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The Complete Guide to the vcita Client Portal

Take control of the client experience by learning how to navigate and manage the client portal to improve communication and service delivery.

The client portal is a secure, online space where your clients can connect with your business. They can book appointments, make payments, send messages, access documents, and more, all in one place.

Log in to the Client Portal

Clients will receive a link to the client portal from the platform. If their phone number is on file, they’ll get a login code by text. If not, the code will be sent to their email instead.

To log in the Client Portal:

  1. Open the Client Portal URL in your browser.
  2. Enter the email or phone number.
  3. Click Get Login Code.
  4. Enter the login code.
  5. Click Login.
Note: If you manage multiple accounts, you’ll be asked to choose the one you want to access when you log in.

Client Portal Dashboard

Your dashboard gives clients a quick overview of upcoming appointments, outstanding payments, and any new documents. From here, clients can schedule appointments, make payments, download files, and more.

How Clients Pick a Language

Clients can change the language themselves when they visit your portal.

  1. Open the Client Portal.
  2. Click the language button.
  3. Select the preferred language from the list.
  4. View the updated text on the screen.
  5. Close the menu to save the choice to the client file for future visits.

Schedule an Appointment

Clients can schedule and manage their appointments right from the client portal.

To schedule an appointment:

  1. Go to the Client Portal Dashboard.
  2. Click the Booking hyperlink.
  3. Click Schedule Now or the add icon.
  4. Select a service.
  5. Select a date and time.
  6. Click Continue.
  7. Optional: Add a note.
  8. Check the "I have read and accept the terms of service" box.
  9. Click Confirm booking.

Reschedule an Appointment

Clients can reschedule an upcoming appointment from the "Bookings" page.

To reschedule an appointment:

  1. Go to the Client Portal Dashboard.
  2. Click the Booking hyperlink.
  3. Click Reschedule on the appointment.
  4. Select a date and time.
  5. Click Reschedule.

Cancel an Appointment

Clients can cancel an upcoming appointment directly from the "Bookings" page if needed.

To cancel an appointment:

  1. Go to the Client Portal Dashboard.
  2. Click the Booking hyperlink.
  3. Click Cancel on the appointment.
  4. Optional: Add a message.
  5. Click Done.

Make a Payment

Clients can quickly make a payment through the client portal by selecting an unpaid item.

To make a payment:

  1. Go to the Client Portal Dashboard.
  2. Click the Payment hyperlink.
  3. Click the unpaid item from the list.
  4. Click Pay.
  5. Click Pay Full Amount or enter the amount.
  6. Click Proceed to Payment or Pay with PayPal.
  7. Select your payment method.
  8. Follow the instructions.
  9. Click Pay.
Note: You can select multiple items on the list to pay them all at once.

Download Receipt, Estimate, or Invoice

Clients can download receipts, estimates, or invoices from the "Payments" section.

To download a receipt, estimate, or invoice:

  1. Go to the Client Portal Dashboard.
  2. Click the Payments hyperlink.
  3. Click a payment in the "Unpaid" or "Paid" list.
  4. Click the PDF icon.
  5. Click the Download icon.

Download a Document

Clients can download documents directly from the "Documents" section.

To download a document:

  1. Go to the Client Portal Dashboard.
  2. Click the Documents hyperlink.
  3. Select the document you want to download.
  4. Click Download.

Send a Document

To send a document:

  1. Go to the Client Portal Dashboard.
  2. Click the Documents hyperlink.
  3. Click the add button.
  4. Select a file from your device.
  5. Enter the subject and message.
  6. Click Send.
Note: The total upload size can’t exceed 20MB.

Send a Message

Clients can use the Contact us button to reach your business.

To send a message:

  1. Go to the Client Portal Dashboard.
  2. Click the Contact us button.
  3. Enter the subject and message.
  4. Click Submit.

Add Webpage to Home Screen

For access, clients can bookmark the page or, on mobile devices, add a shortcut directly to their home screen.

Android

To add a shortcut for Android:

  1. Open the Google Chrome app.
  2. Go to the platform's website.
  3. Tap the more options icon.
  4. Select Add to Home Screen.
  5. Optional: Edit the name.
  6. Tap Add.

iPhone or iPad

To add a shortcut for iPhone or iPad:

  1. Open the Safari App.
  2. Go to the platform's website.
  3. Tap the share icon.
  4. Select Add to Home Screen.
  5. Optional: Edit the name.
  6. Click Add.

View Client Portal as a Client

As an administrator, you can also view the portal as a client to better understand your client’s experience.

To view your client portal as a client:

  1. Open the platform.
  2. Go to Client Portal.
  3. Click View as Demo Client.

Edit Client Portal URL

To edit your URL:

  1. Open the platform.
  2. Go to Client Portal.
  3. Click the edit icon under "Client Portal URL."
  4. Enter your desired URL.
  5. Click the edit icon to make changes if needed.
  6. Click Done to save your changes.

Copy your Client Portal URL

To copy your Client Portal URL:

  1. Open the platform.
  2. Go to Client Portal.
  3. Under the "Client Portal URL", click the Copy button.

Log Out

To log out of the Client Portal:

  1. Go to the Client Portal Dashboard.
  2. Click the menu icon.
  3. Click Logout.

Frequently Asked Questions

Q: How do clients choose a different language in the portal?

Clients click the language button within the portal and select their preferred option from the available list. The platform updates the display immediately and saves this preference to the client record.

Q: Can clients pay for multiple invoices at the same time?

Yes, clients can select multiple unpaid items from the list in the "Payments" section to process them in a single transaction.

Q: What is the maximum file size for document uploads?

Clients can upload files as long as the total size does not exceed 20MB.

Q: How can I see what my clients see when they log in?

Navigate to the Client Portal menu within the platform and click View as Demo Client to preview the portal experience.

Q: How do clients log in if they do not have a password?

The platform uses secure login codes sent via text message or email, so clients do not need to remember a traditional password.

Q: Can clients reschedule their own appointments?

Yes, clients can reschedule an upcoming appointment by navigating to the Booking section in their portal and selecting the Reschedule option.

Q: Where can clients find their past receipts?

Clients can access all past receipts, estimates, and invoices by clicking the Payments hyperlink on their dashboard and viewing the "Paid" list.

Q: How do clients contact my business through the portal?

Clients can use the Contact us button on their dashboard to send a secure message directly to your business.

Q: Can clients share files with me through the portal?

Yes, clients can upload and send documents to you by clicking the Documents hyperlink and using the add button to select a file from their device.

Q: Is it possible for clients to access the portal like a mobile app?

While there is no dedicated app, clients can add a shortcut to their mobile home screen using Safari on iOS or Chrome on Android for quick, app-like access.

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