Managing Login Status
Control whether a client can access Neurofit — and understand what it means for your spots and billing.
How client access works
Every client in your Client List has a toggle that controls their access to the platform. When you add a new client, their toggle is off by default — they cannot sign in until you enable them.
The toggle has two positions:
- Enabled (green) — the client can sign in to the Activities App
- Paused (grey) — the client is blocked from signing in, but their account and all historical data are preserved
The three client states
Your Client List page displays a banner showing how your spots are allocated. There are three states a client can be in:
Active This Month — Clients who have logged in this month. Their spot is reserved until your monthly billing cycle resets — even if you pause them.
Enabled, Not Yet Active — Clients you've enabled but who haven't logged in yet. You can freely enable or pause these at any time with no billing impact.
Available — Spots remaining this month. Resets automatically at the start of each billing cycle.
The math is straightforward: Active + Enabled (Not Yet Active) + Available = your total spots.
On the Starter plan, that's 5. On Pro, there's no cap — you have unlimited spots and are billed CA$35 per client who actually logs in.
> Key rule: A client only counts as active when they log in — not when you enable them. Enabling a client reserves a spot, but billing only triggers on login.
How to change a client's status
- Go to the Client List page on your Dashboard.
- Find the client in the list.
- Click the toggle on their row to switch between Enabled and Paused.
What happens when you enable a client
If spots are available, the toggle turns green immediately — no confirmation dialog. The banner updates: "Enabled, Not Yet Active" goes up by one, "Available" goes down by one.
If no spots are available (Active + Enabled = your total), a dialog appears explaining that all spots are allocated. On the Starter plan, you would need to pause an existing client or upgrade to Pro. On Pro, this situation does not arise because spots are unlimited.
What happens when you pause a client
The behaviour depends on whether the client has logged in during the current billing cycle:
Client has NOT logged in yet (Enabled, Not Yet Active):
No warning dialog. The toggle turns grey, a brief "Access removed" confirmation appears, and the spot is freed immediately. The "Available" count goes back up. No billing impact whatsoever.
Client HAS logged in this cycle (Active This Month):
A warning dialog appears explaining that pausing the client will block their access, but their spot remains reserved until the billing cycle resets. You can choose Pause Anyway to proceed, or Cancel to keep them enabled. The spot stays counted as Active regardless — you are still billed for that client this cycle.
The seat explainer modal
The first time you visit the Client List page, a modal titled "How Your Client Access Works" appears with a visual breakdown of the three states. This modal:
- Persists until you check "Don't show this again"
- Can be reopened at any time by clicking the ⓘ icon above your client list
- Is also accessible from the Billing page
Invites and client access
A client must be enabled before you can send them an invite. If you try to invite a paused client:
- Spots available: A dialog explains the client must be enabled first and prompts you to enable them.
- No spots available: A dialog explains all spots are allocated and suggests upgrading to Pro.
Once a client is enabled, clicking the Invite button sends the invite immediately. The client receives an email and can log in right away — at which point their status changes from "Enabled, Not Yet Active" to "Active This Month."
Starter vs. Pro differences
|
|
Starter (Free) | Pro (Paid) |
|---|---|---|
| Total spots | 5 per month | Unlimited |
| Spot allocation | Active + Enabled cannot exceed 5 | No limit |
| Billing | $0 (up to 5 active clients) | CA$35 per active client per month |
| Cycle reset | All Active counts reset to zero; Available returns to 5 | Active counts reset; fresh billing period begins |
Billing cycle reset
At the start of each billing cycle, the Active count resets to zero. All spots become Available again. Clients who were Active last cycle start fresh — they need to log in again to become Active in the new cycle. Clients who were Enabled but never logged in remain Enabled (their toggle stays green).
When to use this
- Temporarily pause a client's access between treatment cycles — pause them to prevent logins without losing any data
- Free up a spot on Starter — if you've enabled a client who hasn't logged in yet, pause them to reclaim that spot for someone else
- Manage billing on Pro — pause clients who no longer need access to prevent them from logging in and triggering a charge next cycle
- Re-enable access after unarchiving — unarchiving restores the account, but you still need to enable the toggle before the client can log in