Client Portal

The Client Portal provides a secure online space where invited clients can view and complete tasks assigned with them in Casebook. Instead of relying on email, phone calls, or paper forms, staff can assign work directly through Casebook, allowing clients to complete forms, upload documents, and communicate about their assigned tasks at their convenience.

Clients only see the information and tasks assigned to them, while staff can continue managing work from within Casebook.

Benefits

Using Client Portal helps your organization:

Reduce manual follow-up with clients.
Collect forms and supporting documents securely.
Give clients a single place to complete assigned work.
Track task completion in real time.
Support clients who are involved in multiple cases or intake records through one unified task list.

Before You Begin

Before inviting a client to the Client Portal:

The person must already exist in Casebook.
A staff member must invite them to the Client Portal.
The client must accept the invitation before they can access assigned tasks.

Note: To use the Client Portal, your organization's subscription must include the Client Portal feature. Once enabled, only invited external users can access it. Staff members continue using Casebook to manage cases, intake, and tasks.

Invite a Client to the Portal

You can invite a client from several places in Casebook, including:

A Case
An Intake
A Provider Record

To invite a client:

Navigate to the People section from a Case, Intake Report, or Provider Record.
Select the ellipses and click Invite to portal next to the person's name.
Select or enter the email address and confirm the invitation.
The client will receive an email with instructions for accessing the Client Portal.

Once the invitation is sent, the person's status changes to Pending under Admin Users & Teams until they accept.

Client Invitation Status

The invitation status lets you know whether a client has access to the Client Portal.

Status	Description
Invite	The client has not been invited yet.
Pending	The invitation has been sent, but hasn't been accepted. You can resend the invitation if needed.
Active	The client has accepted the invitation and can access the Client Portal.
Revoked	The client's access has been removed. They can be invited again later if needed.

What Clients Can Do

Once signed in, clients can:

View all assigned tasks in one place.
Complete assigned forms.
Upload requested documents.
Add comments to tasks.
View checklist items marked as complete.
Update limited profile information, such as their name and phone number.

If a client is connected to multiple cases, intakes, or provider records, they'll see all of their assigned tasks in a single dashboard.

Managing Client Access

Resend a Client Portal Invitation

If your client has not accepted their Client Portal invitation, you can resend it at any time.

To resend an invitation:

Open the case, provider record or intake that contains the person.
In the People section, select the three-dot menu (⋮) next to the person's name.
Click Resend portal invitation.
A new invitation email will be sent to the email address on the person's profile.

Keep in mind:

Resending an invitation does not create a new Client Portal account. It simply sends a new invitation email to the existing email address or a new email address if needed.
If the client has already completed account setup, they do not need another invitation. They can sign in directly using their email address and password. If they've forgotten their password, they should use Forgot password? on the sign-in page instead.

Revoking a Client Portal Invitation

If a client no longer needs access to the Client Portal, you can revoke their invitation.

To revoke access:

Locate the client in a Case or Intake.
Select Revoke.
Confirm your selection.

If the client needs access again in the future, simply send a new invitation.

Note: Revoking access does not delete the client's tasks. If necessary, reassign or close any outstanding tasks after access has been removed.

Frequently Asked Questions

Who can use the Client Portal?

The Client Portal is available to organizations that have the Client Portal included in their Casebook subscription. Within those organizations, only invited external users can access the Client Portal. Staff members continue using Casebook to manage cases, intake records, tasks, and other work.

Can a client access multiple cases?

Yes. If a client has tasks assigned from multiple cases or intake records, they'll see all of their assigned tasks in one Client Portal dashboard.

Can clients see other people's information?

No. Clients can only access the tasks, forms, documents, and information assigned to them.

Can I resend an invitation?

Yes. If a client hasn't accepted their invitation yet, select Pending to resend it.

What happens if I revoke a client's access?

The client will no longer be able to access the Client Portal, and a notification email will not be sent. If access is needed again later, simply send a new invitation.

Can clients update their own information?

Clients can update limited profile information, such as their name and phone number.

How do clients reset a forgotten password?

If a client forgets their password, an admin user can send them a password reset email by navigating to Admin, selecting the Portal Users tab, locating the client, and clicking Recover Password. The client will then receive an email with instructions for creating a new password.

Can I delete a client's task history and account data?

Yes. If you delete a client from Casebook, any information they submitted through the Client Portal, including their task history and account data, will also be deleted.