Inviting a therapist and a parent

Why

Two separate roles, two separate invites: a therapist gets access to their own calendar and schedule, a guardian gets the parent portal with the child’s documents. This article walks through both paths.

Therapist

Click path

1. Admin → Therapists → Add therapist — first name, last name, email (the rest of the fields are optional). The section name may be worded differently for you — it depends on the wording set up in the startup wizard.
2. Save — the therapist appears on the list with the status “Awaiting verification”, and the invite email goes out immediately.
3. The therapist clicks the link in the email, sets a password and logs in.

Note

A therapist’s view is narrower than an admin’s: no “Admin” section, no waitlist, no access to practice settings. The calendar shows only their own sessions by default. Therapists set their own working hours in their profile — no need to ask the admin to change them.

Tutaj pojawi się film: Inviting a therapist to Planote — what they see after logging in

Nagranie w przygotowaniu — wraca w tym miejscu.

Parent (guardian) + documents

Click path

1. Admin → Settings → the Contract / RODO / Additional form tabs (visible once the contract templates module is active). Activate the templates you need before inviting the guardian — Planote generates the PDFs from them.
2. Child record → Invite to portal — confirm the email address. The invite goes out by email right away.
3. Child record → Send documents — pick a scheduled session and an email address (defaults to the one saved on the guardian’s record, but you can change it at send time).

Caution

If the child doesn’t have any sessions yet, Planote blocks sending documents (“this child isn’t enrolled in any sessions, there’s nothing to send”) — that’s a deliberate safeguard so a contract never generates without content. Schedule a session for the child and try again.

Documents sent this way are not saved on the platform — they only go out by email. You can upload a signed copy manually later in A child’s documents.

The parent gets two emails: an invite to the portal (set a password and log in) and a separate email with PDF attachments (contract, GDPR consent, additional form) ready to print and sign. In the guardian portal, under My data, the parent can download their own data under GDPR at any time as a PDF.

Tutaj pojawi się film: Inviting a parent to Planote + sending documents (contract, GDPR, form)

Nagranie w przygotowaniu — wraca w tym miejscu.

FAQ

Can a therapist see other therapists’ children? By default a therapist’s calendar shows only their own sessions — that’s not a setting toggled per invite, it’s a fixed scope of the role.

What if the parent didn’t get the invite email? Check that the email address on the child’s record is correct, and try resending the invite from the child record.

Can I send just one of the three documents, not all at once? Activate only the tabs (Contract / RODO / Additional form) you actually want to send in Settings — inactive ones won’t go out with the email.