Inviting Your Clients

The Imported Clients feature allows client admins to invite external clients to the portal - either one at a time or in bulk and track the lifecycle of each invitation from the moment it is sent through to successful registration. 

This article covers the following topics:

1. Pre-Requisites

2. Inviting and Managing Client Accounts

2.1 Navigating to the Accounts view

2.2 Adding Individual Clients Manually

2.3 Inviting Multiple Clients via CSV (Bulk Invite)

2.3.1 Downloading the CSV Template

2.3.2 Uploading the CSV File

2.4 Next Steps for Invitation

2.5 Invitation Expiry

2.6 Resending and Removing Invitations

2.6.1 Resend Invite

2.6.2 Remove Invite

2.7 Filtering the Imported Clients Table

3. Troubleshooting

1. Pre-Requisites

The following areas of the platform must be in place before you can use the Imported Clients feature. If any of these are not configured correctly, the feature may not behave as expected.

2. Inviting and Managing Client Accounts

2.1 Navigating to the Accounts view

1. Login to your Bakuun account and navigate to B-Portal
    
2. Select the portal you would like to invite your clients for
    
3. Then, click on Settings on the top bar. 
   

2. Then, click Accounts on the left-hand menu.
   
3. The Imported Clients tab is located inside Settings Accounts. The page contains two tabs:
   • All (View by default)
   • Imported Clients
     
     Select Imported Clients to start inviting your clients

2.2 Adding Individual Clients Manually

The manual add flow is suited for inviting individual clients when you have their details ready and do not need to import in bulk.

1. Click the Add Client button. A dropdown menu appears with two options: Manual Add and Bulk Invite.

   

2. Select Manual Add. A popup form opens. 
   

The form contains two required fields:

3. Click Save when you have completed the form.
    
4. Once the form has been saved successfully, an invite will be automatically sent to your client's email address. 
   

Important: If the email address entered already exists in the Imported Clients table, the system will silently ignore the submission. No new line item will be created and no additional invitation email will be sent. 

2.3 Inviting Multiple Clients via CSV (Bulk Invite)

The bulk invite flow allows you to add many clients at once by uploading a prepared CSV file. This is the recommended approach when onboarding a group of clients at the same time.

2.3.1 Downloading the CSV Template

Before uploading, you must use the portal's official CSV template to ensure your file is formatted correctly. It is important to use the accurate formatting to ensure a smooth import process.

1. Click Download CSV Template. The file downloads immediately to your device. 
   

The template contains two columns: Company Name and Email address, which must be present in any file you upload. Do not rename, remove, or reorder these columns. The system expects this exact structure.

2.3.2 Uploading the CSV File

1. Click the Add Client button, and select Import from CSV from the dropdown. An upload modal opens.
   
    
2. Upload your completed CSV file in the upload modal.
   
    
3. Once you have successfully uploaded your CSV (with no detectable errors), an invitation to join your portal will be sent to your clients automatically. Email addresses will be retrieved from your upload file.

CSV file requirements:

The bulk invite uses a strict all-or-nothing approach. This is intentional: it prevents a situation where some clients receive invitations and others do not, which would be difficult to reconcile after the fact.

• If every row is valid: all rows are processed, a table entry is created for each client with status Invite Sent, and invitation emails are sent to all addresses.
   
• If any row is invalid: the entire upload is rejected. No table entries are created and no invitation emails are sent.

2.4 Next Steps for Invitation

When you have successfully uploaded their details onto your portal, an email will be sent out to your clients. Your clients will need to follow the email invitation, register an account on Bakuun, and verify their email address.

Every entry in the Imported Clients table has a status that reflects where the invited client is in their onboarding journey. 

There are two possible statuses:

Here is an example of the email invitation your client will receive. Your Branding and Logos will be uploaded as well. 

2.5 Invitation Expiry

Invitation links are valid for 7 days from the time they are sent. After 7 days:

• The link included in the invitation email becomes invalid.
• The invited client cannot complete registration using that link.
• The status of the entry in the table remains Invite Sent—expiry does not automatically change the status or remove the entry.

To re-send the invitation, you can use the Resend Invite action, which generates and sends a fresh invitation link.

2.6 Resending and Removing Invitations

Each row in the Imported Clients table may display up to two action controls depending on the client's current status. Both actions are restricted to entries with status Invite Sent only.

2.6.1 Resend Invite

Use this action when a client has not received their original invitation, the link has expired, or they need the email sent again for any reason. If the status is Joined, this action is not shown.

Steps:

1. Locate the relevant row in the Imported Clients table.
    
2. Click the Resend Invite icon in the Action column. 
   

When the action completes:

• A new invitation email is sent to the client's email address.
• The Email Last Sent column updates to reflect the current date and time.

2.6.2 Remove Line Item

Use this action to remove a pending invitation entry from the table—for example, if the client details were entered incorrectly or the invitation is no longer needed. Available when: Status = Invite Sent only. If the status is Joined, this action is not shown.

1. Locate the relevant row in the Imported Clients table.
    
2. Click the Trash icon in the Action column. 
   

When the action completes:

• The row is permanently removed from the Imported Clients table.

Important: The Remove action is only available while the status is Invite Sent, meaning the user has not yet completed registration.
 

2.7 Filtering the Imported Clients Table

The Imported Clients tab includes its own filter panel, separate from any filters on the Default tab. Filters allow you to narrow the table to a specific subset of entries without affecting the underlying data.

Once you have selected your filters, click Done to apply them.

3. Troubleshooting