How to Invite Partners to Kiflo and the Partner Portal

Create partner accounts in Kiflo, send invitations automatically or manually, impersonate partners to preview their portal, and accept applications.

Getting partners into Kiflo is the first step to a productive relationship. You can create partner accounts manually from the Partners page, send invitations via a pre-built email template, or share a direct activation link yourself. This guide covers every method so you can choose the one that fits your workflow.

Create a new partner

All invitation methods start from the same place — creating the partner record.

1. Go to the Partners page

   Click Partners in the top navigation bar.

2. Add a new partner

   Click the Add a new partner button.

3. Fill in the Partner details

   Complete the Partner details section:

   • Partner name — the company name of the partner
   • Status — a label for your own tracking (e.g., Active, Prospect). You can change this later.
   • Partner program — the program(s) this partner belongs to. You can select multiple programs if a partner operates in more than one motion (e.g., both referral and reseller).
4. Fill in the Main contact

   Complete the Main contact section:

   • First name / Last name — the primary person you deal with at this company
   • Email — this is the address the partner will use to log in to the partner portal
   • Job title / Phone number — optional but useful context
   • Access to Kiflo — check this box if you want to grant portal access now

   You can grant or revoke partner portal access at any time. For example, create a partner with Prospect status and no access, then enable access once they sign the agreement.

5. Click Next

   Click Next to move to the invitation step and choose how to send the activation link.

Invite a partner automatically

Use this method when you want Kiflo to send the invitation email on your behalf.

1. Select an email template

   On the invitation step, choose the email template to use. Kiflo includes a default invitation template that contains a unique activation link for this partner. You can customise templates or create new ones from Manage → Email templates.

2. Click Add

   Click the Add button. Kiflo sends the invitation email immediately and the partner receives a link to activate their portal account.

Want to test the partner experience yourself? Create a partner using your own email address as the main contact and send the invitation to yourself. This lets you activate the portal and see exactly what your partner will see.

Invite a partner manually

Use this method when you want to send the activation link yourself — for example, embedded in a personalised email or Slack message.

1. Check Don't send an email

   On the invitation step, tick the Don’t send an email checkbox.

2. Click Add

   Click Add to create the partner record without sending an automatic email.

3. Copy the activation link

   After the partner is created, Kiflo displays a unique activation link. Copy it and send it to your partner through any channel you prefer.

   The partner uses this link to set a password and activate their portal account.

You can retrieve the activation link at any time from the partner’s profile page, so you don’t need to copy it immediately.

Impersonate a partner

Impersonating a partner lets you open their portal and see exactly what they see — useful when setting up Kiflo for the first time or during quarterly business reviews.

1. Go to the partner's profile

   Navigate to Partners and click on the partner you want to preview.

2. Open the partner portal

   Below the partner’s name, click Open partner portal. A new window opens showing the portal from that partner’s perspective.

   Kiflo impersonates the first team member with portal access. If no team member has access enabled, the button will show an error.

3. Impersonate a specific team member (optional)

   To preview the portal as a specific person:

   • Click the Team tab on the partner’s profile
   • Click the team member you want to impersonate
   • Click Open partner portal
4. Sign out when done

   When you’re finished, click the sign-out button in the orange top bar, or sign out from the top-right menu. Always sign out before resuming your normal work.

Accept partner applications

When partners apply through your website sign-up form, their records appear in Kiflo with an Applicant status. You can review and act on applications from three places.

From the Programs page

1. Go to Programs

   Click Programs in the top navigation. Each program card shows the number of pending applications.

2. Open the Applications tab

   Click the program, then click the Applications tab to see all pending applications for that program.

3. Accept or reject

   For each application, choose one of the following actions:

   • Accept as Prospect — creates a prospect record and moves the partner into the first stage of your prospection pipeline so you can qualify them further
   • Accept as Active Partner — activates the partner immediately, granting portal access and skipping the prospection stage
   • Reject — declines the application and (if configured) triggers an automated rejection email

From the Partners page

1. Go to Partners

   Click Partners in the top navigation. A default Pending applications view shows all applicants across all programs.

2. Review and act

   Click any applicant to open their record and choose to accept or reject.

   If the Pending applications view is not visible, apply a filter on Status = Applicant to surface the same list.

From the Dashboard

1. Add the widget

   Go to the Home page, click Add widget, select the Partners category, and click Add on the New partner applications widget.

2. Review applications at a glance

   The widget shows all pending applications across every program. You can accept or reject directly from the dashboard without navigating elsewhere.