a plan limit: invitations, notifications, approval requests and access requests are included on every plan.

Archived and trashed projects do not count toward the active-project figure, so archiving a finished job frees a slot on Starter.

See the Pricing page for current prices, and note annual billing saves 20%.

Every new account starts on a 14-day free trial of the Professional plan, with no credit card required upfront, so you can use every feature.

As part of our early launch, the first 25 organisations to start a trial become founding members, which carries two benefits:

1. A 30-day trial instead of 14 days.
2. A 30% discount on the subscription for as long as it runs, on whichever plan is chosen. It is not a first-year offer that later steps up.

We email you a few days before your trial ends to remind you to choose a plan.

When your trial expires you see a notice that cannot be dismissed, and the pages behind it stop loading. This is not a read-only mode: dashboards, projects, documents, reports and messages are all blocked, not only the editing.

Three things stay reachable, deliberately:

• Billing, in full. Choose a plan, update the card that failed, read invoices, check usage, and change who manages billing. Paying is the way out, so nothing about paying is blocked.
• Settings, then Account, so you can still request deletion of your own account. That is a legal right and does not lapse because a subscription did.
• Administration, so a superadmin can answer a deletion request or close the workspace.

Your data is untouched throughout. Nothing is deleted or downgraded while you decide. Choose a plan or fix the payment and full access is restored right away.

The same applies if a payment fails on a paid plan, except the prompt asks you to update your card rather than pick a plan.

Open the Billing page and choose a different plan. Upgrades activate immediately, charged pro-rata for the rest of the current period. Downgrades are scheduled for the end of the current period, so you keep every feature until then.

One limit blocks a downgrade outright, and you clear it first:

• Projects: archive projects until you are at or under the new plan's project limit. Archiving keeps all the data.

Your team size is never a blocker, because every plan includes unlimited users. Downgrading never requires deactivating anyone.

Storage works differently and is not a blocker either. If you would be over the new plan's storage you are warned, the downgrade still goes ahead, and your existing files stay where they are and stay readable. What changes is that new uploads are refused until you are back under the limit.

Before you confirm, you are shown which features switch off at the changeover, for example advanced reporting or configurable permissions. Your logo and brand colour stay on every plan; moving off Business puts the Portal Worx mark back on your client-facing pages and emails.

Every Portal Worx plan includes unlimited users. There is no seat count, no per-user fee, and no cap to hit - on any plan, including Starter.

That covers everyone:

• Your own team - Superadmins, Admins and Users.
• Your clients - the customers you report to.
• The people you bring in from outside, invited as Guests: suppliers, engineers, specialists, or anyone else working the job with you.

So you can put your whole crew on it, and add every client and supplier a job needs, without changing what you pay. Adding someone never costs more, and deactivating someone never saves anything - the price is the price.

What your plan does meter is active projects, storage and AI credits (see 'Plans and what they include'). Those are the figures on the Usage tab of the Billing page.

One account is intended for one business. If you run genuinely separate companies, they need separate workspaces.

Annual billing saves 20% across every plan. See the Pricing page for the exact monthly and annual figures. Switching from monthly to annual takes effect immediately, with the difference pro-rated against your current period. Switching back to monthly takes effect at the end of the annual term.

You can be billed in US Dollars (USD), British Pounds (GBP), Euros (EUR) or South African Rand (ZAR).

Your currency is set when your account is created and is locked to your subscription after that, so your bill stays predictable and does not move with exchange rates. You can see the exact figures for your currency on the Pricing page and in Billing.

If you need the currency on your account changed, contact support.

Storage warnings are emailed at 80% and 90% to the superadmins who are billing managers, since they are the people who can act on it. The 80% mail is advisory and the 90% one warns that storage is nearly full.

At 100% new file uploads are refused with an error, and you are prompted either to delete files or to upgrade. Everything already uploaded stays untouched and readable, so nothing you have is lost by going over.

One thing that catches people out: Trash counts toward your storage until items are permanently deleted. That happens automatically 30 days after an item goes into Trash, or sooner with 'Permanently Delete'. Emptying Trash is usually the quickest way back under the limit.

Three plans exist: Starter, Professional and Business. Most of the product works on all three. A small set of features is grouped under advanced reporting, which Starter does not include.

Advanced reporting gates exactly three actions:

• Exporting a report as a PDF.
• Sharing a report with people using 'Share'.
• Generating a report template with AI.

On Starter each shows an upgrade prompt reading 'is available on Professional and Business plans' rather than completing.

Worth calling out, because the setup path leads here: building your first report ends with a PDF export, and that final step needs Professional or Business. Everything before it - creating the report, adding blocks, completing and publishing - works on Starter.

One other plan flag follows the same split: configurable permissions is Professional and Business only, and Starter uses the default roles. Your logo and brand colour (on the app, the pages your clients open, their emails and report PDFs) are on every plan. What Business adds is the 'Powered by Portal Worx' mark coming off those client-facing pages and emails.

Not gated by plan: emailing documents and photos, which works everywhere. AI features other than template generation are governed by AI credits instead, and every plan gets a monthly allowance, with Starter on 50 (see 'How AI credits work').

See 'Plans and what they include' for storage and project limits.

Your projects, documents, photos, reports, users, messages and notifications live in a database schema of their own, one per organisation. A query for one organisation's working data cannot reach another's.

A small set of platform-level tables is deliberately shared across organisations, because that data is about the platform rather than your work: organisation and sign-in records, the security audit log, billing, help centre submissions, and the system administration dashboard. Queries against those tables are scoped to a single organisation explicitly, and that scoping is covered by our automated tests.

Alongside the data split:

• All traffic is TLS-encrypted end to end.
• Authentication cookies are HTTP-only, so JavaScript cannot read them, and carry the Secure flag.
• Cross-site request forgery is blocked by token validation.
• Authentication, billing and organisation-lifecycle events are written to a security audit log, kept for 365 days and then deleted, which meets the usual one-year retention expectations.

See the Security page for the full breakdown.

Primary storage - the application database, file storage, and email infrastructure - is hosted in AWS's London region (eu-west-2). Limited data is processed by global sub-processors: Stripe for payments, Cloudflare for bot protection, Google for static map images, and Anthropic for AI features (the Claude models that power project summaries and the help assistant). The full sub-processor list and transfer safeguards are documented in our Privacy Policy and Data Processing Agreement.

No. AI features send only the data needed to produce your result to Anthropic's Claude models, and that data is not used to train those models.

A project summary is built only from content you personally have access to. Restricted categories, folders, reports, or message threads you cannot see are never sent to the AI, and your summary history shows only your own summaries. So generating a summary can never expose anything you could not already see yourself.

To request erasure of your own account:

1. Open your account menu, choose Settings, then the Account tab, headed 'Account Management'.
2. Add a reason if you want to. It is optional.
3. Select 'Request Account Deletion', then confirm with 'Submit request'.

Your organisation's superadmins are emailed straight away. One of them reviews the request and either approves it or rejects it with a reason. Nothing deletes on a timer and nothing happens without that review.

If approved, your account, login credentials and personal information are permanently removed. Projects and documents you created stay in the workspace with your authorship anonymised. Once approved, this cannot be undone.

The 30 days you may have heard about is a response deadline, not a grace period before deletion. GDPR Article 12(3) requires an answer within one month, so we chase your superadmins by email on day 21 and again on day 28. POPIA Section 24 is handled the same way.

You can cancel your request yourself for as long as its status is still pending. Once a superadmin has approved it, cancelling is no longer available.

Two things worth knowing:

• If you are the only superadmin in the workspace you cannot request deletion, because it would leave nobody able to administer it. Promote another superadmin first.
• Closing the whole workspace is a different action, done by a superadmin from Administration, then Organisation, with Delete Account. That one does have a real 30-day grace period, cancellable from the same place before the date.

For requests on behalf of someone else (legal guardians, and similar), email privacy@portal-worx.com.