Client Portal
The client portal is your client's side of the practice: appointments, intake paperwork, secure messages, and billing, in their browser with their own login. This page covers setting it up, inviting people, and what clients actually see once inside.
The For Clients section is written directly to your clients — send them Getting Started with Your Portal with their invitation, or link a specific guide (forms, video sessions, payments) when someone gets stuck.
Set Up Your Portal URL First
Your practice's portal lives at a web address based on your practice's portal URL (a short practice identifier). Set it once in Settings → Patient Portal — several client-facing features (including the intake workflow and the booking widget) hang off it.
Inviting a Client to the Portal
- Open the client's profile and click Edit on the Client info card.
- Go to the Portal tab — the Portal Access card shows their current status (for example, Not Invited).
- Click Send Invitation, choosing which of their emails to use.
- The client receives an email with a link to set their password — that's their account creation. (Sending intake forms does all of this automatically.)
If an invitation goes stale, Resend Invitation; if access was disabled, Re-enable & Send Invitation. Signing in is email + password, with a "Forgot your password?" flow — and you can always Send Password Reset from the same Portal tab.
What Clients See Inside
The portal's navigation is four areas — Appointments, Documents, Messages, and Billing — plus a Schedule Session link when appointment requests are allowed:
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Appointments ("My Appointments") — upcoming and requested sessions. Booked telehealth sessions show a Join Session button; any session offers Add to Calendar. Requested times show as "Pending Review" until you accept, and the client can withdraw a request.
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Documents — their paperwork home: one checklist covering intake forms, consents, assessments, the demographics form, and (if requested) adding a payment method, with a single progress bar. Each item opens beside the checklist; completed items stay viewable. This is where assigned intake forms are filled out and consents signed.
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Messages — secure messaging with your practice.
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Billing ("Billing & Payments") — invoices with Pay Now, Superbill, and Download actions, payment history, saved cards, AutoPay status, and read-only insurance info ("To update your insurance information, please contact your healthcare provider.").
One boundary worth knowing: the portal shows clients forms to complete and their own billing documents — it is not a general file-share. A PDF you upload to the client's Files tab stays internal.
Contact & Guardian Portal Access
Contacts (parents, guardians, partners) get their own logins with per-contact permissions controlling which of the four areas they see. A guardian signs in as themselves — the account menu shows "managing" the client — and a parent with several children in the practice switches between them under Managed Profiles. See Contacts & guardians and Minor clients.
Multi-Practice Support
If a client sees providers at more than one practice on the platform, one login covers all of them — after signing in they land on a "Choose your practice" picker.
Troubleshooting
"I never got the invitation." Check spam first, then the email on the Portal tab, then Resend Invitation. The Portal tab badge tells you whether they've ever activated (Invited - Pending vs Active, with last sign-in shown).
"I can't see billing / appointments." For a contact login, that's their permission checkboxes on the Contacts tab. For the client themselves, all areas are always available.
"My password doesn't work." Send Password Reset on the Portal tab — you can copy the reset link and read it to them over the phone if email is being difficult.