Sharing documents with multiple clients and contacts

You can share one or more documents with multiple clients and contacts at once to distribute forms across your practice. This can be helpful when onboarding new clients, sending updated consent forms, or sharing documents with a group of recipients.

Note: This feature is gradually being released to customers. If it’s not available in your account yet and you want it enabled, please reach out to our team. 

In this guide, we'll cover:

• Sharing multiple documents with recipients
• Sharing one document with multiple recipients
• FAQs

Note: Account owners, clinicians, practice managers, and schedulers can share documents with multiple recipients. While some roles can share documents with all clients in the practice, other roles may only share documents with their own clients. For more information on available roles, see Administrative roles available for team members and Clinician roles available for team members. 

Sharing multiple documents with recipients

You can share one or more documents with multiple recipients from the Clients and contacts page. To do this:

1. Navigate to Clients from the left navigation bar
2. Click Share documents in the top right corner

3. Check the box next to each recipient, then click Next
   • You can use the search bar to quickly find specific clients and contacts

Important: Clients and contacts must have an email address on file and be granted access to the Client Portal to be selected. Having an email on file alone doesn’t grant access. For more information on granting clients and contacts access to the Client Portal, see Setting up the Client Portal and Inviting clients to the Client Portal. 

4. Select all the documents you'd like to share, then click Next
5. Edit the Email message as needed, then click Next
   • If you're sharing with contacts and/or couples, you’ll be able to customize their email message separately

6. Review your recipients, email preview, and documents before selecting Share documents

Note: If you're not seeing certain documents that you’d like to share, you’ll have to first add them by navigating to Settings > Documentation > Shareable documents. 

You can exit without sharing documents at any time by clicking the X in the top right corner. You’ll be prompted to confirm that you’re canceling sending documents, and you can click Exit to confirm. 

Sharing one document with multiple recipients

You can share a single document with multiple recipients from the Shareable documents page within your settings. To do this:

1. Navigate to Settings > Documentation > Shareable documents
2. Click the three dots next to the document you’d like to share

3. Select Share with clients

After selecting Share with clients, follow the steps as you would after clicking Share documents from the Clients and contacts page. For more information, see Sharing multiple documents with recipients.

FAQs

Below are some answers to frequently asked questions about sharing documents with multiple clients. 

• Are there limits to sharing documents with multiple recipients?
• What types of documents can I share with multiple clients?
• Where can I track the status of shared documents?
• Will clients who already completed a document receive it again?
• Can I use this feature during my free trial?

Are there limits to sharing documents with multiple recipients?

Yes, there are certain limits to sharing documents with multiple recipients.

Daily share limit

Each team member can share documents with multiple recipients up to 5 times per day. The limit resets at midnight in your practice’s local time. After your third share, you’ll see a banner indicating your remaining available shares. 

You can still share documents with individual clients and contacts after you’ve hit the limit. 

Maximum documents per share

Up to a total of 100,000 documents can be delivered per share. This total is calculated by multiplying the number of recipients by the number of documents selected. 

For example:

• 100 recipients × 10 documents = 1,000 document deliveries
• 1,000 recipients × 50 documents = 50,000 document deliveries

If the limit is exceeded, you’ll see an error message.

To continue, you’ll need to reduce the number of recipients or documents.

What types of documents can I share with multiple clients?

You can share any documents that are included in your shareable documents, such as intake forms, consent forms, and uploaded files. To manage these, navigate to Settings > Documentation > Shareable documents. 

For more information, see:

• Managing consent forms
• Managing uploaded files
• Using scored measures
• Managing intake forms

Where can I track the status of shared documents?

You can track shared documents in a few different places:

• Client’s Files tab: View the status of documents for individual clients, including whether they’ve been completed.
• Account Activity: See a record of documents that were shared, including who they were sent to and when. For more information, see Tracking changes and viewing account activity. 
• Sent emails report: View the delivery status of document emails, including whether they were successfully sent. 

For more information, see Tracking the status of shared intakes.

Will clients who already completed a document receive it again?

If you select a document that a client has already completed, they’ll receive the document again. To avoid duplicates, we recommend reviewing a client's Files tab before sending additional documents. For more information, see Managing the client's Files tab. 

Can I use this feature during my free trial?

No. Sharing documents with multiple recipients is only available to paid practices.