Inviting Clients to Their Portal
Send portal invitations to your clients so they can access their AI agent's dashboard.
Why Invite Clients to the Portal?
The Client Portal is one of the most powerful retention tools in your arsenal. When a client can log in and see call transcripts, listen to recordings, track bookings, and review analytics — they see the value of your service every single day. That visibility builds trust, reduces churn, and justifies your monthly fee.
But none of that happens if the client doesn't have access. Sending a portal invitation should be one of the first things you do after deploying an agent.
Tip: Send the portal invitation on Day One — ideally within an hour of deploying the agent. When your client logs in and sees their first real call transcript, that's the "WOW" moment that cements the relationship. Don't wait until they ask for it.
How to Send an Invitation
Inviting a client to their portal takes about 30 seconds:
Navigate to the Client
From your Agency Portal, go to Clients in the sidebar and click on the client you want to invite.
Check the Contact Email
On the client's detail page, make sure there's a valid email address in the Contact Email field. This is where the invitation will be sent. If there's no email, add one first.
Click "Send Portal Invitation"
You'll see a Send Portal Invitation button in the client's action bar (or under the three-dot menu). Click it.
Confirm the Invitation
A confirmation dialog will show the email address and a preview of the invitation message. The email will use your agency's branding — your logo, your colors, your name.
Invitation Sent
The client receives a branded email with a secure link to create their portal account. They'll set up a password and can start exploring their dashboard immediately.
Portal Access States
Every client moves through a series of portal access states. Understanding these helps you know exactly where each client is in the onboarding flow:
| State | What It Means | What to Do |
|---|---|---|
| No Email | The client record has no email address on file. | Add a contact email in the client's details before you can send an invitation. |
| Email Set | An email address exists, but no invitation has been sent yet. | Click "Send Portal Invitation" to get them started. |
| Invite Sent | The invitation email has been sent, but the client hasn't accepted it yet. | Wait for them to accept, or resend the invitation if it's been more than a few days. |
| Active | The client has accepted the invitation and created their portal account. | Nothing needed — they can log in anytime. |
Note: You can see every client's portal access state at a glance from the Clients list. Look for the status badge next to each client's name — it shows "No Email," "Invite Sent," or "Active."
Managing Invitations
Things don't always go perfectly on the first try. Here's how to handle common invitation scenarios:
First, double-check the email address is correct. Then ask the client to check their spam/junk folder — branded emails sometimes get filtered. If they still don't see it, click Resend Invitation on the client's detail page. Each resend generates a fresh link.
Invitation links expire after 7 days for security. If the client didn't accept in time, simply resend the invitation. The old link will stop working and a new one will be generated.
Go to the client's detail page and update the Contact Email field. If they've already accepted a previous invitation, updating the email will require them to verify the new address. If they haven't accepted yet, just update the email and resend the invitation.
The Client Portal login page has a Forgot Password link. The client can reset their own password using the email address they signed up with. You don't need to do anything on your end.
If a client cancels their service or you need to revoke access for any reason, go to the client's detail page and click Revoke Portal Access. They'll be logged out immediately and won't be able to log in again. You can always re-invite them later if needed.
Client Team Access
Sometimes your client isn't a solo operator — maybe it's a dental practice with an office manager who also needs portal access, or a law firm with a managing partner and an intake coordinator. Client team access allows multiple people from the same business to log into the portal.
Client Invites Team Members
Once your client has accepted their portal invitation and set up their account, they can invite their own team members from within the portal. They go to Settings → Team in their portal.
Team Member Gets an Invite
The team member receives an email invitation, just like the original client did. They create their own account with their own password.
Shared Access, Same Data
All team members from the same client see the same data — calls, analytics, agent settings, and billing. There's no role separation within the client portal (that's a client-side decision, not something you manage).
Tip: When onboarding a new client, ask who else on their team should have portal access. Getting the office manager or operations person set up from day one means someone is always monitoring the agent's performance — even if the business owner is too busy. That extra visibility means fewer "Is this thing even working?" calls to you.
Best Practices for Portal Onboarding
| Practice | Why It Works |
|---|---|
| Send the invite immediately after agent deployment | The client sees real calls from day one — instant proof of value |
| Walk them through the portal on a quick call | A 10-minute screen share prevents weeks of "Where do I find…?" questions |
| Point out the Calls tab first | Call recordings and transcripts are the most impressive feature — lead with them |
| Show them how to edit FAQs | Clients who customize their FAQs feel ownership and stay longer |
| Mention the analytics after a week | Once they have a week of data, the charts become meaningful and impressive |
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