The client portal, explained
Every client gets a personal portal link — one page where they see upcoming meetings, reschedule or cancel, download shared files, check package credits, and revisit meeting recaps.
How clients get their link
Every client has a personal portal link — no password, no account to create. It's included in their booking confirmation emails, and reminder emails can carry it via the {{portal_link}} variable. You can also copy any client's link yourself from Dashboard → Portal links and send it directly.
The link identifies the client, but it isn't the whole key: the first time they open the portal (and before sensitive actions like rescheduling or cancelling), they confirm a one-time code emailed to their address. So a forwarded or leaked link doesn't expose their details on its own. If a link ends up somewhere it shouldn't, email support@yourdayschedule.com and we'll rotate it.
Correcting a client's email address also replaces their portal link and invalidates their previous portal session. Copy the current link from Dashboard → Portal links; the client verifies a new code at the corrected address.
What's inside
The portal is one page with five tabs:
- Upcoming — every scheduled meeting with date, time, video link, and reschedule/cancel buttons.
- Packages — active appointment packages: remaining credits, expiration, the package code, and a one-tap Book with package button.
- Recaps — recaps of past meetings you've shared with them: the AI summary, key points, decisions, and a checklist of what they agreed to do (pre-filled from the meeting, editable before you share; they tick items off, and unchecked items show up in their day-before reminder as "Before we meet").
- My files — documents shared between you and the client, available to download anytime. Clients can also upload files to you here — PDF, Word, Excel, PowerPoint, images, or plain text, up to 20 MB each.
- History — past meetings.
Above the tabs sits a Book another session button. Booking from inside the portal skips the re-typing: the booking form opens with the client's name, email, and phone already filled in (still editable, and custom intake forms are covered too). Book with package works the same way and carries the package code along.
File upload limits
Clients can start uploads only for a confirmed booking that has not started, with file uploads enabled on its meeting type. Files must be PDF, Word, Excel, PowerPoint, images, or plain text, up to 20 MB each.
Each booking allows 20 client upload starts in total. Failed or abandoned attempts count, and deleting a file does not restore an upload slot. Hosts are not subject to this client limit. If a client reaches it, they should contact you instead of repeatedly retrying.
An upload already started can finish after the meeting starts or uploads are switched off. Cancelled bookings and blocked clients remain denied. Files already saved remain available through the usual access controls.
Share the right recap
A shared recap must belong to your account and be linked to one of your clients. Its checklist belongs to that same client and meeting. If you change the linked client before sharing again, review the recap and checklist for the new recipient; the previous client's checklist is not carried over.
If sharing is refused, check the meeting's linked client in Dashboard → Meetings and choose the correct client from your own client list before trying again.
Reschedule and cancel
Clients handle their own changes from the Upcoming tab — rescheduling reopens your live booking calendar with current availability, cancelling frees the slot (and notifies your waitlist, if that meeting type has one).
If you've set cancellation or reschedule cutoffs on a meeting type, the buttons grey out inside the window with an explanation of your policy — see Waitlists & cancellation rules. The same policy is spelled out on the booking page's confirmation step (and in the checkbox the client agrees to), so nobody is surprised later. Cancellation emails show the meeting time in the client's own timezone, just like confirmations and reschedule notices.
Cutting off access
Blocking a client (Dashboard → Clients → Block) closes their portal as well as stopping new bookings. It takes effect immediately — even if they already had the portal open, their next action fails with a note asking them to contact you, and they can't request a new sign-in code. Unblock to restore access.
If something's off
- A client lost their link — copy it from Dashboard → Portal links and resend, or point them at any confirmation email.
- A client says the portal stopped working — check whether they're blocked under Clients; blocking closes portal access too.
- The reschedule button is greyed out — they're inside your reschedule cutoff for that meeting type. You can always reschedule for them from Bookings.
- A file isn't showing — check it's attached to that client in Dashboard → Files.
- A client's upload fails — check the file type and size, booking status and start time, upload setting, and the 20-start limit above. Follow the displayed error. If an upload was started before the September 13 security update, refresh the page and start it again.
Still stuck? Email support@yourdayschedule.com — we answer quickly.