Clients

How to invite a client

1. Clients → “Add client”.
2. “Name” and “Email”.
3. “Subscription tier”: pick a package (can be done later).
4. Tick “I confirm that the client is an adult (18 years of age or older)”. The platform is for adult clients only; without the box the invitation does not go out.
5. “Send Invitation”. The message “Invitation sent to …” confirms it.

The client gets an email from seansa.rs, sets a password, confirms they are 18 or older, accepts the terms and the privacy policy and fills in a profile. Until they sign in, the list shows “Invitation Pending” and their page has a “Resend invitation” button.

If an invitation cannot be sent to an address, the form says so right away: ask the client for another address. Invitations per day are limited; once you have used them up, clicking “Add client” returns to the list with “Daily invitation limit reached”.

The client’s page

Clients → click the name. At the top: “Therapy Type” (the package), “Contact” (“Chat” and email), “Sessions” (Attended, No-shows, Late cancellations, My no-shows), “Next Session” and “Transcription consent” when the practice has AI notes. Buttons: “Schedule Session” or “Edit Schedule”, “Start Call”, “Add Note”, “Edit Member”. Below, the tabs “Record”, “Session Notes” and “Documents” (coming soon).

How to keep the record

1. On the client’s page open the “Record” tab.
2. “+ Add Section”, type a title (for example “Reason for coming”) and the text, “Save”.
3. Every section has “Edit” and “Delete”.

Only you see the record: neither the client nor we do.

How to change a client’s package, price or details

1. On the client’s page, “Edit Member”.
2. Change the name or email. The package is changed in the same form.
3. “Price adjustment”: a discount or surcharge for this client only, as a “Fixed amount” or “Percent”, with a reason only you see. It applies from the next charge; a new adjustment replaces the previous one, “History” keeps them all.
4. “Update Member”.

How to remove a client

At the bottom of the “Edit Member” form is the “Danger Zone”. What it offers depends on whether the client has ever signed in:

• Never signed in: “Delete”. Removes them for good, together with the sessions where they were the only participant.
• Has signed in: “Deactivate”. The client can no longer sign in, their future sessions leave the calendar, and the record, notes, messages and payments stay on their page, marked as deactivated.

How to bring a client back

A deactivated client sits at the bottom of the list. Open them, “Edit Member” → “Danger Zone” → “Reactivate”. Same account, same record.

How to answer a data deletion request

A client can ask from their profile for all their data to be deleted. On their page, “Data deletion request” appears with a 30-day deadline.

• “Approve and delete everything”: permanently deletes the client, the account, sessions, messages, notes and transcripts; only the payment records remain, without personal data.
• “Decline”: write the reason the client will see (for example a duty to keep records).