Whether you meet clients in person, via the NutriAdmin Telehealth feature, or through third-party video platforms like Zoom or Google Meet, these templates can be quickly customized to fit your services.

For detailed instructions on how to add or create these email templates in NutriAdmin, please refer to this tutorial.

Confirmation Email – In-Person Session

Subject: Your Appointment with [Practitioner Name] is Confirmed
Type: new
Email Intro: Hello
Text:

This email confirms your upcoming appointment with [Practitioner Name] at [Company Name].

Please arrive 5-10 minutes early to complete any necessary paperwork. If you need to reschedule or have any questions, please don't hesitate to reach out.

Looking forward to seeing you!

Confirmation Email – NutriAdmin Telehealth

Subject: Your Appointment with [Practitioner Name] is Confirmed
Type: new
Email Intro: Hello
Text:

Your virtual appointment with [Practitioner Name] is confirmed for:

💻 Platform: Client Portal
⏰ Duration: [Session Duration]

To join your session, simply log into your client portal at the scheduled time. You will find a Join Session button that will connect you directly to our secure video call. For step-by-step instructions, you can follow the tutorial below:

https://nutriadmin.com/docs/how-to-join-video-chat/

Please ensure you have a stable internet connection and test your camera and microphone beforehand. If you encounter any technical difficulties or need to reschedule, please reply to this email.

Looking forward to speak with you soon!

Confirmation Email – Third-Party Video Platform

Subject: Your Appointment with [Practitioner Name] is Confirmed
Type: new
Email Intro: Hi
Text:

[Practitioner Name] from [Company Name] is inviting you to a scheduled video meeting.

🖥️ Platform: [Zoom/Google Meet/Other Platform]
⏰ Duration: [Session Duration]

To join the meeting, click this link: [Meeting Link]

If needed:

Meeting ID: [Meeting ID]
Passcode: [Passcode]

Please join the meeting 2-3 minutes before the scheduled time. If you have any questions or need to reschedule, feel free to reply to this email.

Looking forward to speaking with you!

Reminder Email – In-Person Session

Subject: Reminder: Your Appointment with [Practitioner Name] is in 24 Hours
Type: reminder
Email Intro: Hi
Text:

This is a reminder about your upcoming appointment with [Practitioner Name] at [Company Name].

Please remember to arrive 5-10 minutes early. If you need to reschedule or have any last-minute questions, please contact us as soon as possible.

We look forward to seeing you tomorrow!

Reminder Email – NutriAdmin Telehealth

Subject: Reminder: Your Appointment with [Practitioner Name] is in 24 Hours
Type: reminder
Email Intro: Hi
Text:

This is a reminder for your upcoming telehealth session with [Practitioner Name].

Please log in to your client portal at the scheduled time to join the session.

Feel free to reply if you have any questions or need to reschedule.

Looking forward to our session!

Best regards,

Reminder Email – Third-Party Video Platform (Zoom, Google Meet, etc.)

Subject: Reminder: Your Appointment with [Practitioner Name] is in 24 Hours
Type: reminder
Email Intro: Hi
Text:

This is a reminder for your upcoming session with [Practitioner Name] via [Platform Name].

💻 Join the session using this link:
[Platform Link]

If needed:
Meeting ID: [ ]
Passcode: [ ]

If you have any questions or need to reschedule, please reply to this email.

Looking forward to speaking with you!

Cancellation Confirmation

Subject: Appointment Cancellation Confirmation
Type: cancel
Email Intro: Hi
Text:

This is to confirm that your appointment with [Practitioner Name] has been canceled as requested.

If you would like to reschedule or have any questions, please reply to this email.

Thank you,

Reschedule Confirmation

Subject: Your Appointment Has Been Rescheduled
Type: update
Email Intro: Hi
Text:

Your appointment with [Practitioner Name] has been rescheduled as requested.

If you need any further changes or have questions, feel free to reply to this email.

How does this appear on your dashboard and in your clients' email inboxes

The following example screenshots are based on the confirmation email template for in-person sessions.

Creating A Calendar Email Template in NutriAdmin

Actual Confirmation Email Sent to A Client

If you noticed, the templates in this article do not include appointment dates, times, or email signatures. This is because the appointment date and time are automatically generated.

For the email signature, you can set up your branding and contact details as shown in this tutorial.

• Kcal spread allows you to specify a range for your clients' caloric intake. For example, if your target is 2000 calories with a 50-calorie spread, the results will vary between 1950 and 2050 calories.
• Macronutrient spread % indicates the allowable variation in the percentage of calories coming from proteins, carbohydrates, and fats. For instance, if you aim to get 40% of your calories from carbohydrates with a 5% spread, the resulting percentages will range from 35% to 45%.

If you prefer to minimize deviations in your meal plan's calories and macronutrients, you can choose a 20-calorie spread and a 1% macronutrient spread percentage, which is the minimum setting in NutriAdmin

Step 1: Login to your Client Portal account

Step 2: Navigate to the Video Chat section
On your dashboard, click the Videochat button or section.

If your practitioner is already in the call, you will see a page like the one below. Click the Join button to connect with your practitioner.

If your practitioner is not yet ready, you will see a different page. Click Join Video Call to enter the session. This action will notify your practitioner that you have joined.

Many of these issues are caused by hidden formatting from copied text, template quirks, or accidental key presses. The quickest way to resolve most formatting problems is to clear the formatting from the affected text.

For this tutorial, we’ll use an example where text aligns left after removing the logo at the top of a blank report.

When a blank report is generated, two elements occupy the top half of the page width each: your logo on the left, and your client’s name, your name, and the date on the right.

Each element is contained in an invisible “box.” If you insert content inside the left box (where the logo was), it will only fill half the page.

This usually doesn’t happen unless you delete the logo on a blank report.

How to Fix This:

Step 1: Select the Problematic Text

Highlight the text with alignment, spacing, or margin issues.

If you need to update all the text, you can use your mouse to highlight it or press Ctrl + A on Windows or Command (⌘) + A on Mac to select everything at once.

Step 2: Clear Formatting

Go to Format then select Clear formatting in the report editor menu.

This removes hidden or conflicting styles and fixes the formatting issue.

Step 3: Reapply Formatting

After clearing, the text resets to default style. Reapply bold, italics, alignment, or spacing as needed.

Additional Tips

• Paste as Plain Text: To avoid hidden formatting when copying text from other programs or files, right-click and select “Paste as plain text”, or use the keyboard shortcut Ctrl + Shift + V (Windows) or Command (⌘) + Shift + V (Mac).
• Check Alignment: Use the alignment buttons (left, center, right, justify) in the toolbar to adjust text layout.

If you want to offer discovery calls to your potential clients using NutriAdmin, this tutorial will guide you through the process step by step.

Step 1: Create a working schedule for the discovery calls and customize your working hours, appointment length, and more.

Step 2: Create customized confirmation and reminder email templates. You can follow this tutorial to learn how to do this.

Step 3: Add it in your web widget (if using) and/or copy the appointment link to use it for your marketing content like on emails, social media, or website pages.

https://nutriadmin.com/docs/how-to-create-a-web-widget/

https://nutriadmin.com/docs/how-to-setup-links-to-your-content-in-nutriadmin/

What's next?

Refer to the client consultation workflow to learn how to manage new clients who book through your discovery call web widget or link.

Pending Approval

When a new client fills out a questionnaire, selects an appointment time from your available slots, or makes a payment using a web widget or, link on your website, social media, or marketing materials, you need to approve their request before they can be added to your client list.

Step 1: Go to My Clients in your dashboard.

Step 2: Click the Pending Approval tab.

Step 3: Click on Actions then View client.

Step 4: Click the Approve button.

Step 5: Select Create new active client record.

You've successfully added a new client record!

Pending appointment confirmation

When a new client books an appointment using the web widget or appointment links, you will still follow the same steps as you would in the Pending Approval section. However, after you create their client record, you have to follow these additional steps to confirm their appointment.

Step 1: Click the Appointments tab.

Step 2: Clients may suggest different days and times for an appointment. Click on the Confirm button corresponding to your ideal date and time, select the confirmation email that you want the client to receive, then click on the Confirm Appointment button.

What's next?

The following are possible actions you can do after creating a new client record for a client.

For new clients who submitted a questionnaire

You can review the submitted questionnaire then:

• Invite the client to the portal.
• Send appointment slots to schedule a consultation/session.
• Request for an online payment.

For new clients who paid online

• Invite the client to the portal.
• Send a questionnaire - this may be your intake form, nutritional assessment form, etc.
• Send appointment slots to schedule a consultation/session.

For new clients who booked an appointment with you

After confirming their appointment, you can:

• Invite the client to the portal.
• Request for an online payment.
• Send a questionnaire - this may be your intake form, nutritional assessment form, etc.

For the full guide on how to use NutriAdmin with a new client including actions you can do during and after consultations, you can read this tutorial.

Before you begin this tutorial, it's important to have your client's mobile number saved in their record. You'll need this number to send them an invitation to the client portal. Having their mobile number helps verify their identity, allowing them to set up a secure account in NutriAdmin.

There are several ways on how you can invite your client to the portal.

Option 1: My Clients in the dashboard

Step 1: Go to My Clients in your dashboard.

Step 2: Find the client you want to invite to the portal. Click the Actions dropdown on the same line as their name. Then, select Invite to Client Portal.

Option 2: Status tab in their client record

Step 1: Go to My Clients in your dashboard.

Step 2: Find the client you want to invite to the portal and click on their name. In this example, we will use Sample Client 2.

Step 3: Click the Status tab in the client's record, then select Invite to Client Portal.

Option 3: Client Portal in the dashboard

Step 1: Go to the Client Portal section in your dashboard.

Step 2: Find the client you want to invite to the portal. Click the Actions dropdown on the same line as their name. Then, select Send Invite.

After the final steps in each option, you will see a page where you can double-check your client's email address and mobile number.

Once you confirm that everything is correct, you can select Send Invitation.

Your client has been successfully invited to the portal! They will receive an email with instructions on how to sign up.

When a client cannot find the client portal invitation email, you can read this article for possible solutions.

As your business evolves, acquiring new clients is a natural progression. NutriAdmin offers several efficient methods for this, tailored to fit your needs and workflow.

• Add one client at a time manually - this is the simplest method for adding clients in NutriAdmin. For this process, you'll need at least your client's name and email address.
• Import clients in bulk - If you are transitioning from another software or have existing clients you want to add to NutriAdmin, this feature allows you to efficiently import all client data at once.
• Web Widget and Links - These elements can be incorporated into your website and marketing content, including emails and social media. When a client completes a questionnaire, books an appointment, or makes a payment through these tools, you can easily approve their submission in your dashboard, resulting in the automatic creation of a client record.

By leveraging these options, you can effectively expand your client list and establish a solid foundation for managing your nutrition practice.

Currently, the appointment notification emails only display first names, which can create confusion if you have multiple clients with identical names. This tutorial will offer tips on how to effectively manage this situation.

Step 1: Go to My Clients in your dashboard.

Step 2: Search the first name of the client you need to check. We will use John Smith and John Green as example names.

Step 3: Check your recently added/updated clients to eliminate those less likely to book an appointment that week. Sort by clicking the small arrows.

You can also see here the full names and emails. This will help in identifying which client sent appointment suggestions.

Step 4: Click on Actions then See status summary.

Step 5: Once you locate the client that has an appointment suggestion, you can click on their name and go to the Appt. tab to confirm their appointment.

To help with this, you can set up a way to automatically send clients a questionnaire or appointment link after their payment is confirmed.

This guide will show you the workaround on how to set up this automation effectively.

Step 1: Set up the questionnaire or appointment schedule that you will use for this

To create or customize a questionnaire, you can follow this tutorial. To set up your working schedule for the appointment link, you can follow this guide.

Step 2: Generate the link for your questionnaire or appointment schedules

Prepare the links that you want your clients to see after payment so you can easily copy and paste them later. You can follow this tutorial to learn how to generate the relevant links.

Step 3: Create a new payment service

In this step, you have to create your service so you can bill your clients the right amount and provide them with a receipt containing the questionnaire or appointment link. You can follow this tutorial to learn how to do this.

Step 4: Add the generated link of the questionnaire or appointment schedule in the Receipt text.

When creating the payment service as shown in Step 3, the final section includes a receipt text portion. You need to fill this in with instructions and a link to your questionnaire or appointment schedule.

As an example in this guide, we'll use meal plans as the service and set up the nutritional assessment form as a questionnaire a client receives after payment.

This is particularly helpful if you want to assess their needs and preferences before you create an individualized meal plan for a client.

Here's a sample text you can use for the receipt text:

Once you set this up, whenever a client pays for this service, they will receive the receipt text with a clickable link of the questionnaire.

Here's how to properly manage email changes for clients that are already in the portal.

Step 1: Remove the client from the portal by following this tutorial.

Step 2: Change their email address. You can follow the instructions in this tutorial to learn how to do this.

Step 3: Re-invite the client to the portal as shown in the tutorial from Step 1.

Recipes in NutriAdmin are currently based on the default number of servings in the database. There is no automatic conversion in the recipes to match the actual recommended servings in the meal plans yet.

Currently, the workaround for this issue involves manually adjusting the recipe ingredients to match the meal plan recommendation. This may seem complicated at first, but in this guide, we will explain the process simply and provide examples to assist you with it.

Why are there meal plan recommendations that suggest 2 servings for some meals?

In NutriAdmin, some recipes may have smaller serving sizes to accommodate individuals with lower calorie needs. As a result, meal plans may display 2 servings in one meal for some individuals, even if they don't have high daily calorie needs.

Similarly, individuals with higher calorie needs would likely receive 2 servings in their meals.

Examples on how to correctly calculate the number of servings based on your meal plan

Example #1: 4 serving recipe, only 2 servings needed

In this example, the recipe has contains 4 servings but you only need to prepare and eat 2 servings.

To calculate the amount of ingredients needed for only 2 servings when the recipe is for 4 servings, you can use simple division. Here’s how you do it:

1. Start by recognizing that you need half the amount of each ingredient because you are making 2 servings, which is half of 4 servings.
2. Divide each ingredient quantity by 2 to adjust for the smaller portion. For example:

• The amount of carrots in this 4 serving recipe is 1 pound or 453.6 grams. Since you only need 2 servings, you divide the amount by 2. This leaves you with 1/2 pound or 226.8 grams.
• Olive oil = 2 tablespoon / 2 = 1 tablespoon
• Ground cinnamon = 1 teaspoon / 2 = 1/2 teaspoon

Example #2: 4 serving recipe, only 1 serving needed

In this example, the recipe has contains 4 servings but you only need to prepare and eat 1 serving.

To adjust the recipe for 1 serving when the original recipe is for 4 servings, you can divide the amount of each ingredient by 4 (since 1 serving is one-quarter of 4 servings). Here’s a simple calculation:

• Sage (1/2 teaspoon): Divide 1/2 teaspoon by 4. That gives you 1/8 teaspoon of sage for 1 serving.
• Salt (1/2 teaspoon): Similarly, divide 1/2 teaspoon by 4. That gives you 1/8 teaspoon of salt for 1 serving.
• Ground turkey (1 pound or 453.6 grams): Divide 1 pound by 4. This gives you 1/4 pound (113.4 grams) of ground turkey for 1 serving.

By dividing all the ingredients by 4, you adjust the recipe to the amount needed for 1 serving.

This recipe has a lot of ingredients and may take you a lot of time if you manually calculate it.

To make things easier, we've created a spreadsheet where you can enter the ingredient amounts for the recipe, and it will automatically calculate them based on the recommended servings for your meal plan. This will save you time and make the process much simpler.

You should use the "grams" sheet for whole numbers and the "fractions" sheet for quantities that need to be divided into fractions, such as cups and teaspoons.

You can download the spreadsheet through this link.

There are several ways to create or import recipes into your NutriAdmin account, allowing you to customize your clients' meal plans by creating recipes from scratch, importing existing ones, or generating them through AI.

Create recipes from scratch

You can easily create your own recipes from scratch in NutriAdmin by following this tutorial. To save time, you can also add multiple food items to a recipe's ingredients list at once as shown in this article.

AI Recipe Generator (Add-on)

If you have a specific recipe you want to add to your meal plans in NutriAdmin, you can easily describe the dish, and the system will generate the complete recipe along with nutritional analysis and an image. You can follow this step-by-step guide to learn how to do this.

Import recipes from a website (For Popular Plan and Up)

Importing recipes from your favorite websites into NutriAdmin is a simple and straightforward process. This allows you to easily access and use a wide variety of recipes for meal planning. You can read this tutorial to learn how to do this.

Import recipes from files and text (Add-on)

If you have a collection of recipes in a Word document, PDF format, or even plain text that you usually use for meal planning, you can quickly import them into NutriAdmin. You can follow this tutorial for more details.

Recipe Database (Popular Plan and Up)

You can search for specific recipes from a nutritionist-vetted database and save them to your collection. These recipes can also be shared with your clients or added to your meal plans. Follow this tutorial to learn how to use the recipe database search feature.

If they still cannot access their account, this tutorial will guide you through the process of re-inviting them to the portal to help them regain access.

Step 1: Go to the Client Portal in your dashboard. You can access it directly, or on the left side of your screen, select the Client Portal dropdown, then choose Portal.

Step 2: Remove the client from the portal.

Click on the Actions dropdown and select Remove from portal.

Once you remove the client from the portal, the status of the client under INVITED, CREATED, and VERIFIED will all turn back to No.

Note: Once you remove client from the portal, they will lose access to the shared meal plans, reports, and questionnaires. You can share them again afterwards.

Step 3: Re-invite client to portal.

To do this, click on the Actions dropdown then select Send Invite.

Other Cases

Client has been invited already but haven't created an account yet

If the client has been invited but they cannot find the invitation email, you can simply resend the invitation again.

Client has been invited and created an account, but they still need to verify it

If your client created an account but, for some reason, cannot verify their account, you can manually verify it on your end, as shown in this tutorial.

• a specific dish for breakfast, lunch, or dinner
• a simpler snack
• to add your own recipes or products
• repeat meals to utilize leftovers
• change the name of a recipe, or
• add your own food combinations

You can still select these results and make changes later. This guide will help you learn how to customize your generated meal plans further.

Rename Food or Recipe

If there is a recipe name that you want to improve or change, you can easily rename it. For example, in the screenshot below, the Berry Yogurt Breakfast Smoothie is generated under Mid-Afternoon Snack.

To change it, click on the food/recipe name then Rename food.

Replace Food or Recipe

If you don't like a specific dish or food item, you can remove it and replace it with your own recipes or from NutriAdmin's recipes database.

Step 1: Remove the meal that you don't like by clicking on it and selecting Remove food. If you want to remove multiple food items, there is also a Remove multiple option.

Step 2: Add food, recipe, or meal preset.

Add food options

• Search foods - If you want to do a thorough search on food items from the USDA, AUSNUT, and UK food databases.
• Add multiple foods - You don't have to add food items individually. You can type in the quantities and type of food, which will automatically add the items you need. You can read this article for more details.
• My Food - By selecting this option, you can add your own custom food, usually supplements, uncommon, or branded items that are unavailable in the database. To learn how to create your own foods, you can follow this tutorial.

Add Recipe options

When you select + Recipe, you have the option to add your own recipe or search from the NutriAdmin database.

Your recipes can come from the following sources:

• Recipes you created from scratch. Click here for the tutorial.
• AI generated recipes as shown in this tutorial.
• Recipes imported from files or text. You can read this tutorial to learn how to do this.
• Recipes imported from websites. Read this tutorial for a step by step guide.

If you want to learn how to use the recipe search feature, you can watch this tutorial.

Add Meal Preset option

You can create a collection of frequently used food items called a meal preset. This allows you to group these foods together and easily add them to a meal plan later on. For more details on meal presets and how to create one, you can refer to this tutorial.

Copy Meals

If your client wants to use leftovers for the next meal or want to repeat meals that they like, you can remove the meal that you don't need, click on the blue plus sign, select Copy meal, then copy/paste the meals you need.

For a full tutorial on how to copy and paste foods and meals, please refer to this document. To copy and paste rows and columns in meal plans, you can read this other tutorial.

If you want to learn more tips on editing meal plans, you can read this step-by-step guide.