Invite clients to the client portal

Learn how clients can access their secure online portal to view appointments, invoices and more.

Overview

Note: Only existing clients in Caspen can access the portal. The client’s email address must match what’s saved on their Caspen profile.

The client portal lets your clients securely view upcoming appointments, invoices and other shared information. Clients log in with their email address. We email a secure login link so no password is required.

To log in, a valid email must be saved on the client’s profile.

You can invite clients directly from their profile or share your clinic’s portal link.

Invite a client from their profile

1. Go to Clients → find the client and click Actions → View (or click the client’s name).

1. Click Actions → Send portal login link.

1. Confirm the email shown, then click Send.

About the email link

• Logs the client into their portal.

• Expires after 15 minutes.

• Cancels any earlier login links.

What the client sees

• An email with a Log in button.

• They're then taken straight to their portal.

• If they have more than one profile (for example, if they share an email address with a family member), they’ll be prompted to choose the correct profile first before being taken to their portal.

Share your clinic’s portal link

1. Go to Client portal (left menu).

2. Copy the Shareable link.

1. You can share this link on your website, social media, or directly with your existing clients so they can access their portal to view appointments, invoices, and shared files.

Clients who visit this link enter their email to receive a one-time login link. The email must match an existing client in Caspen.

Note: The portal is for existing clients only. If new clients need to book an appointment, direct them to your Online Booking link instead.

FAQs

Why didn’t my client receive the login email?

Ask the client to check their spam or junk folders. Then confirm their email address is correct in their Caspen profile and resend the login link.

What if the login link expired?

You can send a new login link from the client’s profile, or the client can request one from your portal page if you have shared your portal link.

Why does the email say it doesn’t match a client record?

This means the email entered isn’t linked to a client in Caspen. Create or update the client’s profile with the correct email address, then resend the login link.