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Link client entities to client portal users

Christa Mason
Updated

Summary

When a visitor to your client portal creates a user account, their client entity is associated to that user. Then when they log into the client portal with their user information, invoices, late fees, and past payments (if enabled) associated with the client entity are displayed.

Portal users can add additional client entities to their user account, allowing them to see invoices and past payments (if enabled) for all of their linked entities from within the portal.

Additionally, the firm can link these client accounts to existing users on their behalf. Only users can have their accounts linked - firm admins visiting a client portal from the firm portal are only going to see one client entity in the respective client portal.

Included in this Article:

Automatic client entity linkage

When a contact who appears under multiple entities in your practice management system signs up for a client portal user account using the same email address, the user is automatically associated with every client entity that lists that email.

Scenario

Jane Smith (jane.smith@example.com) is the billing contact for three different entities:

  • Smith, Jane (Client ID: 1001)
  • Smith Family Trust (Client ID: 1002)
  • Jane Smith Realty Group (Client ID 1003)

1. Jane receives an Aiwyn 1-Click invoice email for an invoice for the Jane Smith Realty Group. She clicks the "Pay Invoice" button from the email and is directed to the client portal.

2. She decides to create a portal user account using her jane.smith@example.com email address.

3. After doing so, she is automatically linked to all three entities, Jane Smith Realty Group (Client ID 1003), Smith, Jane (Client ID: 1001), and Smith Family Trust (Client ID: 1002), and sees invoices and past payments for clients 1001, 1002, and 1003.

 

Steps to link an account to a client in the firm portal

  1. Log into the firm portal.
  2. Select “Payments” from the menu along the left side.
  3. Select the “Portal Users” tab.
  4. Here you will see a list of all users who have created a user account to access their payment portal. Search for and select the user you would like to add one or more accounts to.
    NOTE: Guests that paid without signing up for a payment portal user account will not appear here.
  5. In the text field under “Link another client account”, enter the name of the account or the client number associated with the account you would like to link.
  6. A suggestion list will appear, select the name of the account from the list.  You can also validate the correct client ID which is viewable in parentheses: Screenshot_2023-01-20_at_9.53.06_AM.png
  7. Click “Add” button
  8. The entry for the user will update to reflect the new account(s) added for the user.
  9. When complete, select the X to close out the account linkage box.

Steps to delete an entity associated with a user in the firm portal:

To delete an entity linked to a user, complete the steps outlined above, but instead when viewing the entities linked to the user, select the X next to the account you wish to delete from the user’s client portal system. 

If you wish to remove a user completely, this can be done by simply removing all associated accounts. They will no longer be able to view any of the previously linked accounts.

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