Introduce your clients to the client portal

Client Portal Login & Bulk Emailing Contacts

Your client portal login: https://<firmsubdomain>.client.myfirm360.com

How to Bulk Email All Contacts to Introduce the Client Portal

Before sending a bulk email, it's essential to review your contacts and ensure they are properly configured for portal access.

Step 1: Verify Contact Information

1. Navigate to the Contacts tab in the black ribbon on the left.
2. Look at the Client Portal column:
   •  Red Warning Circle – Indicates missing information preventing portal access.
   •  Green Checkmark – Contact is configured correctly for the Client Portal.

Step 2: Update Missing Information

For a contact to access the Client Portal, they must have the following:
A valid email address
A Social Security Number (SSN)
A mobile number

To update a contact:

1. Click the Action dropdown menu next to their name.
2. Select Edit Details and enter the missing information.

Step 3: Send Bulk Email to Introduce the Client Portal

Once all contacts are configured, you can send a bulk email introducing them to the Client Portal. This ensures they have the necessary information to log in and use the system.

Bulk Emailing Contacts & Client Login Experience

Bulk Emailing Contacts to Introduce the Client Portal

To efficiently notify your clients about the new Client Portal, our team recommends the following steps:

1. Export Your Contact List:

   • Click the Export Contact List button (located in the lower right corner).
   • Use this list to import contacts into an email service such as MailChimp for bulk emailing.

2. Use the Sample Email Template:

   • A sample email is attached at the bottom of this page to help introduce the portal to your clients.

3. Ask Clients About Organizers:

   • In your email, ask clients if they would like an organizer mailed to them.
   • Many clients do not require an organizer, so this step can help reduce unnecessary mailings.
   • If a client requests one, you can send the organizer via email or mail.

4. Attach an Organizer Checklist:

   • To streamline the process, consider attaching an Organizer Checklist to the bulk email.

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Client Login Experience

When clients log in to the Firm360 Client Portal, they will go through the following steps:

1. Login Screen:

   • Clients will enter their email and the last 4 digits of their SSN.

2. Multi-Factor Authentication (MFA):

   • After entering their login details, they will receive a verification code via text message to their registered mobile phone.
   • They must enter this code to proceed.

3. Convenience Feature:

   • Clients can select the “Remember Me” option, which will save their email and last four SSN digits for future logins.
   • This reduces the need to re-enter their credentials each time they access the portal.

By following these steps, you can ensure a smooth onboarding experience for your clients while effectively managing communication about the Client Portal and Organizers. 🚀

When a client logs into their portal, they will be directed to their dashboard, which displays their Client Actions, Unread Documents, and Open Invoice Balance at a glance.

Client Portal Dashboard Features

• Client Actions – Displays any tasks or requests that require client action. 🔗 Learn more here.

• Unread Documents – List any documents you’ve made available in the Client Portal that the client has not yet opened. 🔗 Learn more about Client Portal document features.

• Uploading Documents to the Client Portal – To upload a document for a client:

  1. Navigate to the Documents tab.
  2. Click the "Add Document" button.
  3. Select the file and configure visibility settings as needed.

• Managing & Tracking Documents in the Client Portal

  • Filtering Documents:

    • Use the tabs on the left to filter documents by type, including:
      Client Uploads
      Contracts
      Spreadsheets
      Tax Returns
      Workpapers

  • Tracking Document Views:

    • Toggle on "Only Viewed" to see which documents the client has accessed.
    • The date and time a document was viewed will appear under the "Download" column on the right. (Highlighted in yellow in the example below.)

  • Client Notifications:

    • When you upload a document to the Client Portal, an automated email notification is sent to the client. (See sample email screenshot below.)

Open Invoice Balance & Payment Options

• Viewing & Paying Invoices:

  • Clients can view and pay their invoices directly from the Invoices tab in the Client Portal.
  • A Balance Due box will display for each client they are associated with.

• Setting Up Payment Methods:

  • Clients can set up their payment method (Credit Card or ACH) by following these steps: 🔗 Instructions here.

• Payment Restrictions:

  • Partial payments are not allowed via the Client Portal—clients must pay the full balance due.

A sample email template is attached to this article, providing an example of how to introduce your Client Portal to your contacts. You can customize this template to fit your firm's messaging and client needs. 🚀

Return to Implementation: 3.0 Client Portal Management

• Client Portal Introduction Email (4).docx300 KB