Inviting Clients to the Client Portal

Inviting a client to Canopy enables your client to share files, complete the client survey, pay invoices, and more. Bulk client invites can be sent using the Client Portal manager. Individual invites can be sent in a variety of circumstances but utilize the same Client Portal pop up window.

This article will cover two (2) sections and three (3) subsections:

• Using the Client Portal Manager
  • Inviting Clients to the Client Portal in Bulk
  • Reviewing Client Portal Access
• Sending Client Portal Invites Throughout Canopy

Using the Client Portal Manager

Permissions and Licenses Required

• License: Any
• Permissions: Admin

The Client Portal Manager allows admins to see who’s been invited to the Client Portal, when the user last logged in, and what contact records the user has access to. You can also send and resend invites to the client portal in bulk. This will save plenty of time by not having to access each individual contact record to view these details and resend invitations to the Client Portal.

To get started navigating the Client Portal Manager, click Contacts in Canopy.

1. Click Manage Client Portal.
   
   • If you do not have admin permissions, you will not see this option.

Inviting Clients to the Client Portal in Bulk

Invite multiple clients at one time using the client portal manager. If needed, you can invite an individual client through the same process. Our best practice recommendation is utilize the Client Portal Manger as much as possible. To get started, click Manage Client Portal on the Contacts screen.

1. Click Contacts with 0 portal users to view a list of your contacts that have no recorded access to the Client Portal. 
   
2. Click the checkbox in-line with each contact you wish to invite to the Client Portal.
   
   • If there is no email address listed for the contact, the checkbox will not be available to click.

     Adding a Client's Email Address

     Add an email for any client you wish to invite to the Client Portal

     1. Hover over the email field in-line with the contact's name.
        
     2. Click Add email.
        
     3. Enter the contact's email address in the Add email field.
     4. Click Add.
        
        • The email address you entered will display on the Contacts with 0 Users list.
   • Click Send Invite.
     
   • If needed, toggle the Include a personalized message switch to add a message to the Client Portal invite email.
     
     • If available, click Templates icon to use an email template for your message.
     • More information can be found by referring to the Utilizing Email Templates article.
   • If needed, type a message to your clients in the start typing your message field.
     
     • This message will apply to all invite emails sent to the clients you previously selected.
   • Click Send.

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Reviewing Client Portal Access

Review what clients have access to the Client Portal, when the clients last logged in, and other details in the Client Portal Manager. To get started, click Manage Client Portal on the Contacts screen.

1. If needed, click Contacts with portal users.
   
2. Filter contacts by clicking the drop-down menu.
   • Available filters include:
     • Show all
     • Show all invited but not logged in
     • Show all who have logged in.
       
3. Track your client's activity in the Client Portal by referring to the columns on the Contacts with Portal Users screen.
   
   • Column headings include:
     • Name
     • Username
       • Typically, username denotes the contact's email address.
     • Invite sent
       • This date is when you originally sent an invite email to the client.
     • Last login
     • Web Sessions
       • Canopy did not record any web sessions, or instances of Client Portal usage, until February 2018. Any web sessions prior to this will not be counted on this screen.
4. Click Client portal users to view how many contacts are assigned to a Client Portal account.
   
   • Click the blue [number] Contacts to see the Contacts assigned to the Client Portal account.
     
     • Clicking on any of the names in the drop-down menu will navigate to the Contact Profile.

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Sending Client Portal Invites Throughout Canopy

Permissions and Licenses Required

• License: Any
• Permissions: Access to contacts

Canopy is built to make inviting a contact to the Client Portal simple and non-disruptive to your workflow. You can invite a client to the Client Portal when creating a new contact, after a contact already exists, when sending a client survey, or when sending an eSign request. Keep in mind, certain processes are available only after the purchase of certain licenses.

1. In the Client Portal window, check the box in-line with the client’s email address.
• If needed, click Add another person to add an email address.
  
• Type the email address of any additional recipients in the Enter the Email of a New Person textbox.
• Click Add.
  
• The Client Portal window will pop up as a prompt throughout various processes including, but not limited to, processes such as:
  • Sending Client Requests
  • Sending eSign Requests
  • Making Files Visible to Clients
2. Toggle the Include a personalized message switch to add a message to the email invite.
   
• You can type your message in the available text field.
• If applicable, click Templates to use a message template in this field.
  
3. Click Send.
   

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