Manage Portals Accounts

The Portals section lets you manage client portal accounts and organize portal users in one place. Clients can access your Online Booking page using the link provided by your practice. When a new client registers through the booking page, their portal account is automatically created in CaseRM and linked to the appropriate Case File.

From Portals, you can add and update portal users, reset passwords, suspend accounts, review login information, and link additional Case Files to a portal account.

You can also organize portal users into groups to make them easier to find and manage.

Add a Portal User

1. Go to the Portals.
2. In the lower-right corner, select Add User Portal.
3. Enter the required user information.
4. If you want to send the user an email with their login details, select Notify by Email.
5. Click Save.

The new portal account will appear in your list of portal users.

Note: If you select Notify by Email, the user will receive an email with their login credentials and information on how to access the portal and book appointments.

View a Portal Account

You can open a portal user’s profile to review their account information and login activity.

1. Go to Portals.
2. Select All Portal Accounts.
3. Find and click the user you want to review and open their profile.

From the user’s profile, you can view available account details, including their last login information, initials, and linked Case File.

Tip: You can also link additional Case Files to the portal account if needed. This allows the user to access their online booking options for the linked Case Files.

Edit Portal User Information

If you need to update a portal user’s information, you can make changes directly from their profile.

1. Go to Portals.
2. Select All Portal Accounts.
3. Select the user you want to update.
4. Open their profile.
5. Select Edit User.
6. Make the required changes.
7. Click Save.

Organize Portal Users into Groups

Groups help you organize portal users based on your practice’s needs, making it easier to find and manage accounts.

1. Go to Portals.
2. Select All Portals Click + Create Group
3. Enter a group name.
4. Select Save.

Once the group is created, you can assign portal users to the appropriate group.

Reset a Portal User’s Password

If a portal user needs help accessing their account, you can reset their password directly from their profile. You can also send the updated password to the user by email.

To reset a password:

1. Go to Portals.
2. Select All Portal Accounts or open the group the user belongs to.
3. Select the user’s name and open their profile.
4. Click the lock icon to reset the password.
5. Select the option to send the updated password by email if you want the user to receive it.
6. Select Reset to complete the process.

Suspend a Portal User

If a user no longer needs access to the portal, you can suspend their account.

1. Go to Portals.
2. Select All Portal Accounts or open the group the user belongs to.
3. Select the user’s name to open their profile.
4. Select Suspend User and click Suspend.

Important: Suspending a user immediately revokes their portal access and signs them out of the system.