TownSuite Client Portal - How to Manage the Parent and Sub Accounts
This guide is intended for any role that will be managing account access. All staff need a TownSuite client portal account to access our documentation site and event registration. (This is separate from an account with your municipal eServices portal.) On our portal, you can find software documentation, release notes, webinar recordings, and many useful how-to guides. Staff also need a portal account to register for our free monthly webinars and training events.
Each municipality has a parent account created when you first implement Town Suite. The person holding this parent account has the authority to create sub accounts for staff to enable access to event registration, documentation, webinars, etc.
The parent account also has access to TownSuite invoices/eBills. If you need to change the parent account to a new user (i.e. someone retires, staff changes, etc.), please contact our support team at support@townsuite.com for assistance.
TownSuite will set up the parent account but afterwards, each municipality must then create and control its sub accounts. The municipality is responsible for ensuring that only current staff have sub accounts and that only authorized staff have e-billing enabled. Enabling e-billing gives staff access to view invoices from TownSuite.
Managing Staff Sub Accounts
Creating New Sub Accounts:
1. Log in to your parent account at https://portal.ws.townsuite.com/login
2. Select Your Account + Manage Sub Accounts + Create New Sub Account.
3. The Manage Sub Accounts page will display the parent account in the top left and list all of the sub accounts that have been created to the right. You can add, edit,or delete a sub account on from this page.
4. Click on Create New Sub Account
5. Enter all applicable information for the staff member that you are adding, and click Save.
a) Always use a municipal email address rather than a personal email when setting up sub accounts.
b) Select Other under the relationship drop-down menu.
6. Locate the sub account you just created, click the Edit button, and select Enable Login.
a) Check the Active Sub Account Login box.
b) Enter a password in both fields.
c) If the sub account needs access to view the billing information, check Link parent customer code. If not, leave unchecked.
Generally, it is advised to only check the Link parent customer code option for staff who need access to view invoices/receipts/bills/etc. from TownSuite.
d) Leave Process customer code with subaccount unchecked.
e) Click Activate
7. An email will be sent to the new sub account's email address. A link to log in to the website and the password specified in the prior step will be included in the email. The user will be asked to change their password on first login.
Removing Access
To keep your municipal accounts secure, the best practice is to deactivate sub accounts when staff are no longer employed. To deactivate an account, go to Manage Sub Accounts Page. Find the name, then select Delete.
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Our Support Team is here to help with any questions you may have. Contact support@townsuite.com or 1.800.408.3313 X 251
