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How to Convert a Client's Access Type

  • Updated

Tava supports two types of self-referral clients on the platform:

  • Full Access clients have access to the Tava client portal. They can message their provider, complete intake and assessments, manage their appointments and view their transaction and billing history. Full access clients are also prompted to complete pre-session assessments before appointments.
  • Limited Access clients are managed entirely by the provider. They do not complete Tava's intake or set up an account login. Since they do not have a Tava account, they cannot take assessments, manage appointments, or communicate through the messaging portal.

When to Adjust Client Access

Use Limited Access to Verify Insurance

Adding a client as Limited Access is a great first step when you want to verify their insurance network status and estimated costs before formally onboarding them. Since limited access clients are not notified or prompted to complete intake, this lets you confirm coverage and costs on the client's behalf — and then convert them to Full Access when you're ready to invite them onto the platform.

Converting a Limited Access Client to Full Access

  1. Open the client's profile in your Tava portal.
  2. Scroll to the Actions section on the right-hand side.
  3. Click Convert to Full Access.
  4. Confirm the action in the dialog.

Once converted, your client will receive an email with a link to set a password, complete intake, accept your policies and join the Tava platform.

Tip: Copy the invite link from the client profile and send it to your client directly if they don't receive the email.

Converting a Full Access Client to Limited Access

  1. Open the client's profile in your Tava portal.
  2. Scroll to the Actions section on the right-hand side.
  3. Click Convert to Limited Access.
  4. Confirm the action in the dialog.

Once converted, your client will no longer have access to the Tava client portal. Please inform your client of this change ahead of time.

Important: Clients cannot be converted to Limited Access if any of the following are true:

  • The client has completed intake
  • The client has upcoming appointments
  • The client has open/outstanding insurance claims
  • The client is a Tava Referral

FAQs

Why would I add a client as Limited Access first? Adding a client as Limited Access lets you verify their insurance network status and estimated costs in Tava before formally inviting them to the platform. You can take this step without prompting the client to complete intake — and convert them to Full Access only when you're ready.

Will my client be notified when I add them as Limited Access? No. This gives you flexibility to set up and verify a client's information before they're invited onto the platform.

Will my client be notified when I convert them to Full Access? Yes — your client will receive an email with a link to set a password and get started on Tava. They will need to accept your late cancel and no-show policies (if required).

Will my client be notified when I convert them to Limited Access? No automated email is sent. We recommend informing your client directly before making this change.

Can I convert a client back after switching? Yes. You can switch a client's access type in either direction as long as the client has not completed intake, there are no upcoming appointments or open/outstanding insurance claims, and the client is not a Tava Referral.

What if the conversion is blocked? If you're unable to convert a client from full to limited access, a message in the confirmation dialog will tell you what needs to be resolved.