---
title: How to Share Documents Securely from the Client Card 
description: Learn how to securely share documents from the new Pabau Client Card so clients receive a safe, PIN-protected link by email or SMS.
---

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# How to Share Documents Securely from the Client Card

## In this article, we’ll show you how to share documents that have been uploaded to a client’s profile through the Client Portal. Sharing documents securely helps ensure that your clients can access the files they need safely and conveniently.

#### Step 1: Navigate to the Client Card

Start by [logging in to your Pabau account](https://app.pabau.com/), then use the search bar at the top of the screen to find the client with whom you wish to share a document.

![Screenshot - 2026-10-20T103600.992](https://support.pabau.com/hs-fs/hubfs/Marketing%20and%20Communications%20article%20category/Screenshot%20-%202026-10-20T103600.992.png?width=670&height=303&name=Screenshot%20-%202026-10-20T103600.992.png)

#### Step 2: Open the Documents Section

Click the **"EMR"** tab (labelled **"Chart"** for US businesses), then click the **"Documents"** card.

![Screenshot - 2026-10-20T103706.355](https://support.pabau.com/hs-fs/hubfs/Marketing%20and%20Communications%20article%20category/Screenshot%20-%202026-10-20T103706.355.png?width=670&height=291&name=Screenshot%20-%202026-10-20T103706.355.png)

#### 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, then select **"Share Securely"**.

![Screenshot - 2026-10-20T103817.814](https://support.pabau.com/hs-fs/hubfs/Marketing%20and%20Communications%20article%20category/Screenshot%20-%202026-10-20T103817.814.png?width=617&height=292&name=Screenshot%20-%202026-10-20T103817.814.png)

#### Step 4: Share the Document Securely

 Once you click **“Share Securely”**, the **Share Documents** window opens. Under the title you’ll see that the documents are sent as an encrypted link that expires after 1 month.

**![Screenshot - 2026-10-20T112302.914](https://support.pabau.com/hs-fs/hubfs/Marketing%20and%20Communications%20article%20category/Screenshot%20-%202026-10-20T112302.914.png?width=650&height=306&name=Screenshot%20-%202026-10-20T112302.914.png)**

Here’s what each part of the window includes:

- **Share history**  
  In the top right corner, the **“Share history”** button shows how many documents have already been shared with this client.
  
  **![Screenshot - 2026-10-20T105117.792](https://support.pabau.com/hs-fs/hubfs/Marketing%20and%20Communications%20article%20category/Screenshot%20-%202026-10-20T105117.792.png?width=603&height=97&name=Screenshot%20-%202026-10-20T105117.792.png)**  
  Click it to see which documents were shared, when, and which staff member shared them. The **X** next to it closes the window without sending anything.
  
  **![Screenshot - 2026-10-20T105207.268](https://support.pabau.com/hs-fs/hubfs/Marketing%20and%20Communications%20article%20category/Screenshot%20-%202026-10-20T105207.268.png?width=573&height=293&name=Screenshot%20-%202026-10-20T105207.268.png)**
- **Sharing these documents**  
  On the left, you’ll see the documents you’ve chosen to share, with each document’s name and creation date. The document you clicked is already selected. To remove one, click the **X** on its card.
  
  **![Screenshot - 2026-10-20T105325.735](https://support.pabau.com/hs-fs/hubfs/Marketing%20and%20Communications%20article%20category/Screenshot%20-%202026-10-20T105325.735.png?width=587&height=229&name=Screenshot%20-%202026-10-20T105325.735.png)**
- **Recent documents**  
  Below, you’ll see the client’s other recent documents. Click the **+** next to a document to add it, so you can send several documents in one go.
  
  **![Screenshot - 2026-10-20T105257.694](https://support.pabau.com/hs-fs/hubfs/Marketing%20and%20Communications%20article%20category/Screenshot%20-%202026-10-20T105257.694.png?width=587&height=256&name=Screenshot%20-%202026-10-20T105257.694.png)**
- **Share with**  
  On the right, select who will receive the documents. This is usually the client, but you can also choose another contact linked to the client, such as a family member, an insurance company or a pharmacy. Each contact shows a label with their type.
  
  **![Screenshot - 2026-10-20T105436.717](https://support.pabau.com/hs-fs/hubfs/Marketing%20and%20Communications%20article%20category/Screenshot%20-%202026-10-20T105436.717.png?width=329&height=480&name=Screenshot%20-%202026-10-20T105436.717.png)**  
  If a contact has no mobile number or email address, a message under their name tells you what’s missing, for example **“The contact doesn’t have a mobile number”**. A contact with neither an email address nor a mobile number is greyed out and can’t be selected. Add the missing details to their contact first.
- **Also share via SMS**  
  Switch this on if you’d like the recipient to also receive the secure link by text message. If the toggle is switched off and shows **“Sending SMS notification for secure sharing is disabled via Setup”**, enable SMS for secure sharing in your **[“Client Notifications”](https://app.pabau.com/client-notifications?tab=2)** settings first.  
  **![Screenshot - 2026-10-20T105533.891](https://support.pabau.com/hs-fs/hubfs/Marketing%20and%20Communications%20article%20category/Screenshot%20-%202026-10-20T105533.891.png?width=329&height=181&name=Screenshot%20-%202026-10-20T105533.891.png)**
- **Password protect**  
  This is switched on by default. An access PIN is included in the email sent to the recipient, and they must enter it to open the documents. The PIN is valid for 30 days.
  
  **![Screenshot - 2026-10-20T105609.901](https://support.pabau.com/hs-fs/hubfs/Marketing%20and%20Communications%20article%20category/Screenshot%20-%202026-10-20T105609.901.png?width=329&height=198&name=Screenshot%20-%202026-10-20T105609.901.png)**
- **Share on client portal**  
  This is switched on by default. The client can also open the documents from the Client Portal, alongside the secure link.
  
  **![Screenshot - 2026-10-20T105638.277](https://support.pabau.com/hs-fs/hubfs/Marketing%20and%20Communications%20article%20category/Screenshot%20-%202026-10-20T105638.277.png?width=329&height=193&name=Screenshot%20-%202026-10-20T105638.277.png)**
- **This message will be sent as an email**  
  The documents are sent to the recipient by email. To see the template used, click **“Here”** in the blue box. You can customise the template in **[“Client Notifications”](https://app.pabau.com/client-notifications/secure-email-template)** to better suit your clinic’s style and messaging.
  
  **![Screenshot - 2026-10-20T105713.539](https://support.pabau.com/hs-fs/hubfs/Marketing%20and%20Communications%20article%20category/Screenshot%20-%202026-10-20T105713.539.png?width=329&height=97&name=Screenshot%20-%202026-10-20T105713.539.png)**
- **Write a comment for the email**  
  Use this field to add a personalised message for the recipient. It’s included in the email with the shared documents, so you can give context or any extra information they need. Click **“+ Add a macro”** to add a macro to your comment.
  
  **![Screenshot - 2026-10-20T105743.300](https://support.pabau.com/hs-fs/hubfs/Marketing%20and%20Communications%20article%20category/Screenshot%20-%202026-10-20T105743.300.png?width=329&height=154&name=Screenshot%20-%202026-10-20T105743.300.png)**
- **Share Securely via Email**  
  When you’ve checked everything, click **“Share Securely via Email”** at the bottom right to send the documents. The button stays inactive until you’ve selected at least one document and one recipient. If you decide not to send, click **“Close”** and nothing is sent. At the bottom left you can also see how many documents have already been shared with this client.
  
  **![Screenshot - 2026-10-20T105901.637](https://support.pabau.com/hs-fs/hubfs/Marketing%20and%20Communications%20article%20category/Screenshot%20-%202026-10-20T105901.637.png?width=329&height=506&name=Screenshot%20-%202026-10-20T105901.637.png)**

#### Step 5: How the Client Will Access the Document

After you share the document, your client receives an email containing the shared files along with the access PIN.

![Screenshot - 2026-10-20T110046.611](https://support.pabau.com/hs-fs/hubfs/Marketing%20and%20Communications%20article%20category/Screenshot%20-%202026-10-20T110046.611.png?width=334&height=324&name=Screenshot%20-%202026-10-20T110046.611.png)

To open the document in the Client Portal, the client must enter this PIN, ensuring that only the intended recipient can view the documents.

![Screenshot - 2026-10-20T110113.204](https://support.pabau.com/hs-fs/hubfs/Marketing%20and%20Communications%20article%20category/Screenshot%20-%202026-10-20T110113.204.png?width=359&height=336&name=Screenshot%20-%202026-10-20T110113.204.png)

After entering the PIN, the client is taken to the Client Portal, where they can securely view and open the document.

If a wrong PIN is entered 5 times, the client will see an error message. To resolve this, a staff member must share the document again via a new secure link.

![Screenshot - 2026-10-20T110341.067](https://support.pabau.com/hs-fs/hubfs/Marketing%20and%20Communications%20article%20category/Screenshot%20-%202026-10-20T110341.067.png?width=421&height=251&name=Screenshot%20-%202026-10-20T110341.067.png)

#### Step 6: What Happens When a Secure Share Link Expires

Every secure link expires **1 month after it’s sent**, and the PIN expires with it. This is expected behaviour, not a fault. After that, the document no longer appears for the recipient, so they may tell you it has disappeared.

Nothing is deleted. The document stays on the client’s profile in Pabau.

**To give the recipient access again:**

- Open the client’s card, click the “**EMR**” tab (“**Chart**” for US businesses) and click the “**Documents**” card.
- Click the **three-dot menu** on the document’s row and select “**Share Securely**”.
- Click “**Share Securely**” to send it again. The recipient gets a new link and PIN, valid for another month.

**NOTE:** An existing link can’t be extended, and there’s no bulk reshare, so each document has to be shared again separately.

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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