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Client Portal

Secure portal management for client access

The Client Portal section allows you to manage a secure portal where clients can access intake forms, upload documents, and complete assigned materials before their sessions.

Accessing Client Portal​

From any client record page, click "Client Portal" in the left navigation sidebar to jump to this section.

Header Actions​

View Button​

The eye icon opens the client's portal in a new tab:

Functionality:

  • Click to open portal in new browser tab
  • Shows portal from client's perspective
  • Allows you to preview what client sees
  • Disabled if portal doesn't exist yet

When Disabled:

  • Portal hasn't been created for this client
  • Button appears grayed out
  • Must create portal first (see Creating a Portal below)

Add Button​

The "+" button opens the Add Item Dialog to share content with the client:

Functionality:

  1. Click the "+" button
  2. Add Item Dialog opens
  3. Select items to share (intake forms, documents, etc.)
  4. Click add/assign
  5. Items appear in client's portal

Available Items:

  • Intake forms from your library
  • Documents to upload
  • Resources to share
  • Custom materials

The add button is disabled if:

  • You don't have note owner permissions
  • The client has exceeded usage limits

Portal Status​

Portal Not Created​

When a client doesn't have a portal yet:

Message displayed: "Client portal is not yet set up for [Client Name]. A portal will be automatically created when you add items."

What this means:

  • No portal ID exists for this client
  • Client cannot access portal yet
  • Portal auto-creates when you add first item
  • View button is disabled

Portal Created​

When a portal exists, the section shows activity tracking:

Activity States:

Loading:

  • Message: "Checking for recent activity..."
  • Displays while querying last 7 days of activity

Active (Recent Activity):

  • Success alert (green): "X new items added to the portal [time ago]"
  • Shows number of documents/forms added in last 7 days
  • Indicates client engagement

Inactive (No Recent Activity):

  • Info alert (blue): "No new activity on the client portal"
  • No documents or forms added in last 7 days
  • Client may not have accessed portal recently

Creating a Portal​

Automatic Creation​

Portals are created automatically when you add the first item:

  1. Click "+" to add an item
  2. Select item to share (intake form or document)
  3. System creates portal with unique ID
  4. Client receives portal access link
  5. View button becomes active

Manual Creation (via Top Icon)​

From the client record page header:

  1. Click the portal icon in top-right corner
  2. If no portal exists, system creates one with loading overlay
  3. Portal opens in new tab after creation

Activity Tracking​

What's Tracked​

The system monitors activity from the last 7 days:

Activities include:

  • Documents uploaded by client
  • Intake forms completed
  • Files shared by therapist
  • Any portal interactions

Activity Display​

Recent Activity (last 7 days):

  • Shows count of new items
  • Displays time since last activity
  • Green success alert for visibility
  • Indicates active client engagement

No Recent Activity:

  • Blue info alert
  • Encourages checking portal status
  • May indicate client hasn't accessed portal
  • Consider follow-up if forms are pending

Adding Items to Portal​

Opening Add Item Dialog​

Click the "+" button to open the dialog.

Dialog Options​

Assign Intake Forms:

  • Select from your saved intake forms
  • Forms appear in client's portal
  • Client receives notification to complete
  • Tracks completion status

Upload Documents:

  • Share resources with client
  • Treatment materials
  • Educational content
  • Homework assignments

Other Materials:

  • Custom content
  • External links
  • Instructions
  • Assessments

After Adding Items​

When items are added:

  • Portal auto-creates if doesn't exist
  • Client receives email/SMS notification
  • Items appear in client's portal view
  • Activity tracking updates

Portal URL Structure​

Client portals are accessed via:

https://serene.vybz.health/portal/{portalId}

Where {portalId} is a unique identifier stored in the client record.

Client Experience​

Client Portal Access​

Clients access their portal by:

  • Clicking link in email notification
  • Navigating to URL directly
  • Accessing from booking confirmation

What Clients See​

In their portal, clients can:

  • View assigned intake forms
  • Complete forms before sessions
  • Upload requested documents
  • Access shared resources
  • See upcoming appointments (if enabled)

Form Completion​

When clients complete forms:

  • Forms marked as complete in their portal
  • Therapist notified of completion
  • Form data saved to client record
  • Available in Records section

Permissions​

Note Owner​

Full access to:

  • Create portal
  • Add items to portal
  • View portal as client sees it
  • Monitor portal activity
  • Remove items from portal

Team Members​

Limited to:

  • View that portal exists
  • Cannot add items
  • Cannot create portal
  • Cannot modify portal content

Usage Limit Exceeded​

When limits exceeded:

  • Cannot add new items to portal
  • Can view existing portal
  • Can check activity
  • Add button disabled
  • Red banner indicates restriction

Best Practices​

Portal Setup​

Create portals proactively:

  • Set up before sending intake forms
  • Create during client onboarding
  • Test portal access yourself
  • Verify client receives notifications

Content Management​

Organize portal content by:

  • Sending forms well before appointments
  • Grouping related materials
  • Removing outdated content
  • Updating instructions as needed

Activity Monitoring​

Monitor portal regularly:

  • Check activity before sessions
  • Follow up if forms incomplete
  • Verify client can access portal
  • Address technical issues promptly

Communication​

Communicate portal usage:

  • Explain portal purpose to clients
  • Provide access instructions
  • Remind clients to complete forms
  • Troubleshoot access issues

Troubleshooting​

Portal Won't Open​

If view button doesn't work:

  • Ensure portal was created (check for portal ID)
  • Add an item first to auto-create portal
  • Click portal icon in header to create manually
  • Refresh page and try again

Client Can't Access​

If client reports access issues:

  • Verify correct email address
  • Resend portal link
  • Check client's spam folder
  • Ensure portal was created
  • Confirm portal was successfully created

No Activity Showing​

If activity isn't displaying:

  • Activity tracked for last 7 days only
  • Older activity doesn't appear
  • May take a moment to load
  • Refresh page if needed

Can't Add Items​

If add button is disabled:

  • Check note owner permissions
  • Verify usage limits not exceeded
  • Confirm you're not viewing shared record with view-only access

Integration with Intake Forms​

Form Assignment​

When assigning intake forms:

  1. Create form in Library
  2. Assign to service or add to portal directly
  3. Client receives notification
  4. Form appears in their portal
  5. Completion tracked automatically

Form Completion Flow​

After client completes form:

  1. Form marked complete in portal
  2. Data saved to client record
  3. Therapist can review responses
  4. Form accessible in Records section

Next Steps​

Learn about intake forms and client management:

Pro Tip

Set up the client portal immediately after creating a new client record, even before assigning forms. This ensures the portal is ready when you need it and allows you to test the client's access before their first session.

Last updated on by Anurag Mandal