How clients access organizers

When you send an organizer, the client receives a notification email pointing them to your firm’s client portal. Clients sign into the portal — Assure Pro doesn’t send “no-login” links that bypass authentication.

Why clients sign in (and what the experience feels like)

Other intake tools advertise “no-login magic links” for clients. Assure Pro doesn’t. Every client signs into the portal with email, password, and a one-time code. Reasons:

• IRS Publication 4557 requires safeguards against unauthenticated access to client tax information (SSNs, financial accounts).
• A link forwarded to the wrong recipient becomes a data leak. Real sign-in scopes access to the verified contact.
• Married filing jointly returns and businesses with multiple stakeholders need per-person access, not “whoever opens the link”.

The experience stays fast:

• The email link goes straight to the organizer after sign-in.
• Save-and-resume is automatic — clients can leave mid-question.
• Sign-in sticks around for days. They don’t re-sign-in on every visit.

First-time client setup

When you onboard a new client and grant a contact portal access, Assure Pro sends an activation email. The flow:

1. The contact receives a “Welcome to your firm” email.
2. They click the activation link and land on the activation page.
3. They set a password (8+ characters, at least 1 letter and 1 digit).
4. They receive a 6-digit one-time code by email.
5. They enter the code and are signed in.

The activation link is single-use and expires.

Signing in afterward

Two paths:

Your firm is detected automatically from the portal address. If the contact has access to multiple firms (rare), they pick which one to sign into.

After signing in, the portal lands them on the account picker if they have access to multiple clients (for example, a CPA managing three family members’ returns). If they have only one client, they go straight to that client’s dashboard.

[Screenshot: Client portal sign-in]

Where the organizer shows up

Once signed in, the portal has these top-level areas: Tax Work, Documents, Messages, Billing, E-Sign, and Settings. A notifications bell sits in the header.

The organizer appears in three places:

Clicking any organizer opens the wizard.

The wizard

┌──────────────────────────────────────────────────────────────┐
│   Back    Title here                       Saved   25%       │  ← sticky header
├──────────────────────────────────────────────────────────────┤
│                                                              │
│  Section 2 of 6: Income                                      │
│                                                              │
│  Q: Did you receive any 1099-DIV forms in 2025?              │
│      Yes      No                                             │
│                                                              │
│  Q: Did you sell any stocks?                                 │
│      Yes      No                                             │
│                                                              │
│  Upload: W-2 from primary employer *                         │
│  [Drag and drop or click to upload]                          │
│                                                              │
│            [Previous]                  [Next]                │
└──────────────────────────────────────────────────────────────┘

Header

• Back — returns to the organizers list.
• Title — the organizer title (defaults to the template name).
• Current section name and tax year subtitle.
• Save indicator — Saving, Saved, or red Couldn’t save.
• Progress bar — percentage complete, based on required questions answered and required documents uploaded.

Body

One section at a time. Within each section:

• Each question renders with the right input type (text, number, date, yes / no buttons, single choice, multi-select, dropdown, long text, SSN, EIN).
• Conditional logic runs live. Answering one question may show or hide later questions and document requests.
• Document requests render as a drag-and-drop zone or click-to-pick. Camera capture is supported on mobile.
• A repeatable section (for example, “Dependent”) shows current instances and an + Add another button using the section’s repeat label.

Footer

Previous and Next navigate between sections in order. The next section becomes available only when the current section’s required items are filled in.

Auto-save

Every input change saves in the background. If the connection blips, the indicator turns red with a “Couldn’t save — Retry” prompt. No work is lost — the wizard holds the change locally until the save succeeds.

Review and submit

Once the client reaches the final section, the wizard advances to Review:

┌──────────────────────────────────────────────────────────────┐
│  Review your answers                                  100%   │
├──────────────────────────────────────────────────────────────┤
│                                                              │
│  Personal info                          All required filled  │
│   First name: Jordan                                         │
│   Last name: Rivera                                          │
│   SSN: ***-**-4321                                           │
│                                                              │
│  Income                                 1 item missing       │
│   ...                                                        │
│                                                              │
│           [Submit organizer]                                 │
└──────────────────────────────────────────────────────────────┘

Review shows every section with a completion icon and a summary of answers and uploaded documents. The Submit organizer button lights up when all required items are complete.

Clicking submit:

1. Status changes to Completed.
2. The wizard locks — the client can no longer edit.
3. You get a notification.

If you sent it back for changes

When you click Request changes in organizer review, the wizard re-opens with your message displayed at the top:

“Please add the 1099-NEC for your freelance work.”

The client edits as before and re-submits.

Multi-contact organizers

When a client has multiple primary contacts — for example, married filing jointly with both spouses, or a business with multiple owners — Assure Pro treats it as one shared organizer. Both contacts can sign in independently and edit the same organizer. They see each other’s answers and uploads.

Both contacts receive the original email and any reminders. Only one of them needs to click Submit.

Mobile experience

The wizard is fully mobile-responsive. The same layout applies, with two tweaks:

• The sticky header becomes more compact.
• Document upload supports the device camera (“Take photo of W-2”) in addition to the file picker.

Permissions on the client side

Client portal contacts have access roles per client:

If you want a spouse to fill in the organizer, give them at least Editor access.

Next

• Sending organizers — the firm-side send flow.
• Reviewing responses — what to do after the client submits.
• Resend & reminders — chasing the client when they haven’t filled it in yet.