Send Setup Email to Manually Added Clients
What is "Send Setup Email"?
The "Send Setup Email" feature allows you to invite clients who were manually added to your system. When you add a client manually (instead of using the invitation system), they don't receive an email automatically. This button lets you send them a welcome email with instructions to set up their password and access their account.
When to Use It:
✅ Manually Added Clients - You added a client directly without sending an invitation ✅ Client Needs Account Access - Client needs to log in but doesn't have a password yet ✅ Resend Setup Instructions - Client lost their original setup email or needs a reminder
When NOT to Use It:
❌ Already Invited Clients - If you used "Invite Client", they already received an email ❌ Client Already Has Password - If client has already set up their account, they don't need this ❌ Client Can Already Log In - If client is already using the system, no action needed
How It Works:
1. Navigate to Client Edit Page - Go to Clients → Clients List - Click on a client's name or the edit icon - You'll see the client edit page
2. Click "Send Setup Email" - Button appears at the bottom left of the edit form - Only visible to trainers, admins, and business owners - Button is disabled if client email is missing
3. Client Receives Email - Email subject: "Welcome to [Business Name] - Set Up Your Account" - Includes personalized welcome message - Contains secure password setup link - Link expires after 1 hour for security
4. Client Sets Up Password - Client clicks the link in the email - Redirected to password setup page - Creates their password (must meet security requirements) - Can then log in and access their client portal
Important Security Information:
🔒 Does NOT Force Password Reset - The email does NOT invalidate existing passwords - Clients who already have passwords can continue using them - The link is optional - clients can ignore it if they already have access - Safe to send to already-onboarded clients (won't disrupt their account)
🔒 Secure Link Generation - Uses industry-standard password reset infrastructure - Link expires after 1 hour for security - Single-use link (can only be used once) - Email verification required
🔒 Rate Limiting - Maximum 3 setup emails per client per hour - Prevents email spam and abuse - If limit reached, you'll see a message with retry time
Troubleshooting:
"Button is disabled" • Client email is missing - Update the client's email address first • Only trainers/admins can see this button - Check your user role
"Email not received" • Check client's spam/junk folder • Verify email address is correct in client profile • Wait 1-5 minutes for email delivery • Check if rate limit was reached (max 3 per hour)
"Link expired" • Setup links expire after 1 hour for security • Simply click "Send Setup Email" again to generate a new link • Client will receive a new email with a fresh link
"Client already has password" • That's fine! The email is optional • Client can ignore the email and continue using their existing password • The email doesn't force them to change their password • Safe to send - won't disrupt their account
"Rate limit reached" • You've sent 3 setup emails to this client in the last hour • Wait for the rate limit window to reset (1 hour) • Error message will show how many minutes remaining • This prevents email spam and protects client inboxes
"Client can't set password" • Make sure password meets all requirements: - Minimum 8 characters (maximum 128) - At least one lowercase letter (a-z) - At least one uppercase letter (A-Z) - At least one number (0-9) - At least one special character (!@#$%^&*()_+-=[]{}|;:,.<>?) • Both password fields must match exactly • Link must be clicked within 1 hour of receiving email
Best Practices:
✅ Send Immediately After Adding - Send setup email right after manually adding a client ✅ Verify Email First - Make sure client's email address is correct before sending ✅ Follow Up - If client doesn't receive email, check spam folder and resend if needed ✅ Respect Rate Limits - Don't spam clients with multiple emails (system enforces this)
Alternative: Use Invitation System
Instead of manually adding and sending setup email, consider using the "Invite Client" feature: • Client receives invitation email automatically • Includes service assignment and payment setup • More complete onboarding experience • Recommended for new clients
Still Having Issues?
• Check that client email is valid and confirmed • Verify you have trainer/admin permissions • Check email service configuration (Resend/Supabase) • Contact support if emails consistently fail to send