The Kalix Client Portal gives your clients a secure place to manage key parts of their care and communication with your practice. Depending on your settings, clients can book and manage appointments, view shared documents, upload files, and access billing information online.
Prerequisites
The Client Portal is available with the Virtual Practice Package.
Enable the Client Portal for your Account
Before clients can use the portal, it must first be enabled for your organization.
Go to Settings (your practice name) → Settings → Integrations
Scroll down to the Client Portal & App section.
Turn on the Client Portal toggle
A pop-up window will appear, configure your settings
Click Save
Portal Settings
Portal settings let you control what clients can do and access in the Client Portal. You can choose whether clients can book, confirm, or cancel appointments, access shared documents, upload files, and view billing information.
These settings are applied at the account level and determine which portal features are available to your clients.
Appointments
Allow booking: Allows clients to book appointments through the portal.
Bookings require confirmation: New bookings are made pending approval by your practice.
Allow cancellation: Permitts clients cancel appointments through the portal.
Cancellation notice (hours): Sets the minimum notice required before a client can cancel an appointment.
Allow confirmation: Allows clients to confirm upcoming appointments through the portal.
Documents
Enable documents: Allows clients to view documents shared with them.
Allow Upload: Enables clients to upload files through the portal.
Billing
Enable billing: Allows to clients view their bills and make payments through the portal.
Auto-invite
Auto-send portal invite on appointment messages - Automatically sends a portal invitation when Kalix sends automated appointment messages.
Manage Portal Access for an Individual Client
Once the portal has been enabled for your account, you can manage portal access for each client individually.
Open a client's file
Click the Portal tab
From here, you can:
Enable or disable portal access for that client
View whether an invitation has been sent
See if the client has activated their portal account
View portal credential details, including when access was created and when it was last used
If the Client Portal has not yet been enabled at the Account level, you'll see an alert here with a link to the Integrations page.
Invite a Client to the Portal
There are four ways to share portal access with a client.
Method 1 - Send an Invitation Email from the Portal Tab
Open the client’s Portal tab
Click Invite
Confirm the client’s email address in the invitation modal
Click Send invitation email
The client will receive an email containing their portal access link.
Method 2 - Copy The Invite Link
You can also copy the client’s portal invitation link and send it through your preferred communication channel.
Open the client’s Portal tab
Click Invite
In the invitation modal, locate the Copy Link section
Copy the invitation URL
You can then share the link by text message, email, or another method outside Kalix.
Method 3 - Send the invite when creating a new client
You can send a portal invitation while creating a new client record.
When adding a new client, select the Send Portal Invite Email checkbox.
This option will appear automatically when:
The client has an email address entered, and
The Client Portal is enabled for your organization
Once the client record is saved, the invitation email will be sent automatically.
Method 4: Send the invite automatically when messaging a client
If Send invite on messages is enabled in your Kalix Portal integration settings, Kalix will automatically send a portal invitation when you message a client about an appointment.
This can be a simple way to introduce clients to the portal as part of your usual workflow.
Filter clients by portal status
On the Clients list page, you can filter clients by portal-related status.
Available filters include:
Portal Enabled
Shows clients who currently have portal access turned on.
Portal Invite Sent
Shows clients who have already been sent a portal invitation.
These filters can help you quickly identify which clients already have access and which may still need to be invited.
Important notes
The Client Portal must be enabled at the organization level before it can be used for individual clients.
Clients must have a valid email address saved in their profile to receive an invitation email.
If you want clients to be able to access documents, billing, file uploads, or appointment actions, those options must be enabled in the Kalix Portal integration settings.
Troubleshooting
The Portal tab says the portal is not enabled
This means the Client Portal has not yet been turned on for your organization.
To enable it:
Go to Organization → Integrations → Kalix Portal
Turn on the portal toggle
Save your changes
Once enabled, return to the client’s Portal tab.
The client did not receive their portal invitation
Check the following:
the client has a valid email address entered in their profile
the invitation was sent from the client’s Portal tab or via one of the automatic invite options
the client checks their spam or junk folder
If needed, you can open the Invite modal again and either resend the invitation email or copy the link and send it manually.
The client can’t book, cancel, confirm, or upload files
These actions depend on your portal settings.
Go to Organization → Integrations → Kalix Portal → Edit and confirm the relevant options are enabled, such as:
Allow booking
Allow cancellation
Allow confirmation
Allow upload
The client can’t see documents or billing information
Make sure the relevant portal features have been enabled in the organization-level portal settings.
Check that:
Enable documents is turned on if you want clients to access shared documents
Enable billing is turned on if you want clients to access billing and payment information