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. By default, when a profile is created the username is their email address.

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 again and display a placeholder for the password. The placeholder will not have the same number of characters as the password.

It is recommended to use the user email as the username, and to not change the username after it has been set. 

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. Place a check next to Inactive.

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.