Clients
Turn on the client portal
Give clients a signed-in place to check their own sessions, package credits and payments — how to switch it on, exactly what they can do there, and how they sign in.
The client portal is a signed-in area where a client can look up their own sessions, see how many credits are left on a package, and check what they have paid — without emailing you to ask. Turning it on takes one switch, and it saves you the small admin questions that arrive between sessions.
The switch lives in Settings in the sidebar, on the Notes & Sessions tab, in a card called Client Portal. Clients reach the portal itself at calso.io/my — a separate sign-in from yours, with its own address and its own password.
Switch the portal on
New workspaces start with the portal already on, so this may be a case of confirming rather than changing. It is worth looking, because it is the one setting that changes what your clients can do on their own.
- Open the Notes & Sessions tab
Click Settings in the sidebar, then choose the Notes & Sessions tab from the row of tabs across the top of the page.
- Find the Client Portal card
Scroll past Post-Session Note Reminders to the card headed Client Portal. If you do not see it, your plan is below Practice.
- Turn on Send portal access to clients
Flip the switch beside Send portal access to clients. It saves the moment you flip it and shows Saved! underneath — the Save button higher up the tab belongs to the note reminder settings and does not need pressing for this.
- Point clients at the address
Tell clients they can sign in at calso.io/my with the email address they booked under. It is worth putting in your email signature, because the portal is the answer to most "when is my next one?" messages.
What a client sees when they sign in
The portal is built around the client, not around you. If someone books with two coaches who both use Calso, one sign-in shows them everything from both, merged. Across the top is a dark nav bar with five pages, plus a gear for Settings and Log out.
| Page | What is on it |
|---|---|
| Home | A greeting, their next few sessions, a credit bar for each active package, and Recent Activity. |
| Sessions | Upcoming and Past tabs covering every coach they have booked with. Details opens one past session. |
| Packages | Credits remaining, expiry, and any payment schedule. Where the package offering allows it, Add Credits lets them buy more. |
| Billing | A read-only list of what they have paid — date, description, amount, status. |
| Book | One card per coach, with a Book a Session button through to that booking page. |
On an upcoming session a client gets up to three buttons: Join for an online session with a meeting link, Reschedule, and Cancel. Both Reschedule and Cancel obey your cancellation policy — past the window you set, Reschedule greys out and hovering explains why. A cancellation made here reaches you the same way any other does, so nothing happens behind your back.
How a client signs in
The portal login is at calso.io/my and is headed Sign in to your client portal. It asks only for an email address and defaults to a one-click emailed link.
- Send magic link emails a sign-in link and shows a Check your email screen. The link is good for fifteen minutes, and Use a different email goes back if they mistyped the address.
- Log in with password instead swaps the form for an email-and-password sign-in. Send a magic link instead switches back.
- A password is optional and the client sets their own, from Set Password on their portal Settings page. Until they do, the emailed link is the only way in.
A client gets their portal account automatically the first time a booking with their address is confirmed, and Calso emails them a welcome message with a setup link that is good for twenty-four hours. Clients you add by hand or import from a spreadsheet get no welcome email — but they can sign in themselves at any time, and the portal creates their account on the spot.
What stays on your side
Everything you write about a client stays in your dashboard. Session notes, the Internal Notes panel on a client record, key dates, logged calls and emails, and any intake question you marked Internal only are never shown in the portal.
Nothing travels the other way either. The portal has no message box, no file upload and no way for a client to write to you — for that they still email or call. The only things a client can change are their own name and phone, Timezone, the Email notifications and SMS notifications switches, and their password. Delete Account closes their portal account; their booking history stays with you untouched.
Turning it off again
Flip Send portal access to clients off and you disappear from your existing clients' portals, and no new welcome emails go out. Nothing is deleted — flip it back on whenever you like and everything is as it was. Clients keep getting confirmations and reminders by email, and if they work with another coach who still has the portal on, they keep seeing that coach's sessions.
Now that clients can watch their own credit balances, the natural next step is building a session package they can buy.
Frequently asked questions
Do clients have to use the portal to book with me?
No. Your booking page works exactly the same whether the portal is on or off, and nobody is asked to sign up before booking. Confirmation and reminder emails go out either way. The portal is a place clients can go back to afterwards, not a gate in front of booking.
I added a client by hand and they never got a portal invite. Why?
The welcome email only goes out the first time someone's booking is confirmed. Clients you add manually or import from a spreadsheet get nothing sent to them. They can still sign in themselves at calso.io/my — as long as their email matches the address on their client record, the portal creates their account on the spot and emails them a sign-in link.
What happens to the portal if I change plans?
The client portal needs a Practice plan or higher. If your workspace drops below that, you disappear from your clients' portals even though the switch is still on, and nothing is deleted. Move back up to Practice and everything reappears as it was.
Can clients see my session notes or the notes on their record?
No. Session notes, the Internal Notes panel on a client record, key dates, logged interactions and any intake question you marked Internal only all stay inside your dashboard. The portal shows a client their own sessions, packages and payments, and nothing you have written about them.