Whether you serve time-crunched executives or coach children, delivering seamless client management is key to your reputation. Our Client Access Management Hub is designed to solve the complexity of proxy access, ensuring privacy, control, and an exceptional experience for everyone involved.
This feature allows a trusted contact—an Executive Assistant (EA) or Parent/Caregiver—to manage a client's coaching experience through their own dedicated login.
🤝 For Executive Coaching: Supporting the Ultra-Busy Client
Your executive clients expect white-glove service. Our platform ensures their EA can handle all logistical and administrative tasks without ever seeing sensitive coaching data, saving your client valuable time.
EA Access Benefits | Parent/Caregiver Access Benefits |
Schedule & Book: Book, reschedule, and manage all sessions without needing the executive's login. | Stay Informed: Monitor package usage, view payment history, and see approved progress updates. |
Manage Billing: Pay invoices and manage subscription details on the client's behalf. | Secure Separation: Easily manage multiple children's accounts from one login, while guaranteeing the privacy of each child's data. |
Privacy First: Access is strictly controlled. The EA only sees approved administrative data, protecting the confidential coaching conversations. | Shared Responsibility: Access is granted only when needed, with permissions set by your Admin to maintain the child's autonomy. |
🔒 What are the different ways in which you can use this feature?
This feature is designed for your back-office team, giving your coaches and admin staff complete control over the relationship and permissions.
1. Invite a client onto the system with an authorised contact
Your Admin/Coach is the only one who needs to perform these steps, ensuring data integrity and security from the start.
Invite you client:
Set up the Client Profile (e.g., the Child or the Executive).
Add the Caregiver/EA Profile (e.g., the Parent or the EA) as an authorised contact while inviting.
2. Define Access Permissions:
Set precise permissions for the Caregiver/EA. Do they need to manage the schedule? Pay invoices? View package details? Grant only the necessary access.
Example: An EA might have permission to book sessions but not view private notes.
Note: You can add multiple authorised contacts for a single client. So multiple EA's for a single client or multiple caregivers/guardians for a child.
3. Package Assignment:
Ensure all packages and payment records are officially assigned to the Client Profile (the Executive or Child). If the Caregiver/EA purchased the package, your Admin can manually assign the package the purchase record in the backend.
4. Send Invitations:
When you invite the client to the Client (for their personal login), an email is sent out to the authorised contact (for their management login) as well.
2. If authorised contact purchases on behalf of a client
This process ensures the package is correctly assigned to the primary client's new profile, even if the authorised contact purchases the services.
The authorised profile: purchases the service.
Create Client Profile: Admin creates a new, dedicated profile for the primary client.
Verify Authorised Contact: Confirm the identity of the Parent/Caregiver/EA who made the purchase.
Add the Caregiver/EA Profile (e.g., the Parent or the EA) as an authorised contact while inviting the primary client.
Set precise permissions for the Caregiver/EA. Do they need to manage the schedule? Pay invoices? View package details? Grant only the necessary access.
Example: An EA might have permission to book sessions but not view private notes.
Note: You can add multiple authorised contacts for a single primary client. So multiple EA's for a single client or multiple caregivers/guardians for a child.
Assign the package: while inviting the primary client.
Send Invitations:
Send a portal invitation to the Child (Client) to set up their individual login.
Note: Alternatively, you can also link the authorised contact to the primary client directly in their profile as well as assign the package to the client.
Link Profiles (CRM): Go to the Client's Profile and link the the authorized contact to the client profile.
Set Permissions: Define and apply the specific access rights (permissions) for the Parent/Caregiver's login.
Assign Package: Manually assign the package to the Primary Client Profile.
3. Adding an Authorized Contact to an Existing Client
Use this process to grant access to a new or secondary Caregiver/EA (e.g., a second parent or a new executive assistant) for an already existing client.
Identify Profiles: Note the existing Client Profile and the details of the new Caregiver/EA.
Check for Existing Account: Before proceeding, verify if the Caregiver/EA already has an account in the system (prevents data corruption).
Access Client Profile: Open the existing Client Profile (e.g., the executive or the child).
Link New Contact: In the profile details section, link the new Caregiver/EA to the Client Profile.
Set Permissions: Assign specific, unique permissions for this new Caregiver/EA.
Send Invitation: Send a portal invitation only to the new Caregiver/EA to set up their management login.
Optional Communication: Notify the existing Client and other authorized contacts about the addition for full transparency.
Accessing Accounts as the Caregiver or EA
Once client & authorised contacts have accepted their client portal invites, they can sign & start using their accounts.The authorized contact uses their single login to manage multiple client accounts:
Log In: The Caregiver/EA signs in using their personal, secure credentials.
Select Workspace: They are immediately directed to the Workspace Selector screen, where they will see a list of all client profiles they are authorized to manage (e.g., "Client: Jane Smith," "Client: Alex Johnson").
3. Secure Access: They simply click the name of the client they need to manage. They are then taken into that client's portal view, with access strictly limited by the permissions you set.
4. Easy Switching: They can switch between clients (e.g., from one child to another) at any time, streamlining management and respecting privacy.
Ready to simplify high-value client management? Start setting up your VIP clients or families today.