Managing Member Portal Logins

Tables of Contents

In order to access the Members Only Portal, members and their related profiles need a username and password. When a Profile is created, their default username is their email.

New members can:

• Set their password by using the reset password option, OR
• Create their username and password via the join form (if configured), OR
• Administrator can create the username and password manually

Adding a Username and Password

1. Go to the Profile Edit screen.
2. Click on the Web Portal Credentials tab (left side).

3. Click Change Credentials.
4. Enter a Username.
5. Enter a Password.
6. Click Save and Continue Editing.

The password entered will be encrypted and the screen will update to be read-only and display a placeholder for the password. The placeholder will not have the same number of characters as the password.

Profiles automatically use the email as their username. Adding an official username can cause issues and confusion for users, as the username cannot be used to reset or recover a password. The best practice is to allow the email to act as the username, unless multiple accounts use the same email. Then, a username can be used to differentiate between these accounts.

The View Profile's Portal button allows the system user to view the profile from the member's user perspective. However, this function only allows the user to see the member's page without invoices, payment history, or restricted content, and should not be used as a substitute for logging in on the user's end for troubleshooting. To accurately test what a specific profile can view, the user must log in with a profile login that is not associated with a back-office administrator account, and the login should be performed directly through the portal login page using that profile’s credentials.

Pushing a Reset Link out to the Member

The profile MUST have an email address under the General Information tab for this work.

1. Go to the Profile Edit screen.
2. Select the Web Portal Credentials tab (left side).
3. Select Send Password Reset Email.

4. Select Yes to confirm.

The member will then receive an email with a link to set their new password. This link will expire after 24 hours for security compliance.

Pushing a Reset Link in a Customized Email

To send a customized email with the password link (to one or more profiles):

1. Select the Communication menu > Send Email.
2. In the Message tab, use the HTML Editor to compose a message.
3. To insert the username and password, click the Special Field dropdown and insert "Portal Login Credentials Link".
4. To use the [[PORTALLOGINLINK]] special field to send credentials to employees of Member Organizations, the list must be built differently. Start in the Profile Selector to target Members and run this search first. Then, scroll down to Related Profiles and run a second search to "Replace Results" with primary related profile OR employee relation type. That way, the individual will be sent their login credentials for their unique profile, not the Organization's profile.
   This link will expire after 24 hours for security compliance. Consider notifying email recipients of the link's lifespan. 
5. Complete the process to send the email.

When an email is sent to one or more profiles, it will automatically populate with each profile's username/email address, and a unique link to set or reset the password.

Click here for more information on sending emails.

Editing a Password

1. Go to the Profile Edit screen.
2. Select the Web Portal Credentials tab (left side).

3. Select Change Credentials.
4. Make the desired changes and select Save and Continue Editing.

Resetting a Password

1. Go to the Profile Edit screen.
2. Select the Web Portal Credentials tab (left side).
3. Select Send Password Reset Email.

4. Select Yes to confirm.

The member will then receive an email with a link to set their new password.

The link will expire after 24 hours for security compliance.

Disable Portal Login

There is an option to disable a profile's login so they can no longer log in to the member portal regardless of the configuration settings for portal access.

If profile login is disabled, View Profile's Portal no longer works. 

1. Go to the Profile Edit screen.
2. Select the Web Portal Credentials tab (left side).
3. Place a check beside 'Disable Portal Login for this Profile?'
   
4. Select Save and Continue Editing. 

Deactivating a User

Inactive means the user will not be able to log in even if the portal was configured to be available for all profiles with a username and password.

1. Go to the Profile Edit screen.
2. Select the Web Portal Credentials tab (left side).
3. Select the box beside 'Disable Portal Login For This Profile?' 

4. Click Save and Continue Editing.

If a portal is restricted to Members and Related Profiles, dropped members and former employees do NOT need to be deactivated. They will automatically be denied access.

The Inactive checkbox is a deprecated feature that would block profile logins only when portal login is permitted for all active profiles.

Troubleshooting Member Portal Logins

If a member encounters an issue when logging in to the Profile Portal, try the following steps based on the error they are experiencing.

Blank page after first login

If a member sees a blank page when logging in for the first time:

1. Have the member clear their browser cache for all time. Instructions are available here: Clear Your Internet Browser Cache.
2. Have the member close and reopen their browser, then try logging in again.

Access Denied error

If a member receives an Access Denied error, first confirm that their profile meets the conditions configured under Admin > Configuration Settings > Profile Portal Settings.

If the profile meets the required conditions, an admin can:

1. Navigate to the member's profile in MC Trade.
2. Select Edit Profile.
3. Go to Web Portal Credentials.
4. Update the member's credentials.
5. Have the member try logging in again.

If the issue persists

If the member continues to experience either issue after following the steps above, contact the Support Team for further investigation. Please provide the Profile ID and permission for Support to update the member's web portal credentials, if necessary.