Using the Client Portal for Doula Services

The DoulaBub client portal provides your clients with secure access to their information, appointments, invoices, and more.

What is the Client Portal?

A personalized space where your doula clients can:
- View upcoming appointments
- Access and pay invoices
- Download shared documents
- Send secure messages
- Update their information
- Review service history

Benefits for Your Doula Practice

Saves Time
- Clients can self-serve for common questions
- Automated appointment confirmations
- Instant invoice delivery and payment
- Reduced administrative work

Professional Experience
- Branded to your business
- Clean, modern interface
- Mobile-friendly design
- 24/7 client access

Better Organization
- Centralized client communication
- All documents in one place
- Complete interaction history
- Automated reminders and notifications

Enabling the Client Portal

Activate Portal Access
1. Go to **Settings** → **Client Portal**
2. Toggle "Enable Client Portal" to ON
3. Customize portal settings
4. Save changes

Portal Customization
Configure your portal branding:
- Add your logo
- Choose brand colors
- Set welcome message
- Customize email templates

Granting Client Access

Automatic Access
When you create a new client:
- Portal access is enabled by default
- Client receives welcome email
- Email contains secure portal link
- No password needed (secure token authentication)

Manual Access Setup
For existing clients:
1. Open client profile
2. Click **Send Portal Invite**
3. Client receives email invitation
4. They click link to access portal
5. Link is time-limited and secure

What Clients See

Dashboard
Clients see an overview of:
- Next appointment
- Outstanding invoices
- Recent messages
- Shared documents

Appointments
Full appointment calendar:
- Upcoming appointments
- Past appointment history
- Appointment details and notes
- Directions or virtual meeting links

Invoices
Complete billing information:
- All invoices (paid and unpaid)
- Payment history
- **Pay Now** button for online payments
- Download invoice PDFs

Documents
Access to shared files:
- Birth preferences
- Service agreements
- Educational materials
- Forms and questionnaires

Messages
Secure communication:
- Send messages to you
- View message history
- Receive your responses
- No email required

Client Portal Security

Secure Authentication
- Magic link authentication (no passwords)
- Time-limited access tokens
- Unique link per client
- Cannot access other clients' data

Data Protection
- All communication encrypted
- HIPAA-compliant practices
- Secure file uploads
- Automatic session timeouts

Sharing Documents

Upload files for client access:
1. Open client profile
2. Go to **Documents** tab
3. Click **Upload Document**
4. Select file(s) to share
5. Add description (optional)
6. Click **Share with Client**

Clients can view and download immediately.

Supported File Types
- PDFs
- Word documents
- Images (JPG, PNG)
- Videos (MP4)

> **Tip:** Share birth preference templates, educational resources, or care instructions

Client Communication

Sending Messages
From your dashboard:
1. Go to **Clients**
2. Select a client
3. Click **Messages** tab
4. Type your message
5. Send

Client receives:
- Email notification
- Message in their portal
- Your response timestamped

Message Best Practices
✅ **Do:**
- Respond within 24 hours
- Keep communication professional
- Use for appointment details
- Share resources and links

❌ **Don't:**
- Discuss highly sensitive medical info (use phone)
- Make it your only communication method
- Expect instant responses
- Send time-sensitive info only via portal

Invoice Payments Through Portal

Enable online payments:
1. Go to **Settings** → **Payments**
2. Connect payment gateway
3. Enable "Client Portal Payments"
4. Configure accepted payment methods

Client Payment Experience
1. Client opens invoice in portal
2. Clicks **Pay Now**
3. Enters payment information
4. Receives instant confirmation
5. Invoice marked as paid automatically

Payment Methods Supported
- Credit/debit cards
- ACH bank transfers
- Digital wallets (if configured)

Appointment Management

Clients can view appointments:
- Date and time
- Appointment type (prenatal visit, birth, etc.)
- Location or virtual link
- Special instructions
- Add to their personal calendar

Appointment Reminders
Automatic email reminders:
- 1 week before
- 1 day before
- Custom timing (configurable)

Portal Notifications

Clients receive emails when:
- New invoice is sent
- Appointment is scheduled
- You send a message
- Document is shared
- Payment is received
- Appointment reminder

Customize Notifications
Control what emails are sent:
1. **Settings** → **Email** → **Client Notifications**
2. Toggle notifications on/off
3. Customize email content
4. Set notification timing

Troubleshooting

**Client can't access portal**
- Resend portal invitation
- Check email went to inbox (not spam)
- Verify client email is correct
- Portal link expires after 7 days

**Client forgot portal link**
- Click **Resend Portal Link** in client profile
- New secure link will be emailed
- Old link becomes invalid

**Payment isn't working**
- Verify payment gateway is connected
- Check invoice is in "Sent" status (not draft)
- Ensure portal payments are enabled
- Test with a small amount first

Disabling Portal Access

For clients who prefer not to use it:
1. Open client profile
2. Go to **Settings** tab
3. Toggle "Portal Access" to OFF
4. Client can no longer log in

They can still receive:
- Email invoice PDFs
- Appointment confirmations
- Direct emails from you

Client Portal Best Practices

Setup
- Enable for all new clients by default
- Send welcome email with instructions
- Include portal benefits in your contract
- Offer a quick walkthrough

Maintenance
- Check messages daily
- Respond promptly to inquiries
- Keep documents up-to-date
- Archive old information

Communication
- Use for non-urgent matters
- Phone/text for time-sensitive info
- Be clear about response times
- Set expectations in service agreement

Privacy Considerations

Inform clients that:
- Portal access is optional
- Data is encrypted and secure
- They can request access removal
- Information is HIPAA-compliant
- Only they can access their data

Promoting Portal Usage

Encourage clients to use the portal:
- "Your client portal is now active!"
- "View your appointment details in your portal"
- "Pay your invoice conveniently online"
- "Access your birth resources anytime"

Future Enhancements

Coming soon to the client portal:
- Online appointment booking
- Two-way file sharing
- Video consultation integration
- Mobile app access

Next Steps

- [How to Add and Manage Doula Clients](/help/client-management/add-clients)
- [Understanding Client Data Privacy and Security](/help/client-management/data-privacy)
- [How to Create and Send Your First Invoice](/help/billing-invoicing/first-invoice)