Create Unique Client Portal Logins Using Email Aliases

Overview

This article explains how to use email aliasing to meet the client portal requirement that each login email must be unique in gaiia, while still delivering messages to a single mailbox.

You can create client portal access for multiple Accounts using distinct email addresses that all route to the same inbox.

Email aliasing (for example, using +tag) allows multiple variations of an email address to deliver to the same mailbox while being treated as unique addresses in gaiia.

Each client portal login must use a unique email address. If an email is already associated with another portal account (including child or previously activated Accounts), you cannot reuse it.

Steps

Follow these steps to create unique client portal logins that deliver to the same mailbox.

1. Confirm your email provider supports aliasing.
   Many providers support formats such as mail@example.com and mail+1@example.com, which both deliver to the same inbox.
2. Choose a unique alias for each Account.
   Append a +tag (for example, +1, +2) to create distinct email addresses that meet gaiia’s uniqueness requirement.
3. Update the Account email to the selected alias.
   The portal login email does not need to match the Account’s primary email, but it must be unique in the system.
4. Check for existing portal access on related Accounts.
   If the email is already used on a child or related Account, deactivate the portal there before reusing the email on another Account.
5. Send client portal access from the Account record.
   Portal access must be sent from the specific Account. Sending it from elsewhere will prevent the client from receiving the link.

Additional notes

1. Before contacting gaiia, confirm in your communication tool (SendGrid, Mailgun, Twilio) whether the message was sent and if any errors occurred.
   
   If the message was not sent or shows an integration error, gaiia can investigate logs and delivery status.
   
   If the message was successfully sent, gaiia cannot access the recipient’s mailbox. The recipient or their administrator must check inbox filters, blocked domains, or contact their email provider.