When you are ready to roll out your Members Only portal to members who are Organizations, we recommend sending two emails - one to the main contact of all companies using their organization's credentials and a separate email to all employees minus the main contact with their individual credentials. The organization credentials allow the main contact to access all billing information as well as editor rights to organization profile information.
To send the email to the main contact, follow the instructions below:
- Go to Communication > Send Mass Communication.
- Click the 'To:' field, using the Profile Selector pull up all member organization profiles you want to send the email to, right-click in the grid and select all, and hit the Select button.
- Once back on the Communicator tab, right-click in the grid and select "Replace Selected Email and Fax with Main Profile's Email and Fax." Double check that all Send Email flags are checked, or select those that are not and right-click and select "Set All Send Email Flags."
- In the Message tab, use the HTML Editor to compose your message. To insert the username/password, click the Special Field dropdown and insert 'Portal Login Credentials Link' wherever you want the username and Set Password link to appear. When you send the email, this will automatically populate with each individual username (or email address if they don't have a username), and a unique link for the member to set the password.
- Send your email as usual. For more information on using the Mass Communicator, see the Communication section of the Knowledge Base.
To send the email to all other employees, follow the instructions below:
- Go to Communication > Send Mass Communication.
- From the SEND TO (Pre-Determined Data View - Email Only) section at the bottom, choose "All Individuals Who Receive Communication From A Member Excluding The Main Contact" and hit Load List.
- Double check that all Send Email flags are checked, or select those that are not and right-click and select "Set All Send Email Flags."
- In the Message tab, use the HTML Editor to compose your message. To insert the username/password, click the Special Field dropdown and insert 'Portal Login Credentials Link' wherever you want the username and Set Password link to appear. When you send the email, this will automatically populate with each individual username (or email address if they don't have a username), and a unique link for the member to set the password.
- Send your email as usual. For more information on using the Mass Communicator, see the Communication section of the Knowledge Base.