Client Portal Credentials
Need to know where to go to send a client portal invitation?
Perhaps you need to determine whether a client has set up their portal once the invite has been sent?
Read on to learn how to send or resend a portal invite, confirm if a client has fully registered, or how to assist with resetting a password.
In this Article:
Client Portal Invitation
For a client to have access to the client portal, the provider needs to set them up individually. There is also documentation that guides them through portal functionality. Feel free to pass along this downloadable save Client Portal Guide (PDF) or View our complete client portal overview article
To activate the client portal login credentials for each client:
- Go to (left menu)
- Click the client name
- Look for the far-right menu
- On mobile? This menu is at the very bottom of the client profile
- Click (near the top) shown below:
After clicking:
- The system will then send them an email
- If they have more than one email, it will go to the default email address entered
- The default is the one marked with a blue star in their profile
- It will come from mail no-reply@therapyappointment.com
- Didn't get it? Try searching in the spam or trash folder, or search for the above email address
- Clients open the email & click to begin the registration process
Example client portal registration email:
The client portal's intended use is to be able to sign into the system and do various tasks on their own to make your job easier (only if enabled). Tasks like self scheduling appointments, joining telehealth, viewing/printing payment receipts or generated statements, completing online forms, updating demographics, sending messages, updating insurance information, etc. You can enable some, but not others as well.
Our our registration article here shows both how to configure the registration process, and a step by step process from the clients end complete with screenshots.For more information about the client portal from their view, please review our other article here: Client Portal: Overview. Our other article here discusses how to configure what client portal options you want available: Your Profile under the Client Portal top tab.
To verify the client has set up their portal, read on in the next section
Portal Verification
Verifying the client has set up their portal credentials takes just a couple of clicks!
- Go to (left menu)
- Click the client name
- Look for the far-right menu
- On mobile? This menu is at the top right of the client profile
- Click the 3 dots button to expand it
- If the client has fully completed step 1 of the registration process, we show the client username:
All Examples:
No Account Set Up: | Account Set up & Active | Account Set up & Disabled |
This is an example of a client that has not set up their account, here you can (re)send the portal invite. Note:
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This is an example of a client that has set up their account. Note:
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This is an example of a client that has a disabled account. Note:
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If an account is disabled (grey):
And no username:
- The client portal account hasn't been set up yet
- Within the client profile, on the right menu click
- On mobile? This menu is at the top right of the client profile
- Click the 3 dots button to expand it
- The client can then set up their account including username & password among other demographics
And there is a username:
- They won't be able to sign into the portal even with correct credentials
- Complete a password reset
If this is the case, simply click the greyed out toggle to re-enable it (blue):
warning We highly recommend informing your client to be on the lookout for the invitation from TherapyAppointment, otherwise it might be dismissed it as spam.
- It is only valid for 48 hours for security reasons
- If expired (invalid link), it will need to be resent by staff
- It will come from Mail no-reply@therapyappointment.com
Reset Password
- Once a client has created a portal account, the top right button just replaces the send portal invite button once a portal account is set up by the client
- This sends the client an automated email with a link to reset their password
- Just be sure to relay the client their username if they're unsure, since we do not display that to them unless they are signed in
info The password reset:
- Is only valid for 48 hours for security reasons
- If expired (invalid link), it will need to be resent by staff with the above steps
- Or clients can do that on their own with their username & password
- It will come from Mail no-reply@therapyappointment.com