Get Started with Your Dealer Portal

Audience: Dealer Owner: Onboarding / Account Management Last updated: 2026-06-03 Related SOPs: None yet

What this is

Your Dealer Portal is where you manage your product catalog, customize how it looks on your website, and receive leads from customers. This guide walks you through everything — from claiming your account to setting up your catalog — step by step.

By the end of this guide, your catalog will be live and ready for customers to browse on your website.

What your customers will see

Once you complete setup, your customers will see a professional, branded product catalog right on your website. They can browse products by category, filter by brand, view detailed product pages with photos and specs, and submit inquiries directly through a built-in lead form. The catalog will match your website’s look and feel.

Figure 18 — Your finished catalog as customers will see it on your website.

📸 Screenshot needed — 18-finished-catalog-customer-view.png Capture a Direct Link catalog page showing the product grid with branded header, sidebar filters, and several product cards. Use sample/demo dealer data. Crop out any real account data.

🛡️ Don’t worry — Setting up your portal does not change anything on your existing website. Your website, email, and domain all stay exactly the same. The catalog is a separate page you’ll link to (or embed) when you’re ready.

Before you start

Here’s what you’ll need:

Your invitation email — This contains a special link to create your account. Your account manager sends this when your portal is ready. If you don’t have it, contact your account manager.
An email address — For your login. Use whichever email you’d like to sign in with.
A password — You’ll create one during setup. It must be at least 8 characters long.
About 10–15 minutes — That’s all it takes to go through the full setup.
Your website URL (optional) — If you provide it, we’ll automatically match your catalog’s colors and branding to your website. You can skip this step if you prefer.

💡 Tip — You can pause at any point during the setup wizard. Your progress is saved automatically, so you can come back and pick up where you left off.

What you need to do

Part 1: Claim your account

Your account manager will send you an invitation email with a unique link. This link lets you create your login credentials and take ownership of your portal.

Open the invitation email from your account manager. Look for a subject line like “You’re invited to your Dealer Portal.” Click the invitation link in the email.

(screenshot pending: The invitation email with the claim link highlighted) Figure 1 — The invitation email you’ll receive. Click the link to get started.

📸 Screenshot needed — 01-invitation-email.png Capture a sample invitation email showing a prominent “Claim Your Portal” link. Blur or redact any real email addresses. Show enough context that the dealer knows what to look for in their inbox.
You’ll see the “Claim Your Portal” page. It shows your company name at the top so you know you’re in the right place. Fill in your details:
- Full Name — Your name (it may be pre-filled from what your account manager entered).
- Email Address — The email you want to use to sign in.
- Password — Create a password (at least 8 characters). You’ll see a strength indicator as you type.
- Confirm Password — Type your password again to make sure it matches.
(screenshot pending: The Claim Your Portal page with form fields) Figure 2 — The Claim page. Fill in your name, email, and create a password.

📸 Screenshot needed — 02-claim-page-form.png Capture the /dealer/claim/[token] page in the “ready” state. Show the dark header with the company name, and the form with Full Name, Email, Password (with strength bar visible), and Confirm Password fields. Show the “Claim My Portal” button at the bottom. Use demo data.
Click the “Claim My Portal” button. You’ll see a “Welcome Aboard!” confirmation message with a spinning indicator. After a moment, you’ll be automatically redirected into your portal.

(screenshot pending: The success confirmation after claiming) Figure 3 — You’ll see this success message before being redirected to your portal.

📸 Screenshot needed — 03-claim-success.png Capture the claim page in its “success” state showing the 🎉 emoji, “Welcome Aboard!” heading, and the redirect spinner.

⚠️ Important — Your invitation link can only be used once. After you claim your portal, the link becomes inactive. If you run into any trouble with the link (for example, if it says “expired”), contact your account manager and they’ll send you a new one.

Part 2: Log in to your portal

After claiming your account, you’ll be signed in automatically the first time. For future visits, here’s how to log in:

Go to productsync.io and click “Dealer Login” in the top-right corner. This takes you to the central login page.

(screenshot pending: The Dealer Login page at productsync.io/login) Figure 4 — The Dealer Login page. Enter the email and password you just created.

📸 Screenshot needed — 04-login-page.png Capture the productsync.io/login page showing the 🏪 icon, “Dealer Login” heading, email and password fields, the “Sign In” button, the “Forgot your password?” link, and the ”← Back to ProductSync.io” link. Use a clean, empty form.
Enter your email and password, then click “Sign In.” If you have one portal, you’ll go straight to your Catalog page. If you manage multiple locations, you’ll see a “Select Portal” page — just click your company name.

🤔 Forgot your password? — No problem. On the login page, click “Forgot your password?” and follow the steps. You’ll receive a reset link to create a new password. Check your spam folder if you don’t see it after a few minutes.

Part 3: The setup wizard

The first time you enter your portal (and any time before you have a catalog set up), a setup wizard opens automatically. This wizard has four steps and takes about 5–10 minutes. A progress bar at the top shows you exactly where you are.

Figure 5 — The step indicator at the top of the wizard. It shows: Brands → Categories → Theme → Review.

📸 Screenshot needed — 05-wizard-header.png Capture the top of the onboarding wizard modal showing the 🔥 emoji, “Welcome to [Company Name]‘s Portal!” title, and the 4-step indicator (Brands, Categories, Theme, Review) with Step 1 highlighted as active.

Step 1: Choose your brands

You’ll see a grid of all available product brands. Each brand card shows the brand logo and name. Select the brands you carry by clicking on them — selected brands get a highlighted border.

(screenshot pending: The Brands selection step with brand cards) Figure 6 — The Brands step. Click each brand you carry to select it.

📸 Screenshot needed — 06-brands-step.png Capture the Brands step showing the search bar at top, the grid of brand cards (some selected with a highlighted border, some not), and the “Select All / Deselect All” links. Show at least 8–10 brand cards. Use demo data.
Use the search bar at the top to quickly find a specific brand if the list is long. Just start typing a brand name.
You can also use “Select All” if you carry every brand available, or “Deselect All” to start over.
When you’ve selected your brands, check the count at the bottom of the wizard (e.g. “5 brands selected”) and click “Continue →” to move to the next step.

💡 Tip — Don’t worry about getting this perfect right now. You can always change your brand selections later in your portal’s Settings page under the Catalog Subscription tab.

Step 2: Refine your categories

Now you’ll see the product categories that are available for the brands you selected. Categories are grouped by their parent category (like “Fireplaces,” “Stoves,” “Inserts,” etc.), and each group shows its subcategories underneath.

(screenshot pending: The Categories step with expandable groups) Figure 7 — The Categories step. Subcategories are grouped under parent categories. Check the ones that apply to you.

📸 Screenshot needed — 07-categories-step.png Capture the Categories step showing at least 2–3 parent categories expanded with their subcategories. Show checkboxes, “Select All” / “Deselect All” per group, and a count of selected subcategories at the bottom. Use demo data.
All subcategories start selected by default, so your catalog will include everything. Uncheck any categories you don’t want to show in your catalog.
Each parent group has “Select All” and “Deselect All” buttons so you can quickly toggle entire sections.
You can also filter by brand — if you want to see only the categories that apply to a specific brand you selected, look for the brand-specific selection controls.
Click “Continue →” when you’re happy with your category selection.

Step 3: Match your brand’s look

This step lets you automatically match your catalog’s colors and style to your existing website. Enter your website URL in the field and click the extract button (the magnifying glass icon or “Extract” button).

(screenshot pending: The Theme step with website URL field) Figure 8 — Enter your website URL to automatically extract your brand colors.

📸 Screenshot needed — 08-theme-step-url.png Capture the Theme step showing the website URL input field, the extract/scan button, and the explanatory text. Show the state before extraction (no colors loaded yet).
Wait a moment while we analyze your website. You’ll see a loading indicator. The system automatically detects your brand colors (primary, secondary, and accent colors), your preferred font, and even your logo.
Review the extracted colors. After extraction, you’ll see a preview of the colors we detected. You can fine-tune any color by clicking on its color swatch and using the color picker.

(screenshot pending: The Theme step after color extraction with preview) Figure 9 — After extraction, review and adjust your brand colors. Each swatch is clickable.

📸 Screenshot needed — 09-theme-step-colors.png Capture the Theme step after a successful extraction, showing the Primary, Secondary, and Accent color swatches, the Font picker, the extracted logo preview (if applicable), and the confidence/source note. Show realistic sample colors.
If you’d rather skip this step, that’s perfectly fine — click “Skip & Review →” and we’ll use our default professional theme. You can always customize colors later in the portal’s Catalog Editor under the Customize tab.

🛡️ Don’t worry — The theme step does NOT change your website. It only reads your website’s public appearance to suggest matching colors for your catalog. Your website stays completely untouched.
Click “Review & Finish →” (or “Skip & Review →” if you skipped the theme) to proceed to the final step.

Step 4: Review and launch

You’ll see a summary of everything you’ve chosen. This includes:
- Your selected brands — listed with their logos
- Your selected categories — organized by parent/subcategory
- Your theme colors — showing the primary, secondary, and accent colors
- Your catalog name — defaults to “My Catalog,” but you can change it here by clicking on the name field
(screenshot pending: The Review step showing selections summary) Figure 10 — The Review step. Check your brands, categories, colors, and catalog name before launching.

📸 Screenshot needed — 10-review-step.png Capture the Review step showing the brands list (with logos), categories summary, color swatches, and the editable “Catalog Name” field with the ”🚀 Set Up My Catalog” button at the bottom. Use demo data.
Change your catalog name if you’d like. Click the name field and type whatever you want — for example, “Fireplace Collection” or your company name. This name appears as the heading on your catalog page.
Click ”🚀 Set Up My Catalog” when you’re ready. You’ll see a “Setting up your catalog…” message with a loading spinner while we create your catalog and add your products.

(screenshot pending: The processing spinner while catalog is being created) Figure 11 — Just wait a moment while we set up your catalog.

📸 Screenshot needed — 11-wizard-processing.png Capture the processing/spinner overlay inside the wizard modal, showing the spinner, “Setting up your catalog…” heading and “Adding your products. This may take a moment.” subtitle.
When setup completes, the wizard closes and you’ll be taken to your catalog page. Your catalog is now live! 🎉

Part 4: Explore your portal

After the wizard closes, you’re inside your Dealer Portal. Here’s a quick tour of what you’ll find:

The sidebar on the left is your main navigation. It has these sections:

Section	What it’s for
Dashboard	An overview of your catalog stats — product count, leads this month, and unread alerts
Catalog	Manage your catalog groups, customize the look, and edit individual products
Leads	View and manage customer inquiries that come through your catalog’s contact form
Settings	Update your company profile, manage portal users, configure service areas, and adjust theme colors
My Account	Your personal account settings

(screenshot pending: The dealer portal with sidebar navigation) Figure 12 — Your portal’s sidebar. Use these links to navigate between sections.

📸 Screenshot needed — 12-portal-sidebar.png Capture the left sidebar of the dealer portal showing the navigation links (Dashboard, Catalog, Leads, Settings, My Account), the Notifications bell, the Light/Dark Mode toggle, and the Sign Out button. Show the Catalog link as active/highlighted.

Visit your Dashboard for a quick overview. You’ll see three stats cards (Products Active, Leads This Month, Unread Alerts) plus recent activity and recent leads.

(screenshot pending: The dealer dashboard with stats and activity) Figure 13 — Your Dashboard gives you a quick overview of catalog activity.

📸 Screenshot needed — 13-dashboard.png Capture the full Dashboard page showing the three stat cards (Products Active, Leads This Month, Unread Alerts), the Recent Activity feed, the Recent Leads section, and the Quick Links footer. Use sample data with realistic numbers.
Go to your Catalog page to see your catalog groups. Click on your catalog to open the Catalog Editor, where you can:
- View and manage products — see all your products, edit prices, toggle visibility, and customize descriptions
- Customize the look — adjust colors, layout, filters, card styles, and more in the Customize tab
- Preview your catalog — see exactly how it looks using the preview link
(screenshot pending: The catalog group editor with tabs) Figure 14 — The Catalog Editor. Use the tabs to switch between Products, Customize, and other sections.

📸 Screenshot needed — 14-catalog-editor.png Capture the CatalogGroupEditor page showing the tab bar (Products, Customize, etc.), the products table with a few sample rows, and the action buttons. Crop out real data.

Check out your portal’s Settings page for additional configuration. The Settings page has several tabs:

Tab	What you can do
Dealer Profile	Update your company name, website URL, city/state, upload your logo, and change your portal URL
Users	Invite team members to your portal — each gets their own login credentials
Service Areas	Define zip code regions and assign users, so leads get routed to the right person
Catalog Subscription	Change which brands and categories you carry
Theme & Typography	Adjust account-level colors and fonts
Scripts & CSS	Add custom CSS or tracking scripts (advanced)

(screenshot pending: The Settings page with tabs) Figure 15 — The Settings page. Click each tab to configure different parts of your portal.

📸 Screenshot needed — 15-settings-tabs.png Capture the Settings page header and tab bar showing all six tabs (Dealer Profile, Users, Service Areas, Catalog Subscription, Theme & Typography, Scripts & CSS). Show the Dealer Profile tab active with some of its fields visible.

Toggle light or dark mode using the sun/moon button at the bottom of the sidebar. Your preference is saved automatically.

(screenshot pending: The portal in dark mode) Figure 16 — The portal in dark mode. Switch anytime using the toggle in the sidebar.

📸 Screenshot needed — 16-dark-mode.png Capture the dealer portal (any page — Dashboard or Catalog) in dark mode, showing the dark theme applied to the sidebar, header, and main content area.
Check your notifications by clicking the 🔔 bell icon in the sidebar. You’ll see alerts when new products are added, prices change, or you receive a lead. A red badge shows your unread count.

(screenshot pending: The notification bell with dropdown panel) Figure 17 — Click the bell to see your latest notifications.

📸 Screenshot needed — 17-notifications.png Capture the sidebar notification bell with its dropdown panel open, showing 2–3 sample notifications (a mix of read and unread) with type icons, timestamps, and the “Mark all read” and “View All Notifications →” links. Use realistic sample data.

Platform-specific tips

Not applicable for this procedure. Your Dealer Portal is a standalone web application accessed through a browser — no specific website platform (WordPress, Shopify, etc.) is needed for initial setup. Platform-specific steps apply later when you embed or link the catalog on your own website, which is covered in a separate SOP.

If something doesn’t look right

🤔 “My invitation link says it’s expired or invalid” Invitation links expire after a set period for security reasons. Contact your account manager and ask them to send a fresh invitation. They can do this from the Admin Portal in just a few clicks.

🤔 “I claimed my account but the wizard didn’t appear” The wizard only appears when you don’t have any catalogs set up yet. If you see the portal without a wizard, your account may have been pre-configured by your account manager. Check the Catalog page — if you see a catalog listed, you’re all set!

🤔 “The theme extraction didn’t find my website’s colors” This can happen if your website blocks automated access or uses unusual CSS techniques. No problem — just click “Skip” on the theme step and manually adjust your colors later in the Catalog Editor under the Customize tab. You have full control over every color.

🤔 “I want to start the setup wizard over from scratch” You can re-run the wizard from your Settings page. Scroll down to the bottom and click “Re-run Onboarding Wizard.” Be aware that this will delete all your existing catalogs and products and start fresh — so only do this if you truly want a clean slate.

🤔 “I can’t log in — it says ‘Invalid login credentials’” Double-check your email address and password. Remember, your email must match exactly what you used when you claimed your account. If you’re stuck, click “Forgot password?” on the login page to reset it.

🤔 “My portal shows ‘Account Suspended’” This means your account has been temporarily paused by your administrator. Contact your account manager for assistance — they can reactivate your portal.

💡 Tip — Bookmark productsync.io/login for quick access. After signing in, you’ll be taken straight to your portal (or the portal selection page if you manage multiple locations).

You’re done when

✅ You’re done when — You’ve claimed your account, completed all four wizard steps (Brands, Categories, Theme, Review), and can see your catalog with products on your Catalog page. Your dashboard shows your product count, and you can navigate between Dashboard, Catalog, Leads, and Settings.

Completion checklist

I received my invitation email and successfully claimed my portal account
I can log in to my portal with my email and password
I completed the setup wizard (selected brands, categories, and optionally set my theme)
I can see my catalog with products listed on the Catalog page
I can navigate to Dashboard, Catalog, Leads, and Settings in the sidebar
I know where to find my notifications (the 🔔 bell icon in the sidebar)
I’ve bookmarked my portal login page for future access

Need a hand?

We’re here to help! If you get stuck at any point during setup, or if anything doesn’t look right, reach out to your account manager — they can walk you through any step, share your screen, or handle the setup on your behalf.

You can also email our support team directly for assistance. We typically respond within a few hours during business days.

🛡️ Don’t worry — There’s nothing you can break during setup. Your product data is managed centrally and your catalog can be reconfigured at any time. If you want to start completely fresh, the “Re-run Onboarding Wizard” option in Settings has you covered.

Dealer Login and Password Reset Dealer Profile Settings