Overview
Client portal access connects a client record in your studio to the client’s DanceFlow login account.
The goal is:
Client record in your studio + client login account = client portal access
Once linked, the client can log in through Public Account / Client Portal and access the portal for your studio.
Invite vs link
There are two common ways to give a client portal access.
| Action | Best For | What Happens |
|---|---|---|
| Send Portal Invite | New clients or clients who have not logged in before | DanceFlow emails the client a secure sign-in link so they can activate access |
| Link Existing Account | Clients who already have a DanceFlow account | Their existing account is connected to the client record in your studio |
When to send a portal invite
Send an invite when the client is new to DanceFlow or you are not sure whether they have created an account yet.
Use this when:
- The client has never logged in before
- The client does not already have a DanceFlow public account
- You want DanceFlow to email them a secure access link
- You want the client to activate their own portal access
Before sending the invite, confirm the client record has the correct email address.
When to link an existing account
Use linking when the client already has a DanceFlow public account or portal account using the same email address.
Use this when:
- The client says they already created a DanceFlow account
- The client used public discovery before
- The client registered for an event using the same email
- The client already has portal access with another studio
The client does not need a second DanceFlow account. Their existing login can be connected to your studio’s client record.
Why the email address matters
DanceFlow uses the email address to match the client record to the login account.
Check for:
- Misspelled email addresses
- Old email addresses
- Duplicate client records
- A different email used by the client for DanceFlow
If the email does not match, the client may log in but not see the correct portal.
How to send a client portal invite
1. Go to Clients.
2. Open the client record.
3. Confirm the client has a valid email address.
4. Choose the portal invite option.
5. Send the invite.
The client will receive an email from DanceFlow with a secure sign-in link.
When the client clicks the link, DanceFlow should activate the session and send them directly to the correct portal.
How to link an existing account
1. Go to Clients.
2. Open the client record.
3. Confirm the email matches the account the client already uses.
4. Use the portal linking option.
5. Save the change.
After linking, the client can log in through Public Account / Client Portal and access your studio portal.
What the client should do
The client should:
1. Open the email from DanceFlow.
2. Click the secure sign-in link.
3. Land in their client portal.
4. Use the same email address for future portal access.
They should not need to request multiple magic links to activate portal access.
Troubleshooting
### The client did not receive the invite
Ask them to check:
- Spam or junk folder
- Promotions tab
- Whether the studio has the correct email address
- Whether their inbox blocks automated emails
### The client logged in but does not see the portal
Check:
- The email on the client record matches the login email
- The client record is linked to their portal account
- The client is not duplicated in the CRM
- The client is using Public Account / Client Portal, not Studio Login
### The client used the wrong email
Update the client record with the correct email address, then resend the invite or link the correct existing account.
Best practices
- Confirm the client email before sending an invite.
- Avoid duplicate client records.
- Use one DanceFlow account per client whenever possible.
- For clients connected to multiple studios, use the same email so their portal access can stay connected.