How to Use the Portal

Cases

Your assigned cases appear on the Dashboard and in the Cases section. Click any case to open the detail view, which shows the full activity timeline, client-uploaded files, and internal notes.

• Cases are assigned to you by an admin or case manager — you cannot create cases
• Use the activity timeline to review the full history of a case
• Client files (photos, documents) appear in a dedicated tab inside the case

GPS Field Tracking

When you are actively working in the field, the portal tracks and logs your location in real time. This data feeds the live case activity visible to the client.

• Location access must be granted in your browser or device settings
• Tracking only runs while the portal is open and active

Private Clients (PvT Mode)

If your account has PvT mode enabled by an admin, a My Clients section appears in your sidebar. This lets you manage your own private client roster — cases and clients that are yours alone and not visible to the general admin pool.

Account & API Token

The Token section shows your personal API token, used to authenticate field apps and integrations that connect to the portal. Your account settings let you update your name, phone, and password.

Cases

View the full case list across all active investigations. Use this to monitor case status, check for pending activity, and verify information for billing purposes. Back office can view case details but does not manage or assign cases.

Earnings

The Earnings section tracks payments and billable records. Use this to reconcile hours logged against invoices and to verify investigator payouts.

Account

Update your name, phone number, and password from the Account section.

Cases

Create new cases, assign them to investigators, and track progress through the activity timeline. The Cases list shows all open and closed cases with status indicators.

• Click New Case to open the case creation form — select the client, title, subject, and location
• Open any case to view or add activities, see client-uploaded files, and read internal notes
• Cases flagged with a callback badge need follow-up — see the Callbacks section below

Clients

Add and manage clients from the Clients section. When you create a new client, the portal auto-generates login credentials — a temporary password is shown once at creation, so copy it immediately to share with the client.

• Clients log in at the main portal URL with their email and temporary password
• They will be prompted to set a new password on first login
• Each client gets a unique client number for reference

Callback Requests

When a client or intake specialist flags a case for a callback, a badge appears on that case in your list. Open the case to acknowledge the callback and log the follow-up as an activity. The badge clears automatically once you open the case.

Investigators

The Investigators tab lists all active investigators. You can view their current caseloads and use this to make informed assignment decisions when opening new cases.

Adding Clients

Use the Clients section to add new clients to the system. Fill in the client's name, email, and phone number. The portal auto-generates a secure temporary password — shown once at creation. Share these credentials with the client so they can log in and set their own password.

Opening Cases

Select an existing client, then provide a case title, subject name, location, and description to open a new intake case. A unique case number is assigned automatically. Cases you create are visible to case managers and admins for assignment to an investigator.

Activities

Log intake activities (calls, interviews, document requests) directly on a case. You can edit activities you created. Activities are visible to case managers and admins and form part of the permanent case record.

Requesting a Callback

If a client needs to speak with their case manager, open the case and press Request Callback. A callback badge appears on the case for all case managers until it is acknowledged. A note is automatically added to the case record.

Your Cases

The Cases section lists all investigations opened on your behalf. Click any case to see its current status, the activity timeline, and any files your investigator has shared with you.

• Case status shows whether the investigation is open, in progress, or closed
• The activity timeline is updated by your investigator and case manager in real time
• You cannot edit cases or add activities — contact your case manager for changes

Files & Evidence

Documents, photos, and reports shared by your investigation team appear in the Files tab inside each case. These are read-only — download them for your records.

Account

Update your name, phone number, and password from the Account section. If you were given a temporary password when your account was created, you would have been prompted to change it on first login — you can update it again here at any time.

Privacy & Security

Your portal is end-to-end secured. Only your assigned investigation team and their administrators can view your case details. If you have concerns about your account or case, contact Watchmen directly.