Your clients join the Client Portal by invitation only. Go to My Clients to see each client's status: Not Invited, Invited, Last Active, Activated, or Deactivated. From there, you can send or resend an invitation, copy the invitation link, or revoke an invitation your client has not accepted yet.
In this article:
- Before You Begin
- Understanding Client Account Status
- What Clients Can Do at Each Status
- Managing Invited Clients
- Helping a Client Who Cannot Log In
Before You Begin
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Invitation is not activation: Sending an invitation does not give your client access to the Client Portal. Your client gets access after they accept the invitation and activate their account.
- Who you can invite: You can send invitations to clients who are Not Invited and resend them to clients who are Invited. Invitations are not available for prospective clients, deactivated clients, or clients who have already activated their accounts.
Understanding Client Account Status
To check your client's status, go to My Clients. Each client shows one of the following statuses under their name. The same status also appears on the client’s Recent Activity page, under their name. For example, an invited client shows an INVITED badge.
| Status | What It Means | What You Can Do |
| Not Invited | You have not invited your client to activate their Client Portal. | Click the More Options menu (3 dots) beside their name and select Send invitation. They receive an email to activate their account. |
| Invited | You sent your client an invitation, and they have not activated their account yet. | Click the More Options menu (3 dots) beside their name and select Resend Invitation, copy their invitation link, or revoke the invitation. |
| Activated | Your client accepted the invitation and activated their account, but has not logged in since. | No action needed. Your client can log in to the Client Portal. |
| Last Active... X days ago | Your client has access to the Client Portal. The number of days shows how long ago they last completed an action in the portal. | No action needed. |
| Deactivated | You removed your client's access to the Client Portal. They no longer have access to view shared resources. | Reactivate your client when you are ready to restore their access. Learn more about Deactivating and Reactivating Clients → |
What Clients Can Do at Each Status
Not Invited Clients
Clients you have not invited can still:
- Attend sessions that do not require Practice Better Telehealth.
- Receive notifications from Practice Better and Broadcast emails from their practitioner.
- Complete forms by link from an email.
- Pay invoices by link from an email or pay through your public booking pages.
Invited Clients
In addition to all of the above, clients you have invited can:
- Find the invitation email, accept it, and activate their account.
Activated Clients
Once your client activates their account, they can log in to the Client Portal and access the resources you share with them. This includes programs, documents, labs, session notes, packages, and invoices and more. They can also book sessions with you from the booking page in the client portal.
Deactivated Clients
Deactivated clients no longer have access to the Client Portal or the resources you shared with them. Deactivated clients have the same access as not-invited clients.
Managing Invited Clients
Clients with an Invited status have not yet activated their Client Portal account. You can resend the invitation email, share the invitation link, or revoke the invitation.
Resending an Invitation Email
- Open the client record's Recent Activity page.
- Click the airplane icon to resend your client's invitation email.
Copying an Invitation Link
- Open the client record's Recent Activity page.
- Click the More Options menu (3 dots) near your client's name and select Get Invitation link.
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Copy the URL from the pop-up and share it with your client outside of Practice Better.
Revoking an Invitation
You can revoke an invitation only if your client has not activated their account. After activation, the only way to remove your client's access to the Client Portal is to deactivate them.
- Go to My Clients.
- Click the More Options menu (3 dots) next to your client's name and select Revoke invitation.
- Click Revoke in the pop-up to confirm your selection.
Helping a Client Who Cannot Log In
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Your client cannot log in: Check their status first. Clients log in only after they activate their account. First see Activating Your Client Account → for next steps, or share Client Login Troubleshooting → with your client.
- Your client works with more than one practitioner: Your client does not need a second set of login credentials. When they activate with your invitation, they select Link to an existing account at the bottom of the activation page. For detailed steps, see Using the Same Client Login Email Address with Multiple Practitioners →