Accounts per company
Several people per partner, invited by single-use link, with no open door.
Product · Partner Portal on Demand
Your partners fill it in, you just approve.
A portal of your own where suppliers, members or franchisees enter their own figures and texts: fixed fields, character limits, a live preview of how it will look. Once submitted, the pages lock and the handed-over state is kept exactly as it was. In the back office you see what came in today, correct it on the same line and release it.
- Servers in Germany
- DPA included
- Your brand, your domain
- Live in four weeks
The way the data travels
- 1PartnerAccepts the invitation
- 2PartnerFills in, sees the preview
- 3PartnerSubmits, pages lockFrom here on the submitted state cannot be changed by anyone
- 4YouCheck and correct, with a log
- 5YouRelease for print, web or export
Everyone knows the email and spreadsheet round. Here is what it costs.
The problem is rarely the collecting. It is the three weeks afterwards, when somebody has to work out which file is current, which figure was never confirmed and who is still missing.
| Email and spreadsheets | Your own portal | |
|---|---|---|
| Collecting | Every partner sends their own file in their own layout | Everyone types into the same mask with the same fields |
| Completeness | A missing figure surfaces when the pages are being laid out | The traffic light flags the gap while the partner is still typing |
| Which version counts | Version 3 final final sits in three different inboxes | One current state, everything else is history |
| Evidence | Who reported what and when lives in an email thread | The submitted state is kept unchanged and can be shown |
| Questions | An email to the editor, an answer at some point | The question hangs on the exact record it is about |
| Overview | Nobody can say who has not delivered yet | One list shows submitted, in progress and never started |
Five steps, and four of them happen without you.
The point of the portal is not that your partners get a nicer form. It is that the work moves to the place where the knowledge already is.
- 1
Invite
five minutes
You invite your partners with a single-use link. Every account belongs to exactly one company, and there is no open registration form anyone could find.
- 2
Fill in
at the partner
Fixed fields, character limits, mandatory entries. A traffic light shows per page what is still missing. Saving a draft is always possible and changes nothing about the status.
- 3
Preview
instant
The partner sees their entries the way they will appear later: as a catalogue page, a profile or a data sheet. People who can see the result deliver better data.
- 4
Submit and lock
one click
Submitting locks the pages and freezes the handed-over state. Later it shows what came from the partner and what your editors changed.
- 5
Check and release
with you
Everything sits in one place in the back office, filtered by status, country or type. You correct on the same line, with a log, and release the record for output.
Next round the same stock carries over. Your partner does not start from an empty form, they check what changed.
What is in the portal
None of this is exotic. It is the set of things that decide whether a data collection round takes three days or three weeks.
Traffic-light check
Mandatory fields, minimum and maximum characters, and a soft warning before submitting.
Live preview
The finished page as a draft, with a PDF download that carries a visible watermark.
Locked after submission
Submitted means locked. Anyone who wants to change something asks instead of editing quietly.
Change log
Every correction with time and person, kept in the background so it does not clutter the screen.
One inbox
Everything that arrives, in one chronological list, with counters per type and a clear line between submitted and still being worked on.
Questions on the record
A comment box and its history sit on the record they belong to, not in a mailbox.
Rounds and deadlines
Deadlines per round, plus a hard switch that closes entry for everyone regardless of the date on screen.
The point where a portal like this stands or falls
When a partner says they never reported that price, the answer has to be on the table in ten seconds. That is why submitting is not a status change but a snapshot: the handed-over state is stored in full and cannot be edited afterwards, by them or by you. Your editors work on a copy.
There is a quieter rule next to it. An empty list and an unreachable data source never look the same. Is there nothing because nothing arrived, or because the connection is down? That difference decides whether somebody follows up.
Submits, pages lock
From here on the submitted state cannot be changed by anyone
Check and correct, with a log
Every correction with time and person, kept in the background so it does not clutter the screen.
One price, three sizes
The packages differ only in how many partner accounts you need. Everything else is in all of them.
Setup
from €4,900 once
Operation
from €250 a month
Small
Partner accountsup to 50
FitsAssociations and publishers with a manageable circle of partners.
Ask about a portalMedium
Most chosenPartner accountsup to 250
FitsAnnual data collection across a whole sector, with several rounds a year.
Ask about a portalLarge
Partner accountsunlimited
FitsPurchasing and franchise networks where accounts change constantly.
Ask about a portalIn every package
- Your design and your domain
- As many form areas as your data needs
- Several people per partner
- Back office with checking, log and release
- Export as Excel, JSON or by webhook
- Hosting, updates and support
Prices are a starting point, not a quote. What actually drives the setup is the number of fields and how tangled the rules behind them are.
Questions we get asked before the first round
Do we need a new database for this?+
No. The portal reads and writes into what you already have: Baserow, an SQL database, a REST interface or, if that is where your data lives, a spreadsheet store.
What about partners who register and then never enter anything?+
They show up as their own group and can be filtered. Keeping dead accounts visible is half the value of running a collection round at all.
Can partners still edit after submitting?+
Not on their own. You can lift the lock on a single record when a correction is justified. The original submitted state stays either way.
How does the data get out at the end?+
As Excel, as JSON, by webhook or straight into the publication. In our own installations the same stock usually feeds a brochure or a printed catalogue. Catalogue on Demand
Does it work in several languages?+
The interface and the form labels do. The content itself stays in the language the partner typed it in, unless you want it otherwise.
How long does setup take?+
Four to six weeks from the first field list to the first real partner. The long part is not the software, it is deciding which fields you actually need.
Who runs it?+
We do, on servers in Germany, with a data processing agreement. On request it runs on your own server instead.
What happens if we stop?+
You keep the portal, the data and the accounts. It runs in your name on open technology, and there is no export you have to buy from us.
Send us the form you used this year.
A spreadsheet, a Word questionnaire or just the email you send out to ask. You get back what the mask for it would look like and an honest estimate of what it costs.
Ask about a portal
No obligation, and no quote before the field list is written.