> ## Documentation Index > Fetch the complete documentation index at: https://docs.hiveinspect.com/llms.txt > Use this file to discover all available pages before exploring further. # Portal Activity: See When Clients and Agents Open the Portal and the Report > Use Portal Activity in Hive Inspect to see when your client or their agent opened the client portal and when they opened the report itself. Learn the difference between Portal Access and Report View, where to find the activity for one inspection or all of them, and what isn't tracked. In the dashboard: **Portal Activity** in the left menu (all inspections), or open an inspection and click **Quick Actions → Portal Activity** (one inspection). **Portal Activity** tells you whether your client or their agent has **opened the client portal**, and whether they have **opened the report itself**. Every time someone does either, Hive records who it was, which inspection it was for, what they opened and when. It's your second check after the [Automation History](/how-tos/automation-history): | Check | What it answers | Where | | - | - | - | | **Automation History** | Did my email or text **go out**? Was the email **opened**? Did it bounce? | **Quick Actions → Automations** | | **Portal Activity** | Did they **come to the portal**? Did they **open the report**? | **Quick Actions → Portal Activity**, or **Portal Activity** in the left menu | An email can show **Opened** while the client never clicked through to the report. A client can also open the report without opening your email, for example by going straight to the portal. Look at both to get the full picture. *** ## The two kinds of activity Every row in Portal Activity is one of two kinds, shown as a badge: **Portal Access** (grey) or **Report View** (blue). | | **Portal Access** | **Report View** | | - | - | - | | **What it means** | They opened this inspection in the client portal. | They opened a report: the online report, its PDF, or an additional document. | | **Do they see the report?** | Not necessarily. They may have only looked at the order, signed an agreement or paid. | Yes. A report actually opened for them. | | **Can it happen before the report is published or unlocked?** | Yes. | No. The report has to be published, and unlocked for them. | | **Text next to the badge** | Blank, or **Direct link** | **View on Web**, **View PDF**, or **Additional:** and the document's name | > [!TIP] > > **Portal Access** answers "did they log in?" **Report View** answers "did they open the report?" If you only see **Portal Access** for a client after the report is published, they reached the portal but haven't opened the report yet. Often the report is still locked for them: check that the invoice is paid and the agreement is signed. ### Portal Access: they opened the portal A **Portal Access** row is added when someone opens this inspection in the [client portal](/inspections-and-reports/client-portal). That happens when they: * **Sign in and open the inspection.** Your client goes to the portal, enters the email they booked with, and clicks the inspection in their list. Buyer's agents do the same with their own email to reach the [agent portal](/inspections-and-reports/agent-portal). * **Arrive from a link.** For example a client who is already signed in on that browser clicks a report link, or an agent clicks the **Reports** link in your email. ![A Portal Activity row for 88 Cedar Lane, Springfield, IL 62711: a grey Portal Access badge, a Customer badge, Priya Shah, priya.shah@example.com, (217) 555-0103, and the time 2d ago, Oct 19, 2026](https://mintcdn.com/hiveinspect-43c85ed1/nG54y7CcYL_7xclZ/images/how-tos/portal-activity-row-portal-access.png?fit=max\&auto=format\&n=nG54y7CcYL_7xclZ\&q=85\&s=0443ecc41e5c8143b2247678138a2c82) **Direct link** next to **Portal Access** means the person came from the agent **Reports** link (the `{{{agent_reports_portal_link}}}` placeholder) in an email Hive sent them, without signing in. Each person's email has their own copy of the link, so Hive knows who opened it. This works for emails from your [automations](/how-tos/automation-history) and from [Compose Email](/how-tos/compose-email). See [Placeholders](/how-tos/placeholders). ![A Portal Activity row for 1420 Maple Avenue, Springfield, IL 62704: a grey Portal Access badge, a Buyer Agent · Realtor badge and the text Direct link, Morgan Lee, morgan.lee@example.com, (217) 555-0102, Prairie Realty Group, 2h ago](https://mintcdn.com/hiveinspect-43c85ed1/nG54y7CcYL_7xclZ/images/how-tos/portal-activity-row-direct-link.png?fit=max\&auto=format\&n=nG54y7CcYL_7xclZ\&q=85\&s=9a826ef0d46ccb42bd7d78818aa2da87) What **Portal Access** does and doesn't tell you: * It **does** tell you they reached the portal for this inspection, and when. * It **doesn't** tell you they read the report. The portal also has the order details, agreements and invoices, and a client can visit before the report is published or while it's locked. * Moving around inside the portal doesn't add more rows. Coming back from a link to the same inspection within 30 minutes in the same browser tab isn't counted again. ### Report View: they opened the report A **Report View** row is added each time someone opens a report from the portal. The text next to the badge says what they opened: | Text | What they did | | - | - | | **View on Web** | Opened the interactive online report, with photos and the summary. | | **View PDF** | Opened the report's PDF from the portal, the full PDF or the summary PDF. | | **Additional:** *name* | Opened an additional document you attached to the inspection, such as a sewer scope video or a third-party report. See [Additional reports](/how-tos/adding-additional-reports). | ![A Portal Activity row for 1420 Maple Avenue, Springfield, IL 62704: a blue Report View badge, a Customer badge and the text View on Web, Jordan Taylor, jordan.taylor@example.com, (217) 555-0101, 15m ago](https://mintcdn.com/hiveinspect-43c85ed1/nG54y7CcYL_7xclZ/images/how-tos/portal-activity-row-view-on-web.png?fit=max\&auto=format\&n=nG54y7CcYL_7xclZ\&q=85\&s=0fd164ac305181e0eaf6d779323279a0) ![A Portal Activity row for 1420 Maple Avenue: a blue Report View badge, a Customer badge and the text View PDF, Jordan Taylor, jordan.taylor@example.com, 12m ago](https://mintcdn.com/hiveinspect-43c85ed1/nG54y7CcYL_7xclZ/images/how-tos/portal-activity-row-view-pdf.png?fit=max\&auto=format\&n=nG54y7CcYL_7xclZ\&q=85\&s=181e3e618a4f64721c888516fc9df652) ![A Portal Activity row for 305 Oak Street, Chatham, IL 62629: a blue Report View badge, a Customer badge and the text Additional: Sewer Scope Video, Chris Nguyen, chris.nguyen@example.com, (217) 555-0104, Yesterday](https://mintcdn.com/hiveinspect-43c85ed1/nG54y7CcYL_7xclZ/images/how-tos/portal-activity-row-additional.png?fit=max\&auto=format\&n=nG54y7CcYL_7xclZ\&q=85\&s=04785d6ad0f164bab0976d15f65d006c) What **Report View** tells you: * The report really opened for them. A locked or unpublished report can't be opened, so it never shows a Report View. * Every open counts. If your client opens the PDF three times, you see three rows. * It shows **opening**, not reading. Hive doesn't track how long they spent or how far they scrolled. ### A typical visit A client who signs in and reads their report usually leaves rows like these, newest at the top: 1. **Report View**, **View PDF**: they downloaded the PDF. 2. **Report View**, **View on Web**: they opened the online report. 3. **Portal Access**: they signed in and opened the inspection. An agent who clicks the **Reports** link in your email usually shows **Portal Access**, **Direct link**, then **Report View**, **View on Web**. *** ## Check one inspection Use this to answer "has this client opened their report?" **From the inspection's page** 1. Open the inspection from the **Inspections** page. 2. In the **Quick Actions** card, click **Portal Activity**. ![The Quick Actions card with Portal Activity highlighted between Agreements and Send Reports](https://mintcdn.com/hiveinspect-43c85ed1/nG54y7CcYL_7xclZ/images/how-tos/portal-activity-quick-actions.png?fit=max\&auto=format\&n=nG54y7CcYL_7xclZ\&q=85\&s=8257838fbb862f71b374ced4981b8183) **From the Inspections list** 1. On the **Inspections** page, click the round blue **⋮** button at the end of the inspection's row. 2. In the **Quick Actions** window, click **Activity**. ![The Quick Actions window for 3117 Birch Lane, Springfield, IL 62711 with tiles for Reports, Preview, Review Link, Automations, Agreements, Activity, Send Reports, Status, Reorder and Delete, and a Cancel button](https://mintcdn.com/hiveinspect-43c85ed1/jUwd3ElxuQ_DQrcT/images/how-tos/quick-actions-list-window.png?fit=max\&auto=format\&n=jUwd3ElxuQ_DQrcT\&q=85\&s=b45b98dd69ffe98f3b11e1c6d0b5b901) **In the mobile app** Open the inspection and tap **Portal Activity** ("See who accessed the portal"). It shows the same list. The **Portal Activity History** window opens: ![The Portal Activity History window for 1420 Maple Avenue, Springfield, IL 62704: 5 Total Views, 2 Unique Viewers, 5 Today. Below, newest first: Jordan Taylor, Report View, Customer, View PDF, 12m ago; Jordan Taylor, Report View, Customer, View on Web, 15m ago; Jordan Taylor, Portal Access, Customer, 16m ago; Morgan Lee, Report View, Buyer Agent · Realtor, View on Web, Prairie Realty Group, 2h ago. Footer: Showing 5 views, Refresh and Close](https://mintcdn.com/hiveinspect-43c85ed1/nG54y7CcYL_7xclZ/images/how-tos/quick-actions-portal-activity.png?fit=max\&auto=format\&n=nG54y7CcYL_7xclZ\&q=85\&s=459f8de3e79dc4207898d0aebee74169) * It shows **all** the activity for this inspection, newest first, with no date limit. * **Total Views** counts every row, both Portal Access and Report View. **Unique Viewers** counts different people (by email). **Today** counts the rows from today. * Each row has the person's name, email, role on the inspection, the badge, what they opened, and how long ago. Hover over a row to see the exact date and time. * Click **Refresh** to load new activity without closing the window. If the window says **No Views Yet**, nobody has opened the portal for this inspection yet. *** ## Check all inspections Click **Portal Activity** in the left menu. It lists the activity on every inspection in your account. ![The dashboard's left menu with Portal Activity selected, between Metrics and Earnings](https://mintcdn.com/hiveinspect-43c85ed1/nG54y7CcYL_7xclZ/images/how-tos/portal-activity-sidebar.png?fit=max\&auto=format\&n=nG54y7CcYL_7xclZ\&q=85\&s=9775567d4315497d67566e3db0892bc8) ![The Portal Activity page. Top right: Refresh and Clear All. A Date Filter card with Start Date 10/14/2026, End Date 10/21/2026, Apply Filter and Reset to Last 7 Days. Four counts: Total Activity 10, Unique Viewers 5, Portal Accesses 5, Report Views 5. A Recent Views list, Showing 10 views from 2026-10-14 to 2026-10-21, with rows for 1420 Maple Avenue: Jordan Taylor Report View View PDF 12m ago, Report View View on Web 15m ago, Portal Access 16m ago; Morgan Lee Report View View on Web 2h ago, Portal Access Direct link 2h ago](https://mintcdn.com/hiveinspect-43c85ed1/nG54y7CcYL_7xclZ/images/how-tos/portal-activity-page.png?fit=max\&auto=format\&n=nG54y7CcYL_7xclZ\&q=85\&s=8f71daf627dd036093e58f72a5608751) ### Date Filter The page opens on the **last 7 days**. To look further back: 1. Pick a **Start Date** and an **End Date**. 2. Click **Apply Filter**. **Reset to Last 7 Days** puts the dates back. ### The counts | Count | What it counts | | - | - | | **Total Activity** | Every row in the date range. | | **Unique Viewers** | How many different people (by email). | | **Portal Accesses** | Rows with the **Portal Access** badge. | | **Report Views** | Rows with the **Report View** badge. | ### The list The **Recent Views** list shows 10 rows per page, newest first. Use the arrows and page numbers at the bottom to see more. Each row has: * **The property address.** Click it to open the inspection. * **The badge**, **Portal Access** or **Report View**, and what they opened. * **Their role on the inspection**, for example **Customer** (your client) or **Buyer Agent · Realtor**. * **Their contact details**: name, email, phone, CC email, company, brokerage, address and notes, as saved on the contact. * **When**: how long ago, and the exact date and time. Click **Refresh** at the top to load new activity. ### Clear All **Clear All** permanently deletes the Portal Activity history. The confirmation shows how many records that is in total. ![Clear All View History? This will permanently delete all 248 portal activity records for your organization, for every inspection and every date, not only the 10 shown for the dates you picked. This action cannot be undone. Cancel and Clear All buttons](https://mintcdn.com/hiveinspect-43c85ed1/nG54y7CcYL_7xclZ/images/how-tos/portal-activity-clear-all.png?fit=max\&auto=format\&n=nG54y7CcYL_7xclZ\&q=85\&s=4513f05696c467c52e4d8e749a0793a3) > [!WARNING] > > **Clear All** deletes the activity for **every inspection and every date**, not only the rows in the date range on screen. It can't be undone, and it also empties the **Portal Activity** window on each inspection. You don't need to clear it: old activity doesn't slow anything down. *** ## Get an email when someone opens the report Turn on **Org Settings → Business Management → Email me on report activity** to get an email at your **Company Email** when a client or agent opens the portal, the online report, the PDF or an additional document. You get at most one email for each person on each inspection per hour. The activity still shows on the Portal Activity page whether or not this is on. See [Report Activity Notifications](/settings/organization-settings#report-activity-notifications). *** ## What isn't recorded Portal Activity only sees visits it can tie to a person. These don't show up: * **Your own previews.** **Preview Reports** in Quick Actions, and anything you open from the dashboard, is never counted. * **Sample reports** on your website. * **PDF links opened outside the portal**, for example the **PDF Link** from **Send Reports** or a PDF link placeholder in an email. They open the PDF directly, without going through the portal. * **Someone who isn't signed in and didn't come from their own link.** For example the **Web Link** from **Send Reports** is only recorded if the person is already signed in to the portal on that browser. * **Emails and texts.** Whether an email was sent or opened is in the [Automation History](/how-tos/automation-history). Texts can't be tracked. > [!NOTE] > > **Activity follows the email, not the device.** The portal signs people in with just the email address on the inspection, and keeps them signed in on that browser. If you or your team sign in to the portal with your client's email to check something, those visits are recorded as your client's. A link forwarded to someone else is recorded as the person it was sent to, unless the new reader is signed in to the portal. *** ## Common questions > **How do I know if my client opened the report?** > > Open the inspection and click **Quick Actions → Portal Activity**. Look for a **Report View** row with your client's name. **View on Web** means they opened the online report and **View PDF** means they opened the PDF. If you only see **Portal Access**, they reached the portal but didn't open a report. > **My client has Portal Access rows but no Report View. Why?** > > They opened the portal but not the report. Common reasons: > > * **The report is locked.** Reports stay locked until the invoice is paid and the agreements are signed, unless you changed **Manual Lock Override for Reports**. See [Why is my client's report locked?](/faq/client-portal#report-locked-until-paid-and-signed) > * **The report isn't published yet.** They may have visited to sign the agreement or pay. > * **They only opened the PDF from your email link.** PDF links opened outside the portal aren't recorded. > **The automation shows Opened but there's no Portal Activity. Did they see the report?** > > Not through the portal, as far as Hive can tell. **Opened** only means the email was opened, and some email apps open emails automatically. Ask your client to click the link in the email or sign in at the portal. If your email includes a PDF link, they may have opened the PDF directly, which isn't recorded. > **Can I see if the buyer's agent opened the report?** > > Yes. Agent rows show the **Buyer Agent** role. Agents who click the **Reports** link in your automation email show **Portal Access** with **Direct link**, then a **Report View** when they open the report. > **Why does it say Customer instead of Client?** > > It's the same thing. Portal Activity shows the contact's role on the inspection, and the client's role is stored as **Customer**. > **Why does the same person show up many times?** > > Each Report View is recorded separately, so opening the online report and then the PDF gives two rows. Coming back the next day adds new rows too. **Unique Viewers** counts each person once. > **Why are there visits from the client after I signed in to the portal as them?** > > The portal records visits by email. When you sign in with your client's email, Hive can't tell it's you. To see what your client sees without being counted, use **Quick Actions → Preview Reports**. > **Can I remove one row?** > > No. You can only clear all of the history with **Clear All**, which deletes it for every inspection and can't be undone. Related [Automation History See which emails and texts went out for an inspection, and whether they were opened](/how-tos/automation-history) [Quick Actions on an inspection Everything you can do from an inspection's Quick Actions card](/how-tos/inspection-quick-actions) [Client Portal What your client sees when they sign in](/inspections-and-reports/client-portal) [Agent Portal What buyer's agents see, and how they get there](/inspections-and-reports/agent-portal) This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.