Customizing the Client Portal Invitation Email

Customizing the Client Portal Invitation Email

Overview

This article explains how users can customize the email sent to clients when inviting them to register for the Client Portal. It covers how to update the email subject and message content, use available merge fields to personalize the invitation, and ensure the communication aligns with practice preferences before it is sent to clients.

Where to Find This Setting

To find the setting, follow these steps:

  1. In the left sidebar, select Settings.
  2. Select the Client Portal tab at the top.
  3. In the left pane, select Portal Invitation Email.

Default Behavior

  • The template is disabled by default.

  • The system-generated email is used.

  • Fields are visible but read-only.



Enable and Customize the Template

  1. Turn Template Enabled to ON.

  2. Update the following fields as needed:

    • From Name: The name that appears in the client’s inbox as the sender of the email. 

    • Body Header Name: The sender name displayed within the email header and body. This helps clients easily recognize your practice in the email content.

    • Email Subject: The subject line of the email sent to clients. You can include merge fields to personalize the subject, such as the practice name.

    • Email Body: The message content sent to clients. Use the editor to format the text and include merge fields to personalize the message.

  3. Use merge fields (for example, {Practice Name}, {Client Preferred Name}).

  4. Click Save.



What You Can Customize

You can customize the following elements:

  • The display name shown in the client’s inbox

  • The header name displayed at the top of the email body

  • The subject line text

  • The main email message content



Refer to the screenshot below to see which elements are customizable.




What You Cannot Customize

You can’t customize the following elements:

  • The email sending address

  • The registration button text or placement

  • Footer and compliance language

Refer to the screenshot below to see which elements are not customizable.



Available Merge Fields

Merge fields insert client, clinician, and practice information dynamically, ensuring accurate and personalized content without manual entry. The following fields are available for use as merge fields.

  • Practice Name

  • Site Name

  • Assigned Principal Clinician

  • Client Legal First Name

  • Client Legal Last Name

  • Client Preferred Name



  


FAQs 

You can find the Frequently Asked Questions (FAQs) on our Knowledge Base page.


Click here for quick access to the FAQs.
 

*********************************

Need additional assistance?

Phone: 443-203-5857 

Text: 866-301-0085

Email: ticket@icanotes.com

Chat: http://app.icanotes.com 

*********************************

 

Proprietary Notice Information: This article is provided for informational purposes only, and the information herein is subject to change without notice. While every effort has been made to ensure that the information contained within this article is accurate, ICANotes cannot and does not accept any type of liability for errors in, or omissions arising from the use of this information.

    • Related Articles

    • Customizing the Client Portal Message Notification Email

      Overview This article explains how to customize the email notification clients receive when a new message is available in the Client Portal. It covers how to update the email subject and message content, use merge fields to personalize the ...

    • How to Resend the Client Portal Invitation

      When you send an invitation to your clients to register for the client portal, the link expires after 7 days if they haven't registered. However, ICANotes+ offers the option to resend the invitation to your clients after the original link has ...

    • Send the Client a Portal Invitation and Practice Forms During Chart Creation

      This article reviews how to send your client a portal invitation as well as practice forms/assessments during the chart creation process. This allows you to quickly create the client chart, invite them to the portal and send them the form/assessments ...

    • Customizing the Single Form Email Sent to Clients

      Overview This article covers customization of the email sent when a single form or assessment (not part of a package) is sent to a client. Where to Find This Setting To find the setting, follow these steps: In the left sidebar, select Settings. ...

    • How to Activate the Client Portal

      Overview This knowledge base article outlines the steps to activate portal access for your clients. When creating a client's chart, you can record their email address and other necessary details. Once these details are entered, you can activate ...