Client Invites and Report Access

Client invites are how you give homeowners, buyers, and agents access to an inspection. They are different from your inspector sign-in. Inspectors sign in to Hometrace with their account email and password. Clients and agents receive secure links by email or SMS so they can view the inspection materials meant for them without creating or remembering a password.

The basic idea

When you add a client or agent to an inspection, Hometrace stores them as a recipient on that inspection. When you send an invite or publish the report, Hometrace sends that recipient a personalized link.

Each recipient link is tied to that person's email address. The link signs them into their client or agent view for that inspection, then takes them to the right place: the inspection report, documents, services, payment screen, or review page depending on what you sent them.

When to add clients and agents

Add clients and agents as soon as you have their contact information. You can do this while creating the inspection, while reviewing the inspection, or before publishing the report.

For each recipient, add:

• Name so emails and reports feel personal.
• Email so Hometrace can send the secure access link.
• Phone number if you want them to receive SMS notifications too.

Clients are usually the buyer, homeowner, or person paying for the inspection. Agents are real-estate agents who need to stay in the loop or review the finished report.

What recipients receive

Hometrace can send a few kinds of recipient notifications:

• Invitation email or SMS. Sent when you invite someone to an inspection before the final report is ready.
• Reports Ready email or SMS. Sent when you publish the inspection report.
• Document or signature notifications. Sent when documents need to be reviewed or signed.
• Service result notifications. Sent when service or add-on results are ready to review.

The recipient does not need your inspector password, and they do not need to set up a normal inspector account. Their link gives them access only to the inspection content they are allowed to see.

What happens when a client opens the link

The client experience is intentionally simple:

1. They open the email or SMS from Hometrace.
2. They tap the secure link.
3. Hometrace signs them into their client view automatically.
4. They land on the relevant inspection page.
5. If payment or signatures are required, Hometrace shows that step before unlocking the report.

This keeps clients out of the inspector dashboard while still giving them a smooth way to view reports, pay invoices, sign documents, and review findings.

Publishing sends report access

The main delivery moment is Publish Reports. When you publish, Hometrace sends report-ready notifications to the clients and agents you added with email addresses. Those notifications include their secure access links.

If you add a new client or agent after publishing, send them an invite from the inspection so they receive their own link. Existing recipients keep their previous links.

Payment and document requirements

If the inspection requires payment, document signatures, or both, the link still works. The recipient will be routed through the required step before seeing the unlocked report.

Common cases:

• If payment is required and unpaid, the client sees the payment screen first.
• If documents require signatures, the signer sees the signing flow first.
• If you manually unlock the report or record an external payment, the recipient can proceed to the report.

Resending or removing access

If a client cannot find the email, resend the invite or report-ready notification from the inspection. Ask them to check spam or promotions first, especially if this is their first Hometrace email.

If you added the wrong person, remove them from the inspection's invite or recipient list. Removing a recipient removes their access to that inspection. If they still need access later, add them again and send a fresh invite.

CC recipients

When you add CC emails for a client, Hometrace sends separate links to those email addresses. Do not forward one client's link to someone else. Each person should receive their own link so access, reminders, and review activity stay tied to the right email address.

Inspector sign-in is separate

Your Hometrace account is not a client invite. As an inspector, you sign in with your regular account email and password, then manage inspections from the inspector dashboard and mobile app.

Client and agent links are for recipient access only. They are designed to make the client side easy while keeping your inspector workspace protected.

Best practices

• Add clients and agents before publishing so report delivery happens in one clean step.
• Use accurate email addresses; the secure link is email-based.
• Add phone numbers when you want SMS backup.
• Add agents directly instead of asking the client to forward the report.
• Resend from Hometrace if a recipient cannot find the original email.
• Remove incorrect recipients instead of leaving stale access in place.

Getting help

If a client or agent cannot open their link, resend the notification first. If they still cannot get in, email support@hometrace.co with the inspection address, recipient email, and what they are seeing.