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Sending intake forms and documents to clients

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Once your portal is set up, you can invite new clients to use it. It's easy to create a client and select the forms you wish them to complete via the portal. Here's how:

  • Click +Create Create Appointment

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  • From the calendar flyout, click +New Client  

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  • Enter the new client's name and contact information, and select Send Client Intake
  • Click Add this Client

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  • Finish scheduling the appointment for this client
  • In the Share items window, select the Consent DocumentsQuestionnaires, and Other Information you want to send

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  • You can edit the message that will be emailed to the client here 
  • Click Send message when you're done and the client will receive the Welcome Email with the Client Portal link

How to customize the message to a client

Here is how to customize the welcome message:

  • Go to My Account > Settings > Client Portal > Emails tab to edit the default Welcome message

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You can also send the Intake invitation from the New Client creation page. Here's how:

  • Go to +Create Create Client. 
  • Enter the new client's name and contact information
  • Click Save Client
  • In the Share Documents window, select the documents you want to send and click Send message

Note: Be sure not to delete the {practice_client_portal_login_link} as that generates the PIN # that the client will use to log in.


Did my client open the intake email?

You can check on whether your new client has opened the email and created a password to the Client Portal by going to your client's Overview page. If they have not yet logged into the Client Portal, you will see this notification: 

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You can also check the Client Portal tab to see if the client has opened the email. Navigate to the client's Overview page > Edit detailsClient Portal tab.

You can see below Client Portal Access that the email was sent, and the client has not yet opened the email. You can also see the PIN number provided if the client deleted the email by accident.

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How do I resend the Client Portal access email?

If you need to resend the Client Portal access email to your client, you can disable their access by clicking the red Disable Access button, then send it again. If you change the email address for the client, you will need to make sure to disable then resend the Client Portal access email.


How will I know when my clients complete their intake forms?

When your client has completed all of their pending documents in the Client Portal, you will receive an email alerting you that the documents are completed.

The client must complete all of their documents in order for you to receive this email.

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What if I need to resend a form to a client?

If a form was already completed and submitted to you, you can resend the same form. You can do this by navigating to the Shared With Client box and clicking Share New to select the form.

If a form has not been completed by the client yet, you can resend it to them to remind them. You can navigate to the Shared With Client box and delete the file that was previously shared. Then click Share New and share the form again. 

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Important details to know

Note: For even more information, see our New client intake and Client Portal FAQ guide.

Tip: If you would like for clients to be able to share documents with you, see Setting up the Client Portal.

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