Table of Contents:
1. How to Upload a Document
1.1. How to Rename a Document
1.2. How to Download a Document
1.3. How to Delete a Document
2. How to Create a Document Folder
2.1. How to Rename a Document Folder
2.2. How to Delete a Document Folder
This article covers the new Client Card, available to selected clinics from August 2026. If your Client Card looks different, see Documents (Classic) guide instead.
How to Upload a Document
Step 1: Navigate to the Client Card
Start by logging in to your Pabau account using your login credentials. Then, navigate to the Search bar at the top of the page and type at least three letters of the client's name. Pabau will filter the results as you type.
Step 2: Open the Documents Section
In the client card, click on the "EMR" tab in the menu at the top (labelled "Chart" for US businesses). This opens the clinical overview grid. Click on the "Documents" card to open the client’s document store.
Step 3: Upload a Document
Click the "Create" button in the top right corner of the Documents section and select "File upload" from the dropdown.
The "Upload documents" modal will appear. Drag and drop your files into the upload area, or click inside it to browse your computer. Both images and document files are accepted. Once your files are ready, click "Upload" to confirm.
TIP: You can also drag files from your computer anywhere onto the Documents section to start uploading them straight away — no need to open the upload window first. Files are uploaded into the folder you currently have open, and a progress tray appears in the bottom-right corner of the screen while they upload.
By following these steps, you can upload a document into the client card.
How to Rename a Document
Step 1: Navigate to the Client Card
Start by logging in to your Pabau account using your login credentials. Then, navigate to the Search bar at the top of the page and type at least three letters of the client's name. Pabau will filter the results as you type.
Step 2: Open the Documents Section
Click on the "EMR" tab (labelled "Chart" for US businesses), then click on the "Documents" card in the grid.
Step 3: Rename the Document
Locate the document you want to rename and click the three-dot menu on the far right of its row. Select "Rename" from the options. 
A "Rename document" window will appear. Enter the new name in the "Document name" field, then click "Save" to apply the change.
By following these steps, you can rename a document in the client card.
How to Download a Document
Step 1: Navigate to the Client Card
Start by logging in to your Pabau account using your login credentials. Then, navigate to the Search bar at the top of the page and type at least three letters of the client's name. Pabau will filter the results as you type.
Step 2: Open the Documents Section
Click on the "EMR" tab (labelled "Chart" for US businesses), then click on the "Documents" card in the grid.
Step 3: Download the Document
Locate the document you want to download and click the three-dot menu on the far right of its row. Select "Download". Depending on the file type, the file will download straight to your device or open in a new browser tab. To view a document without downloading it, double-click its row to open a full-screen preview.
TIP: To download multiple documents at once, tick the checkboxes on the left side of the document rows you want to include. A toolbar will appear at the bottom of the screen — click "Download" and the files will be saved together as a single .zip file.
By following these steps you can download a document from the client card.
How to Delete a Document
Step 1: Navigate to the Client Card
Start by logging in to your Pabau account using your login credentials. Then, navigate to the Search bar at the top of the page and type at least three letters of the client's name. Pabau will filter the results as you type.
Step 2: Open the Documents Section
Click on the "EMR" tab (labelled "Chart" for US businesses), then click on the "Documents" card in the grid.
Step 3: Delete the Document
Locate the document you want to delete and click the three-dot menu on the far right of its row. Select "Delete" from the options. 
A confirmation window will appear — click "Delete" to permanently remove the document. Deleted documents can’t be recovered.
TIP: To delete documents in bulk, tick the checkboxes on the left side of the document list. A toolbar will appear at the bottom of the screen — click "Delete", then confirm.
By following these steps you can delete a document from the client card.
How to Create a Document Folder
Step 1: Navigate to the Client Card
Start by logging in to your Pabau account using your login credentials. Then, navigate to the Search bar at the top of the page and type at least three letters of the client's name. Pabau will filter the results as you type.
Step 2: Open the Documents Section
Click on the "EMR" tab (labelled "Chart" for US businesses), then click on the "Documents" card in the grid.
Step 3: Create a New Folder
Click the "Create" button in the top right corner and select "New folder" from the dropdown.
Enter a name for the folder and click "Create folder" to confirm. The folder will appear at the top of the documents list.
By following these steps you can create a document folder in the client card.
How to Rename a Document Folder
Step 1: Navigate to the Client Card
Start by logging in to your Pabau account using your login credentials. Then, navigate to the Search bar at the top of the page and type at least three letters of the client's name. Pabau will filter the results as you type.
Step 2: Open the Documents Section
Click on the "EMR" tab (labelled "Chart" for US businesses), then click on the "Documents" card in the grid.
Step 3: Rename the Document Folder
Locate the folder you want to rename and click the three-dot menu on the far right of its row. Select "Rename" from the options. 
Update the folder name and click "Save" to apply the changes.
By following these steps, you can rename a document folder in the client card.
How to Delete a Document Folder
Step 1: Navigate to the Client Card
Start by logging in to your Pabau account using your login credentials. Then, navigate to the Search bar at the top of the page and type at least three letters of the client's name. Pabau will filter the results as you type.
Step 2: Open the Documents Section
Click on the "EMR" tab (labelled "Chart" for US businesses), then click on the "Documents" card in the grid.
Step 3: Delete the Document Folder
Locate the folder you want to delete and click the three-dot menu on the far right of its row. Select "Delete" from the options.
A confirmation window will appear — click "Delete" to permanently remove the folder. Deleting a folder also permanently deletes every document inside it, and the confirmation window tells you how many files that is.
By following these steps, you can delete a document folder from the client card.
How to Move a Document to a Folder
Step 1: Navigate to the Client Card
Start by logging in to your Pabau account using your login credentials. Then, navigate to the Search bar at the top of the page and type at least three letters of the client's name. Pabau will filter the results as you type.
Step 2: Open the Documents Section
Click on the "EMR" tab (labelled "Chart" for US businesses), then click on the "Documents" card in the grid.
Step 3: Move a Document to a Folder
Locate the document you want to move and click the three-dot menu on the far right of its row. Select "Move to" from the options. 
A "Move to folder" modal will appear, listing any existing folders. Select an existing folder to move the document into it, or type a name in the "New folder" field and click "Create & move" to create a new folder and move the document there in one step. If you are already inside a folder, you can also pick "Documents (root)" to move the document back out of every folder.
The document will be moved successfully.
TIP: To move several documents at once, tick their checkboxes and click "Move to folder" in the toolbar that appears at the bottom of the screen.
By following these steps, you can move a document to a folder in a client card.
How to Share Documents Securely from the Client Card
Step 1: Navigate to the Client Card
Start by logging in to your Pabau account and use the search bar located at the top of the screen to search for the client with whom you wish to share a document.
Step 2: Open the Documents Section
Click on the "EMR" tab (labelled "Chart" for US businesses), then click on the "Documents" card in the grid.
Step 3: Locate the Document You Want to Share
Locate the document you want to share and click the three-dot menu on the far right of its row. Select "Share Securely" from the options to begin securely sending the document through the Client Portal.
Step 4: Share the Document Securely
Once you click "Share Securely", a "Share Documents" panel will open on the right-hand side of the screen.
From here, you can review, customise, and send your documents securely to the client through the Client Portal.
Here’s what each section of the Secure Share panel includes:
-
Shared Documents
At the top of the panel, you’ll see the total number of documents that have been shared with the client.
If you’d like to review the details, click the "View" button to open the "Share History". This will display which documents were shared, when they were sent, and which staff member shared them. You can also open this history at any time by clicking the "Share history" button at the top of the Documents section.
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Recipient Details
In the "Share with" field, select who will receive the shared documents — typically the client, but you can also choose to share them with an insurance company or another authorised contact.
- Selected Documents
The document you chose appears under "Selected". To include more, tick them in the "Recent documents" list before sending.
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Share via SMS
The "Also share via SMS" toggle sends the secure link by text message in addition to email. To use this option, ensure that Secure Share via SMS is enabled in your "Client Notifications" settings.
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Email Delivery
The shared document will be sent to the client via email. You can preview the email template by clicking the link displayed in this section.
The template can also be customised in "Client Notifications" to better suit your clinic’s style and messaging.
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Comment
Use the "Write a comment for the email" field to add a personalised message for your client, providing context or any additional information they may need.
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Password Protection
The Password protect option is enabled by default to keep your documents secure. When enabled, an access PIN is automatically included in the email sent to the recipient. The recipient must enter this PIN to open the shared documents, and it remains valid for 30 days, ensuring that only the intended person can access the files.
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Finalise & Send
Once you have reviewed all details, click "Share Securely" to send the document to your client. (The button reads "Share Securely via Email" or "Share Securely via SMS" when only one of the two channels is enabled in your settings.) If you decide not to proceed, click "Close" — nothing will be saved or sent.
Step 5: How the Client Will Access the Document
After sharing the document, your client will receive an email containing the shared files along with the access PIN.
To open the document in the Client Portal, the client must enter this PIN, ensuring that only the intended recipient can view the documents.
After entering the PIN, the client will be redirected to the Client Portal, where they can securely view and open the document.
By following these steps, you can securely share documents with your clients, ensuring they receive the necessary information safely and efficiently.
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For more guides, browse the related articles below or use the search bar at the top of the page. You can also watch our video learning series, the Pabau Academy, or visit the Support page for additional help.