As the super admin or admin, you can invite clients to your coaching platform. By sending an invitation, you grant your clients access to their dedicated client portal, allowing them to collaborate with you or the assigned coach based on their specific coaching assignment.
Inviting Clients as an Account Holder or Coach Admin
As the account holder or a Coach Admin, you have access to both the team and coach portals. You can invite clients directly to either portal based on your needs. There are two primary methods for inviting clients:
Method 1: Inviting Clients from Your Team Portal
Log in to your team portal and navigate to the CRM section.
Click the "Invite Clients" button.
Fill in the required details for the client:
First Name
Last Name
Email Address
Phone Number
Client Type (Lead, Prospect, contact & Client)
Coach
The two options to Assign Package to Client and Add to Account
Optional: Add a brief message
When you select the Client Type, Lead, you'll see only the Create button
If you click the Create button, only the Lead is created
5. When you select the Client Type, Prospect, you'll see the Create and Create & Invite buttons
If you click the Create button, only the Prospect is created, and it doesn't send the invitation to log in
If you click the Create & Invite button, the Prospect is created, and it sends the invitation to log in
6. When you select the Client Type, Contact, you'll see only the Create button
If you click the Create button, only the Contact is created
7. When you select the Client Type, Client, you'll see the Create and Create & Invite buttons
If you click the Create button, only the Client is created, and it doesn't send the invitation to log in
If you click the Create & Invite button, the Client is created, and it sends the invitation to log in
When you navigate to Add or Invite your Contact, you'll see the following pop-up to fill required data
Method 2: Inviting Clients from Your Coach Portal
Log in to your coach portal and go to the Contacts page.
Click the "Invite Clients" button at the top of the page.
In the "Invite to a Dedicated Client Portal" pop-up, enter the client’s details.
Click "Invite Now" to send the invitation, which will trigger an email to your client with the portal invitation.
Inviting Clients for Another Coach on Your Team
As the account holder or an admin, you can also invite clients on behalf of another coach within your team.
Prerequisites:
Before you can invite a client for another coach, ensure that your team members or coaches are added to your portal. [See how to add coaches to your account.]
Please note that only Prospects and Clients can be invited to create a portal; other contacts, namely Lead and Contact, can't be invited to create a portal and log in
Go to the team portal and navigate to the CRM section
Click the "+ Add" button at the top of the page
Fill in the client’s details in the pop-up that appears
Select a coach from your team to assign the client to
Add any relevant message and click "Create & Invite" to send the invitation from your team account name, not from the individual coach, to the client’s email soon after creating the contact (Prospect and Client)
You can just click the Create button if you wish to invite the contact (Prospect and Client) later
The assigned coach will be notified via email regarding the new client assignment.
Assigning a Package When Inviting a Client
To assign a package to a client during the invitation process, ensure that the desired package is available in your account or the assigned coach’s package list
Go to the team portal and navigate to the CRM section
Click the "+ Add" button at the top of the page
Fill in the client’s details in the pop-up that appears
Select a coach from your team to assign the client to
Add any relevant message and click "Create & Invite" to send the invitation from your team account name, not from the individual coach, to the client’s email soon after creating the contact (Prospect and Client)
You can just click the Create button if you wish to invite the contact (Prospect and Client) later
Select the appropriate coach and
Tick the "Assign Package to Client" checkbox
Choose a package from your list
Note: Assigning a package during the invitation process does not trigger a payment. The package is simply added to the client’s record, and upon accepting the invitation, the client can begin utilizing the package.
Assigning a Group When Inviting a Client
To assign a group to a client during the invitation process, ensure that the desired group is available in your account or the assigned coach’s package list
Go to the team portal and navigate to the CRM section
Click the "+ Add" button at the top of the page
Fill in the client’s details in the pop-up that appears
Select a coach from your team to assign the client to
Add any relevant message and click "Create & Invite" to send the invitation from your team account name, not from the individual coach, to the client’s email soon after creating the contact (Prospect and Client)
You can just click the Create button if you wish to invite the contact (Prospect and Client) later
Select the appropriate coach
Tick the "Add to Account" checkbox
Choose a group from your list
When you click the Preview, which is available only for the contacts that can be invited. By looking at the preview, you may be able to have an idea how does the invitation looks like
If you decide to invite later after creating the contact, in the contact list, there's a 3 dots icon which you can expand and see the option to invite to send the invitation. Furthermore, you'll see there's a tooltip which says Client portal missing. Invite them to create
If you have already invited but the user hasn't signed up and logged in, or mistakenly they've deleted the invite, you'll have the option to send the invitation again by using "Resend Invite"
Or else, you can copy the invite link and send it via a message or email to the respective client to sign up and log in
The Client Experience
Once the invitation is sent, your client will receive an email with a link to their client portal. After accepting the invitation, they will be guided through the onboarding sequence for the client portal
Upon completion of the onboarding process, your client will be directed to their dashboard where they can view the number of sessions left, Notes, Resources, Goals, Upcoming Sessions, Activities / To Dos, and Message Your Coach
Once the user clicks the burger icon on top, they can view the Dashboard, Sessions, Notes, resources, Tasks and Goals, Courses, Contracts and Purchases submenus to access the section easily at their fingertips
Frequently Asked Questions
Can I assign multiple packages to clients at the time of inviting them to the portal?
No, currently only one package can be assigned per client during the invitation process. A feature for assigning multiple packages is expected to be available in early Q1 2025Can I assign group packages to clients?
Yes, you can assign group packages as long as they are already listed on the coach’s package list. If you are an admin, you can assign group packages available within the coach’s portal
How can I get clients to pay for packages?
When assigning a package to a client at the time of invitation, no payment link is triggered. If the package is prepaid, it will be added to the client’s record. If payment is required, send the client a direct payment link from the package page. Once the client completes payment, they will automatically receive the invitation to their portalHow can I assign a package to an existing client?
Currently, it is not possible to assign a package to an active client. This feature is under development and will be available in early Q1 2025.