The family portal gives whānau real-time access to daily notes, activity updates, photos, and care information about their loved one. This guide covers the complete invitation and access management process.
Good to know
Family portal access is included with all iCareNZ plans at no additional cost. There's no limit to the number of family members you can invite per resident.
Prerequisites
1
Prepare the Resident Profile
Ensure the resident's profile is complete, including emergency contact details with email addresses. Each family member needs a valid email to receive their invitation. The resident must have at least one care plan created.
Screenshot: Resident profile with emergency contacts section
Important: Family members cannot see clinical records, financial information, or data about other residents. Their access is limited to their loved one's care information only.
Sending an Invitation
2
Invite a Family Member
Open the resident's profile and go to the "Family" tab. Click "Invite Family Member." Enter their name, email, and relationship to the resident. An invitation email is sent automatically with a secure link to create their account.
Screenshot: Family invitation form with name, email, and relationship fields
Best Practice
Send the invitation during business hours so the family member receives and acts on it promptly. Invitations expire after 7 days for security.
What Families Can See
3
Understand Portal Access
Family members can see:
- Daily care notes and activity updates
- Medication administration records (high-level)
- Upcoming activities and events
- Photos shared by the care team
- General wellness information
They cannot access clinical records, financial information, or data about other residents.
Managing Access
4
Revoke or Update Access
You can revoke or resend invitations from the same Family tab. If a family member's contact details change, update them in the resident's profile to ensure continued access. Revoked access takes effect immediately.
Screenshot: Family management tab with revoke/resend options
Important
If a family member's invitation expires, you'll need to send a new one. Expired invitations cannot be resent — they must be regenerated from the Family tab.
Family portal overview with access status
Figure 1: Family management tab showing invited members with access status and management options
Frequently Asked Questions
Yes. Families can send messages to the care team through the portal's messaging feature. Messages are logged and visible to all staff with access to the resident's profile.
There's no limit. You can invite as many family members as needed. Each receives their own account with independent access to the resident's portal.
Not currently. All invited family members have the same level of access. If you need to restrict access for a specific family member, contact iCareNZ support to discuss options.
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