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Adding team members or clients using the same email address

Adding team members or clients using the same email address

SimplePractice requires that each user has a unique email address for their account. This means that if a new team member is already using SimplePractice with another group practice, they'll need a unique email address to be added to your team

Similarly, each client requires a unique email address within your SimplePractice account. In the case of minors or families where a parent or contact needs access to multiple clients' portals, you can set them up as a Contact. This will allow the same email address to be associated with multiple client files.

If you do need to use the same email address for multiple SimplePractice users or multiple client files, we have optional workflows you can try. 

Note: For families, we recommend that you create a Contact that can be assigned to multiple client profiles instead of using this optional email workflow to minimize unnecessary confusion. See Enhanced Client Management for Minors to learn more. 

Here's some information on each email provider's optimal workflow:


Gmail

To set up team members or clients with a Gmail email address that has been used before, you'll need to enter a + symbol and then any string of character(s) right before the @ sign. 

You don't need to set up anything outside of this modifier to do this. You can simply enter the alternative email address as illustrated above in the client or team member account, and the emails will be sent to the original email address' inbox.

Here are a few examples:

  • You're adding a new biller to your practice, and their email address is biller@gmail.com.
    • They've already used biller@gmail.com for another group SimplePractice account. For your practice, you can enter their email address as biller+1@gmail.com. Make sure that everything before the @ remains the same, then insert: +text between the beginning of the email and the @ symbol. The text can be any letters or numbers.
    • For their next SimplePractice account, they can use biller+2@gmail.com, biller+3@gmail.com, and so on. 
  • Jamie Appleseed is the mother of Johnny Appleseed and Judy Appleseed. Jamie's email address is jamieappleseed@gmail.com.
    • When you enter the email address for the first child in the system, you can enter the email address as jamieappleseed@gmail.com. 
    • When you enter the email for the second child, you can enter the email as jamieappleseed+judy@gmail.com. 

Yahoo

To set up team members or clients with a Yahoo email address that has been used before, enter a + symbol and then any string of character(s) right before the @ sign. 

To create an email alias or disposable email, follow these steps in Yahoo's email settings: 

  • Click the Settings icon 
  • Click More Settings
  • Click Mailboxes
  • Click the More icon More options icon next to "Disposable email address"
  • Click Add
  • Enter a base name, then click Next
  • Enter a keyword after the base name
  • Optionally, enter your sending name and a description
  • Click Save

For extra help, consult Yahoo's guide: Create, use, edit, or delete disposable email addresses in Yahoo Mail.


Hushmail

Email aliases are only available to Hushmail Premium and Hushmail Business subscribers.

An email alias or pseudonym is a special email address ending in @nym.hush.com, which is associated with your Hushmail account.

You can send emails from an email alias, and any email sent to your email alias will be delivered to your Hushmail account. You can create as many email aliases as you'd like.

To create an email alias on Hushmail, follow these steps:

  • Sign into Hushmail
  • Select Preferences from the menu
  • Click the Email Aliases tab
  • Enter the email address you would like to use, then click Save

For more information, consult Hushmail's guide: Email aliases (pseudonyms, temporary email addresses).


Outlook

To add an email alias on Outlook, follow these steps:

  • Go to Add an alias, and sign into your Microsoft account if prompted

  • Under Add an alias, do one of the following:

    • Create a new Outlook.com email address and add it as an alias

    • Add an existing email address as an alias

  • Select Add alias

Microsoft has more information on how to Add or remove an email alias in Outlook.com.

Note: If you choose to use any of these workflows, make sure that you let the client or team member know what modifier you added to their email address, so they can sign into Client Portal or SimplePractice account with that email.

 

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