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Getting Started

This guide walks you through setting up your firm, managing your team, and working with client portfolios in the Estate Manager Portal.

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Creating Your Firm

1

Sign Up for Enterprise

Contact Storehouses to set up your Enterprise account and create your firm
2

Configure Firm Details

Set your firm name, which generates your unique lookup code (slug). Clients use this code to find and invite your firm.Example: Firm name “Smith Estate Planning” might have slug smith-estate-planning
3

Set Up Billing

Configure per-seat billing for your team members
4

Access the Portal

Navigate to portal.storehouses.app to access your firm dashboard

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Managing Your Team

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Firm User Roles

Your team members can have different roles with varying capabilities:
Each firm has exactly one Owner. The Owner role cannot be transferred but can be changed by contacting support.

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Adding Team Members

1

Go to Team Settings

Navigate to the Team section in your firm settings
2

Click 'Add Seat'

Enter the email address of the team member you want to invite
3

Assign Role

Choose the appropriate role (Admin, Manager, or Viewer)
4

Send Invitation

The team member receives an email invitation to join your firm
5

Accept Invitation

Once they accept, they appear as an active seat and can access the portal

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Managing Seats

Active seats are team members who have accepted their invitation and can access the portal.Actions available:
  • Change role (except Owner)
  • Manage client assignments
  • Remove from firm
Removing a seat immediately revokes that person’s access to all client data. This action cannot be undone.

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Connecting with Clients

There are two ways to establish a firm-client relationship:

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Option A: Request Access from a Client

Use this when you know a client’s email and want to initiate the relationship.
1

Go to Clients Section

Navigate to the Clients area in the portal
2

Click 'Request Client Access'

Enter the client’s email address
3

Wait for Approval

The client receives an email notification about your request
4

Client Reviews Request

The client sees your request in their Account Settings under “Estate Managers”
5

Client Approves

When approved, the relationship becomes active and you can access their portfolio
What clients can customize during approval:
  • Permission preset (View Only, Standard Management, etc.)
  • Individual permission toggles
  • Whether to allow specific actions like exporting or managing heirs

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Option B: Client Invites Your Firm

Clients can proactively invite your firm using your lookup code.
1

Share Your Lookup Code

Give your client your firm’s lookup code (slug)
2

Client Enters Code

They go to Account Settings → Estate Managers and enter your code
3

Client Sets Permissions

They choose what access level to grant your firm
4

Firm Receives Notification

You’re notified of the pending invitation
5

Accept Invitation

Accept in the portal to activate the relationship
Include your firm’s lookup code in your onboarding materials so clients can easily invite you.

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Working with Client Data

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Client Dashboard

The client list shows all clients your firm has relationships with:

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Viewing Client Portfolios

Click any client to view their portfolio:

Dashboard View

Portfolio overview with value charts, allocation breakdowns, and key statistics

Items List

Complete list of client items with filtering, sorting, and search

Collections

Client’s collections and organization structure

Locations

Where client items are stored

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Editing Client Items

If your firm has Edit Items permission:
1

Navigate to Item

Click on any item in the client’s portfolio
2

Click 'Edit'

Open the edit form for that item
3

Make Changes

Update any fields as needed
4

Save

Changes are saved and logged in the audit trail
All edits are logged with your user ID, timestamp, and the changes made. Clients can view this activity in their audit log.

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Adding New Items

If your firm has Edit Items permission:
1

Go to Client's Items

Navigate to the client’s item list
2

Click 'Add Item'

Choose the asset category
3

Fill in Details

Enter item information, values, and upload images
4

Save Item

Item is added to the client’s portfolio

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Firm Notes

Firm notes are private annotations that only your firm can see—clients cannot view them. Use cases:
  • Internal documentation about items
  • Notes for team members
  • Action items or follow-ups
  • Appraisal notes
  • Legal annotations
1

Open Item Detail

Navigate to any client item
2

Click 'Add Firm Note'

Open the firm note modal
3

Enter Note

Write your private note
4

Save

Note is saved and visible only to your firm
While clients cannot see firm notes, all note activity is still recorded in the audit log (the content is not visible to clients, but they can see that notes were added or modified).

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Assigning Clients to Team Members

For firms with multiple employees, you control who can access which clients.

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How Assignments Work

  • Owners and Admins: Can see all clients automatically
  • Managers and Viewers: Can only see clients they’re explicitly assigned to

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Creating Assignments

1

Go to Client's Settings

Open the client detail page and find “Team Assignments”
2

Click 'Assign Team Member'

Select from available managers and viewers
3

Confirm Assignment

The team member can now access this client’s data

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Bulk Assignments

For efficiency, you can also assign team members to multiple clients at once:
1

Go to Team Member's Profile

Find the team member in your firm settings
2

Click 'Manage Assignments'

See all clients and their assignment status
3

Toggle Assignments

Enable or disable access to multiple clients

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Exporting Client Data

If your firm has Export Data permission:

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PDF Reports

Generate professional PDF reports for client portfolios:
1

Go to Client Dashboard

Navigate to the client’s portfolio overview
2

Click 'Export'

Choose PDF format
3

Configure Report

Select what to include (all items, specific collections, valuations)
4

Generate

Download the PDF report

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CSV Export

Export data for use in spreadsheets or other systems:
1

Go to Client's Items

Navigate to the item list
2

Click 'Export CSV'

Choose fields to include
3

Download

Get the CSV file
All exports are logged in the audit trail with the exporting user, timestamp, and export type. Clients can see when their data was exported.

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Understanding Relationship Status

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Best Practices

  • Provide your lookup code in welcome materials
  • Explain what permissions you need and why
  • Walk clients through the approval process
  • Confirm the relationship is active before starting work
  • Use the principle of least privilege—give minimum necessary access
  • Regularly audit team member assignments
  • Remove seats promptly when employees leave
  • Use descriptive names when inviting team members
  • Use firm notes for internal documentation
  • Export data only when necessary
  • Keep clients informed about significant changes
  • Respect permission boundaries
  • Review audit logs regularly
  • Investigate any unexpected activity
  • Use audit data for compliance reporting
  • Understand that clients can see all activity

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API & Integrations

The portal sidebar includes an API & Integrations section with two pages:

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Storehouses API

Generate and manage API keys to access client portfolio data programmatically. Use keys in sandbox (testing) or production environments with scoped access to specific data types. Learn more about the Storehouses API →

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Third-Party Integrations

Connect your CRM platform (Salesforce, Redtail, Wealthbox, or Addepar) to automatically sync client portfolio data. Connected integrations push portfolio summaries, asset breakdowns, and activity notes to your CRM contacts on a scheduled basis. Learn more about CRM Integrations →

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Troubleshooting

  • Verify the relationship status is “Active”
  • Check if you’re assigned to this client (if you’re a Manager/Viewer)
  • Confirm the client hasn’t revoked access
  • Try refreshing or signing out and back in
  • Verify your firm has Edit Items permission
  • Check your role has editing capabilities
  • Ensure the relationship is active
  • Verify their invitation was accepted
  • Check their seat status is “Active”
  • Confirm they’re using the correct login
  • Reset their account if needed
  • Verify the email address is correct
  • Ask client to check spam/junk folders
  • Resend the request
  • Have client check their notification settings

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Next Steps

Permissions Reference

Detailed breakdown of all permissions

Security & Compliance

Learn about security features and audit logging

CRM Integrations

Connect Salesforce, Redtail, Wealthbox, or Addepar

Storehouses API

Access client data programmatically