Adding and Managing Customer Users in a Project

Last updated: March 23, 2026

Customer Users are the external participants in a project — typically your customer's stakeholders, administrators, or implementation team.

They access the Customer Portal to complete tasks, upload files, review project progress, leave comments, and collaborate with your team. Customer users do not require an OnRamp license and only see the projects they are added to.

Ways Customer Users Are Added

Customer users can be added to a project in three ways:

  1. During Project Creation

  2. From inside an active Project

  3. Automatically through Workflows

Adding Customer Users During Project Creation

When creating a new project, you'll reach a step that allows you to add Customer Users. From this screen you can select existing customer users, create new users if they don't exist, and send invitation emails. If a user doesn't already exist, enter their name and email and OnRamp will create them automatically. You can choose whether to send an invitation email immediately or invite them later.

Adding Customer Users to an Existing Project

  1. Open the Project.

  2. Navigate to the Members section (upper right of the project page).

  3. Click + Customer User.

  4. Select an existing user or create a new one.

  5. Optionally send an invitation email.

Once added, they gain access to the project and its visible tasks.

Automatically Adding Customer Users with Workflows

If you're using Workflows, customer users can be added automatically when a project is created. In the Project Customer Users card of a Workflow, you can map CRM fields such as Primary Contact, Implementation Lead, Opportunity Contact Roles, or Associated Company Contacts. When the Workflow runs, OnRamp creates the customer users (if they don't already exist) and adds them to the project automatically. You can also configure whether users are added silently or immediately invited to the portal.

Managing Customer Users

Customer users can be managed from the Members panel within the project at any time. Internal users can:

  • Add additional customer members

  • Remove customer users from the project

  • Reassign tasks to different users

  • Resend portal invitations

What Customer Users Can See

Customer users only see information that is customer-visible. They can access their assigned tasks, shared files, comments, and the project timeline. They cannot see internal-only tasks or notes. Task visibility is controlled at the task level, so internal work stays private to your team.

Best Practices

  • Add key customer stakeholders early in the project

  • Use Workflows to automatically pull in CRM contacts

  • Double-check email addresses before sending invitations

  • Keep customer access limited to necessary participants

  • Use task visibility settings to control what customers see