Add a client

When someone books an offer, Pineway adds them to Clients with their confirmed booking attached. You can also add someone you already work with yourself, bring in their existing notes, and send their portal invitation now or later. Both routes keep their notes, offers, and bookings together.

Add someone yourself

1. On Clients, select Add client and enter their Name and Email. Use the address they will use to access their client portal.
2. Under Your work together, set Working together since to the date you started working with them, using today or an earlier date. It becomes the Joined date on their Summary, so their record reflects your real history. If you’ve already agreed an offer with them, choose it as their Current offer so they can book its sessions without paying, starting with the first session. Otherwise, leave it as None.
3. Continue to Add existing context. Bring in documents from Google Drive or Upload file, then select the documents and check their dates so the client’s history is accurate. Select Skip if you have no notes to bring over. See Import client notes for supported files and how imports work.
4. Choose Send invite now to email their portal invitation, or Invite later to add the record without sending it. Either way, New note and Import notes stay hidden until they sign in to Pineway or book a session, so bring over the notes you need in step 3. If they have already signed in to Pineway before, those actions are available immediately. Finish adding the client.

The client appears in your list. If you chose Invite later, open their profile and select Send invite when you are ready to give them access. If the invitation fails after the record is added, use the same action to retry.

Adding someone who is already on your client list updates their existing record rather than creating a second one, and keeps their original Working together since date. If their email already has a Pineway account, Pineway links that account to you instead of creating a new one. You cannot add your own email address.

Let a booking add someone

Share an offer link when someone is ready to book. They choose a date and time and enter their name and email at checkout. A free booking is confirmed without payment; a paid booking is created after payment succeeds.

The confirmed booking appears in that person’s client record. They do not need to create a Pineway account before checkout.

If your client hasn’t joined yet

Until your client signs in to Pineway or books a session, you can review their record and any context you imported, but you cannot add new notes or import more documents.

If they can’t find the invitation, ask them to check the address you used and their spam folder. They can also sign in at the client login page with the same email address, using the one-time code Pineway sends them.