Inviting Clients and Sharing Documents in the Client Portal

This article walks you through how to invite clients to the Client Portal, resend invitations, and share forms and documents. These actions help streamline onboarding and keep your documentation organized.

💡 Before You Begin:

Clients must have a valid email address on file to access the Client Portal.
Any form set to Required under Forms & Documents will show a red Required tag in the portal. Clients cannot complete onboarding until all required forms are submitted.

In this article:

Video Tutorial
Inviting a Client to the Portal Through the Setup Wizard
Inviting a Client to the Portal From Their Profile
Resending a Portal Invitation
Sharing Forms & Documents Through the Client Portal
Removing Completed Forms and Assessments
Frequently Asked Questions
Related Resources

Video Tutorial

Learn how to invite clients to the Client Portal and manage their portal access in Sessions Health.

Inviting a Client to the Portal Through the Setup Wizard

You can invite a new client to the portal as part of their initial setup.

To invite a client from the Setup Wizard:

Go to the client's profile > Details tab and select Start Setup.
Enter the client’s email address, then select Continue.
Select Invite to Portal.
Choose the features and forms you want to include.
Select Send Invitation.

Animated screen recording showing the client setup wizard. The user enters a client's email, clicks continue, selects 'Invite to Portal', checks the desired portal features, and clicks 'Send Invitation'.

Inviting a Client to the Portal From Their Profile

You can invite imported clients or clients who already completed the Setup Wizard at any time.

ℹ️ Imported clients are not automatically invited to the Client Portal. You’ll need to send each client an invitation.

To invite a client from their profile:

Go to the client's profile > Portal tab.
Select Invite to Portal.
Choose the features and forms you want to include.
Select Send Invitation.

Animated screen recording of the client's Portal tab. The user clicks 'Invite to Portal', selects specific intake forms and portal permissions, and clicks 'Send Invitation'.

Resending a Portal Invitation

If a client hasn’t accepted their invitation, you can resend it at any time.

ℹ️ Clients sometimes overlook the portal invitation email. Ask them to search for Sessions Health, noreply@sessionshealth.com, or check their spam/junk folders.

To resend an invite:

Go to the client's profile > Portal tab.
Select the three-dot menu.
Select Resend Invitation.

A screenshot of the client profile's Portal tab highlighting the three-dot menu icon and the 'Resend Invitation' option.

You can share intake forms, assessments, questionnaires, and other custom forms with clients.

To share documentation with clients:

Go to the client's profile > Portal tab.
Under Requested and Shared Documents, select Manage Documentation.
Select the forms or documents you want to share, or deselect any you want to remove.
Select Continue.
Select Save or Save & Send Notification.

Animated screen recording of the 'Manage Documentation' workflow. The user checks boxes next to several intake forms, clicks 'Continue', and then clicks 'Save & Send Notification' to share them with the client.

ℹ️ If you choose Save & Send Notification, the client receives an email that a new form or document is available.

If a client needs a form resent, you can trigger a new notification from their portal settings:

Go to the client's profile > Portal tab.
Select Manage Documentation.
Uncheck the form you want to resend.
Select Save.
Select Manage Documentation again and recheck the form.
Select Save.

This sends a fresh notification and makes the form available again in the client portal.

Animated screen recording showing how to trigger a new notification for a specific form by unchecking it, saving, then re-checking it and saving again in the Manage Documentation window.

Removing Completed Forms and Assessments

If a completed document was filled out in error or is no longer needed for a client's chart, you can remove or delete it directly from their profile.

To remove consent and intake forms:

Go to the client's profile > Portal tab.
Under Completed Documents, select the three-dot menu next to the form.
Select Permanently Remove.
Select Remove to confirm.

Completed Documents section with a blue arrow pointing to Permanently Remove in the three-dot menu.

🖊️ Note: Consent and intake forms that have already been countersigned by a practitioner cannot be removed.

To remove assessments:

Go to the client's profile > Assessments tab.
Select the three-dot menu next to the assessment.
Select Delete.
Select Delete to confirm.

Client profile Assessments tab showing the three-dot menu open next to a completed assessment with an arrow pointing to Delete.

Frequently Asked Questions

What if a client can’t find their invitation?

Ask them to check spam or junk folders. You can also resend the invitation from the Portal tab.

Can I change which forms a client sees later?

Yes. Return to Manage Documentation to add or remove forms at any time.

Can I disable access for a specific client?

Yes. From the client's Portal tab, you can delete an invitation by selecting the three-dot menu next to their invite and selecting Delete. You can also remove access for a client who has already accessed the portal by selecting Disable Access.

Why don't I see the option to remove a completed form?

If an intake or consent form has already been countersigned by a practitioner, you cannot remove the form.

For more information on the Client Portal, see our other Help Center articles: