Standardize client portal invitations across your firm with client portal invitation templates.
What's in this Video:
Create Client Portal Invitation Templates
Apply Client Portal Invitation Templates
How Do I Create and Use Client Portal Invitation Templates?
Client Portal Invitation Templates allow you to standardize the message sent when inviting clients to access the Client Portal.
Required Plan, License, and Permissions:
Access to Templates
Permission to manage Client Portals
Using invitation templates ensures consistent communication and clear instructions when granting portal access—especially helpful during onboarding or large portal rollouts.
Table of Contents
Create a Client Portal Invitation Template
Client Portal Invitations include the message clients receive in their initial email with login instructions.
To create a template:
Click Templates.
Select Client Portal Invitation.
Enter a Template name.
Choose whether to:
Share with your team, or
Keep it private.
Enter your message content.
Click Save.
You may want to include:
Instructions for logging in
An overview of how the portal is used
Expectations for document exchange
A brief welcome or firm introduction
Best Practice: Keep messaging clear and concise. Consider repeating key instructions that clients will also see on the portal login page to reinforce understanding.
Apply a Client Portal Invitation Template
Templates are applied when sending a Client Portal invitation.
To apply a template:
Navigate to Clients.
Click Manage Client Portals.
Select Without Client Portals in the left-hand pane.
Select a client from the list.
Click the + button next to Client Portal.
In the invitation window, select the individual recipient.
Toggle on the personalized message option.
Click Template and select your saved template.
Review the populated message.
Click Send.
The invitation will be sent using your standardized message.
Send Client Portal Invitations in Bulk
You can apply the same invitation template to multiple clients at once.
To send in bulk:
Go to Clients.
Click Manage Client Portals.
Select Without Client Portals.
Use the checkboxes to select multiple clients.
Click Send Invite in the Bulk Actions menu (top right).
Toggle on the personalized message.
Click Template and select your template.
Click Send.
All selected clients with valid email addresses will receive the invitation with the same standardized message.
Tip: Double-check client selections before sending bulk invitations to avoid sending to unintended recipients.
Troubleshooting
Template does not appear
Confirm it has been saved.
Verify you have permission to access shared templates.
Client did not receive invitation
Confirm the client has a valid email address.
Resend the invitation if needed.
Personalized message not populating
Ensure the toggle for the personalized message is enabled before selecting the template.
Summary
Client Portal Invitation Templates help you maintain consistent communication when granting portal access.
Create standardized invitation messages.
Apply templates when sending individual invitations.
Use bulk send for firm-wide rollouts.
Reinforce instructions to reduce login confusion.
Need Help?
Contact Support or ask Penny, our AI Support Bot, for assistance.