🖥️ For providers using the Oasys web app. Once a client is on your list, see Managing clients for their profile, contacts and archiving.
This article shows you how to add every kind of client to your caseload: adults, minors, and chart-only clients who don't get a portal login. It also covers inviting someone who already has an Oasys account, fixing a client's email, and sending or resending portal invites, including to clients who were imported from another system.
In this article
1. Adding a client who doesn't have an Oasys account
Use this when the person has never had an Oasys login.
💡 Tip: If your account is set to say "patients" instead of "clients", every label in this article reads "patient" instead (for example My patients and Add new patient).
Open the My clients tab and click Add new client at the bottom of the client list. On smaller screens the button just says Add new.
Enter the client's full name. Tick Use preferred name if you want to add a preferred name too.
Enter their Email. It's required unless you choose not to send an invite (see Adding a client without sending an invite).
Choose a billing type if billing is enabled: Cash Pay, Insurance, or Not Billed.
Click Add client.
The client receives an email with a link to set up their login. Until they finish, their profile shows Account setup pending (see Portal invites).
After you add a client, a What's next checklist suggests scheduling their first session, assigning intake documents, and setting up their treatment plan.
Why is Insurance greyed out?
The Insurance option stays disabled until your insurance setup is complete. The label next to it tells you what's missing:
(NPI required): add your NPI.
(Practice setup required): your practice admin must add the practice NPI and Tax ID.
(Setup required): finish your insurance setup.
If you told Oasys you only take cash pay, the Insurance option isn't shown at all.
Couples and families
If couples and families are turned on for your practice, you also see Couple and Family account types. See Groups, families, couples and minors for how those work.
2. Adding a client without sending an invite (chart-only)
A chart-only client has a chart in Oasys but no portal access, for example a client who doesn't want a login, or while you're still collecting their details.
Open Add new client and tick Don't send a portal invite.
Add an email if you have it. It becomes optional.
Click Add client.
The client is saved as chart-only, with a No portal access badge. No email is sent. You can still schedule sessions, write notes and, if billing is enabled, bill them.
When you're ready to give them portal access, open their profile and click Send Invite Email (see Portal invites). If you didn't enter an email when you added them, you can type it into the invite dialog.
3. Adding a minor client
Use the Minor account type for a child whose portal is reached by a guardian, by their own login, or both.
Select Minor in the account type selector at the top of the Add new client dialog.
Enter the minor's full name.
Choose who has portal access: Guardian, Minor, or Both.
Enter the parent or guardian's name, email and Relationship (Mother, Father, Legal Guardian, Grandparent, or Other).
Enter the minor's own email if you chose Minor or Both.
Set the portal areas. If only one person signs in, they get every portal area automatically. If both sign in, choose which areas each one can see. Every area needs at least one person, and each login needs at least one area, before Add client becomes clickable.
Click Add client.
✅ Good to know: The guardian's email is their portal login. If that email already belongs to an Oasys login, that login is linked as the guardian and no invite is sent. The guardian gets an email saying the child was added, and they can switch into the child's account after signing in.
After you add a minor
To add a second guardian, or add or update a guardian's phone number, open the minor's Access tab, click the edit icon on the guardian, make the change, and save.
A guardian's email is locked once that guardian has been invited. You'll see "Email is locked because this guardian has been invited."
For guardians, portal permissions, converting a client to or from a minor, and the account switcher, see Minors and guardians.
4. Inviting an existing Oasys user
Use this when a client already has an Oasys account, for example because they're transferring from another provider.
Add them as usual. After you click Add client, you see Existing user found.
Click Send invite to send them a connection request instead of creating another account.
Wait for the client to approve the request. You see Invitation sent, and their row shows the tooltip "Invitation sent - awaiting client approval".
While you wait, you can cancel the request with the X (Retract invite) button on their row.
💡 Tip: Clients with Oasys accounts control their own care relationships, so they need to consent before they're connected to a provider.
Transferring from another provider
You can't invite someone who is still an active client of another provider on Oasys. You'll see "Already a client elsewhere. This person is already an active client with another therapist. They need to end that relationship before you can invite them." If they have a pending invitation from another provider, they need to accept or decline it first.
5. If a client can't be added
Use this table to understand the message you see and what to do next.
What you see | What it means |
Already your client: "This email belongs to someone who is already a client in your roster." | They're already on your list. Search for them, and check Show archived clients too. |
Email Already in Use: "...already in use as the guardian email for an existing minor client." | That email is a guardian login for a minor. Use a different email for this client. |
Cannot Create Client: "This email belongs to a therapist account." | Providers can't be added as clients. Use a different email. |
Cannot Create Client: "This email cannot be used for a portal login." | The email is ineligible, for example because it belongs to practice staff. Use a different email. |
The button says Upgrade to Add | You've reached your plan's client limit (see below). |
Client limits
On the Free plan, a solo provider can have up to 3 active clients.
The client list shows your count (for example "Active clients 3 / 3") and "Upgrade to add more clients" when you're full.
Providers who are part of a practice, and Managed RCM accounts, aren't limited.
If your subscription is paused, you can't add clients until it's reactivated.
To change your plan, contact your Oasys representative.
6. Editing client details and changing an email address
You can correct most client details yourself from their profile.
Open the client's Personal or Clinical tab.
Click the edit (pencil) icon and make your changes.
Click Save.
Email and name rules
A client's Email can only be changed while they have no login. That means chart-only clients and clients who haven't been sent an invite yet.
A client you add with an email gets their login the moment you add them, so their email is locked straight away. While editing, you'll see "Email cannot be changed since this user has started the signup process."
A client's name can be changed until they finish setting up their account. After that you'll see "Name and email cannot be changed since this user has made an account."
For a chart-only client, you can also correct the email inside the Send Invite Email dialog before you send it. After you send it, the address can't be changed.
For a minor, the invite goes to the guardian, so change the guardian's email on the Access tab. This is only possible before that guardian has been invited.
⚠️ Important: If a client's email needs changing after you've sent them a sign-up link (a typo, a bounced invite, or they changed address), contact Oasys support from the ? menu → Contact Us with the client's initials and the correct email. Don't add the client a second time with the corrected email, because that creates a duplicate chart.
7. Portal invites: sending, resending, and status badges
A client's profile badge tells you where they are in setting up their portal login.
Badge | Meaning | What you can do |
No portal access | Chart-only client. No login, no invite sent. | Send Invite Email |
Awaiting Email Invite | The client is in Oasys but no invite has gone out yet (for example, imported clients). | Send Invite Email |
Account setup pending | Invited, but hasn't finished setting up. | Click the badge, or use the settings (gear) icon → Resend portal invite |
Pending Approval | A connection request is waiting on the client or on you. | Approve or deny it, or retract your invite (see Inviting an existing Oasys user) |
No badge | The client has an active login. | Nothing to do |
Sending the first invite
Click Send Invite Email on the client's profile. The Send Client Account Invite dialog shows the address the invite will go to.
Check the address carefully.
Choose the guardian to invite if the client is a minor with more than one guardian. A minor's invite always goes to a guardian's email.
Click Send Account Invite. The client gets an email with a link to set up their account and create a password.
⚠️ Important: The invite address can't be changed after the invite is sent.
If the client's date of birth shows they're under 18, or there's no date of birth, the dialog also offers Convert to Minor. That's only possible before the invite is sent.
For a minor whose portal permissions haven't been saved yet, no invite can be sent until you save the permissions on the Access tab.
Resending an invite
Click the Account setup pending badge, or choose the settings (gear) icon → Resend portal invite.
Click Send reminder in the Resend account setup email dialog. This sends a secure one-time login link. The client clicks it, is signed in, and is asked to create their own password.
Links are valid for 24 hours. If an earlier link expired or was already used, resend it.
If the client tries to sign in before finishing setup, the login page tells them an invitation was sent and that they can use Forgot password? to set a password if the link doesn't work.
Invites are sent one client at a time here. Practice admins can send first invites in bulk from Practice HQ with Send invites.
Frequently asked questions
Can I import clients from another system?
Not directly through the app. Talk to your Oasys customer success contact about migrating from another platform; what's needed depends on the system you're coming from. Card details and old insurance cards aren't migrated.
Imported clients show a Migrated label and start with Awaiting Email Invite until you invite them. Their imported sessions show a green Migrated badge.
What happens when I add a client who already exists?
If they're already on your list, you'll see "Already your client". If they have an Oasys account and no other active provider, you're offered Send invite, and they must approve before they're connected to you.
Can I add a client without an email address?
Yes. Tick Don't send a portal invite when adding an adult client and the email becomes optional. You'll need a real email later to invite them to the portal.
What if the client never got the invite, or it went to the wrong address?
If the address is right, use the settings (gear) icon → Resend portal invite and ask them to check their spam folder. If the address is wrong and locked, contact Oasys support (see Editing client details).