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:
Note: If you choose to use any of these workflows, make sure to let the team member or client know what modifier you added to their email address, so they can sign into their SimplePractice account or Client Portal with that email.
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 firstname.lastname@example.org.
- They've already used email@example.com for another group SimplePractice account. For your practice, you can enter their email address as firstname.lastname@example.org. 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 email@example.com, firstname.lastname@example.org, and so on.
- Jamie Appleseed is the mother of Johnny Appleseed and Judy Appleseed. Jamie's email address is email@example.com.
- When you enter the email address for the first child in the system, you can enter the email address as firstname.lastname@example.org.
- When you enter the email for the second child, you can enter the email as email@example.com.
It’s no longer possible to create an extra email address with Yahoo. You can find more information on this here: Send messages from or delete an extra email address.
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).
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.