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  2. CommunitySuite
  3. CommunitySuite - Communication

Portal

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The Portal is a secure website where various individuals can log in to see information applicable to their in-system designations. Information is organized into tabs that have customizable labels, and whether a tab is available or not on the Portal is set in Portal Settings. A profile's primary email or a username and password can be used to log in to the Portal.



Prior to Portal use, navigate to the Portal Options page, click Portal Settings, and enable the Portal. This is the first step in setup. Once the portal has been enabled, determine which profile designations will use the Portal and enable those. Customize the tab names as these will be viewed after Portal login. The Portal can be made available to the following profile designations:

  • Donors 
  • Grantees
  • Students
  • Vendors
  • Customers
  • Nonprofits
  • Fund Advisors

Settings, Content, and Styles

Multiple settings impact the Portal. Designations are enabled and tab names are customized in the applicable settings.  

There are several content areas seen by users when they log in to the Portal that can be customized. 

The style, or look and feel, of the portal can also be customized. 

The Portal url is specific to each entity and can be found in the listing of system urls. 
  1. Navigate to the Portal login page.
  2. Use one of the two options below to log in. 
    • Option 1: Login with email address. This requires that a profile has a designation other than user that is enabled for Portal access.
      • Enter the email address, and then click Login.login button

      • A PIN will be sent to the email address entered. Enter the PIN, and then click Login.
        login button

        • Once a username and password has been configured, this is no longer a valid login option. 
        • Option 2: Login with username/password.
          • Enter the username and password, and then click Login.login username and password

If two factor authentication is enabled for the account, then Portal users will be redirected to the two factor method page where they can choose to receive the authentication code using an authenticator app, email, or text. Entering the code will complete the login process.

When users log in to the Portal, they will either see information applicable to their profile designation or profile designation cards that allow them to select the designation they intend to use.   login page

New Portal users without a password set will be able to view and access all profiles that share the same primary email. To prevent new Portal users from accessing tabs that should not be available to them, use one of the following options to secure the profile:
  • Enable the Disable Email as Login setting in Portal Settings.
  • Provide a username to the new Portal user and request a password change.

It is recommended to review shared primary emails using the Access Reports found in the left-side menu of each Portal designation.

Tabs that have been made available to the user are displayed at the top of the page. Directly beneath the tabs is the header which contains customizable content. 

Portal users' profile information is obtained from their profile record; and, if enabled, they have the ability to edit their profile phone number and address, providing the address is not associated with a scheduled date range. They can also update their contact preferences and interest types. Their name and email cannot be edited. The ability to change their username and password and enable two-step verification is available. They can also log out of the Portal from the top navigation bar. 

  1. Click the profile icon to access the profile page.
    profile icon

More than one individual can be associated to an organization profile and have login capabilities to the Portal. A username and password is required to log in and view the organization's information. Navigate to the organization profile, click the Login Info tab, and click Link Individual in the left-side menu to link the individual. Organizations can also be linked from an individual profile record by using the left-side menu option of Link Org. Organizations or individuals can be unlinked from the profile's Login Info tab.

Link Permissions

Once an individual is linked to an organization, the next step is to give individual permission to the profile designations on the Portal using the Link Permissions option in the left-side menu of the Login Info tab. This will open up all linked profiles and allow the user to select the designations the individual can access. If a linked profile does not have access to any tabs, they will receive an error message.
link permissions

  • Profile - If checked, the linked profile will be able to change the username, password, and address of the organization.
  • Donor - If checked, the linked profile can view any donations, print tax receipts, pay pledges, and manage recurring donations as the organization.
  • Advisor - If checked, the linked profile will be able to act as the Fund Manager/Advisor for the fund on behalf of the organization.
  • Grantee - If checked, the linked profile can view the grants issued to the organization.
  • Student - If checked, the linked profile will have access to any of the scholarship transactions.
  • Vendor - If checked, the linked profile can view accounts payable vouchers that have been paid to the organization.
  • Customer - If checked, the linked profile can view and pay any open invoices.
  • Nonprofit - If checked, the linked profile will be able to update the Nonprofit Directory listing.

If the organization does not have a fund advisor designation and the linked profile has Advisor checked, the Fund Management tab of the Portal does not show. The linked profile will have permissions based on the organization's fund advisor permissions for the Fund tab.

Personal Information displays the Portal user's name and contact information which can be edited by clicking Edit Information. EIN/SSN can be entered into the Portal if that setting is enabled. If multiple profiles exist for the portal user, then changing to another profile occurs by clicking Change Profile.

  1. Click Set SSN/EIN or Edit Information.
    • Click Save to save changes.
      edit buttons

In the left navigation Security tab, Portal users can change their usernames, passwords, or set up two-step verification. 

  1. Click Change Username, Change Password, or Enable next to 2-Step Verification.
    • Complete the applicable steps.
      security tab options

In the left navigation Contact Preferences tab, Portal users can change their email, call, and mail preferences.

  1. Click Edit Information.
    edit information button

  2. Check the applicable contact preference boxes, and then click Save.
    save button

In the left navigation Interest Types, Portal users can change their interest types.

  1. Click Edit Information.
    edit information button

  2. Check the applicable interest type boxes, and then click Save.
    save button

In the left navigation Banking Information, Portal users can add banking information that includes account type, account number, and routing number provided that setting is enabled. If current banking information exists, click Clear Ach to remove it.

  1. Click Set ACH.
    set ach button

  2. Enter the applicable Set ACH Settings information, and then click Save.
    save button

Four left navigation options are available when a donor logs in.

  • Donation Summary
  • Donations
  • Pledges
  • Recurring Donations

Donors can click Make A Donation to give directly from this area. 

The donors tab on the Portal must be enabled in Portal Options Settings, and the tab name can be customized. With the exception of summary tables, columns in tables can be sorted and reordered. Table contents can be exported and filtered by a date range. donors tab

The donation summary lists the total donation amount given by the donor, the donation amount given this year, and the donation amount given last year. Fund and fiscal year giving information is included.donation summary

Donations lists specific information about each donation that includes ID, date, fund, recurring ID, anonymous, type, description, and amount; and this list can be exported. Unless the ability to print tax receipts is restricted by the Hide Tax Receipts setting, tax receipts can be printed from an individual donation record and will pull from the receipt on file if organizations are using the serial number functionality. If the tax receipt on the donation record is marked as not needed, it will be not be available on the Portal.  donations list

  1. Click the donation ID.donation id

  2. Click Print Tax Receipt.print tax receipt button

The tax receipt will display in a new browser tab where it can be printed or downloaded.

Pledges lists specific information about each pledge/promise that includes ID, type, date, status, fund, anonymous, description, amount, and balance; and this list can be exported. Payments for pledges/promises can be made for individual pledges/promises.pledges-promises list

  1. Click the pledge ID.pledge-promise id

  2. Click Pay to make a payment.pay button

  3. Follow the on-screen instructions to complete the online payment.
    • After the donation is processed, donors will receive a tax receipt.
      • This functionality must be enabled prior to use.

Recurring Donations lists specific information about each recurring donation that includes ID, start date, next date, end date, description, and amount; and this list can be exported. recurring donations list

  1. Click the recurring donation ID.recurring donation id

    • Click Edit Donation to edit the interval or end date.edit donation button

    • Click Cancel Donation to cancel the donation.cancel donation button

Enable the grantees tab in Portal Options Settings to allow grantees to log in to the Portal. The tab name can be customized. With the exception of summary tables, columns in tables can be sorted and reordered. Table contents can be exported and filtered by a date range.

Once logged in, grantees will see a summary of any grants and scholarships they have received and view documents such as grant letters and award letters.

There are three left navigation options.

  • Summary
  • Grants
  • Scholarships
    grantees tab

 

The fund from which grants and scholarships originated is displayed as well as the transaction year and total amounts. The Grant Award Summary table summarizes grants in the posted, vouchers, paid, and completed grant statuses. 
grant award summary and scholarship summary

Grants lists specific information about each grant that includes ID, date, fund, status, description, and amount; and this list can be exported. Click the ID to view grant payment information.grant id

Scholarships lists specific information about each scholarship that includes ID, date, fund, description, student, status, and amount; and this list can be saved. Click the ID to view scholarship payment information.scholarship id

Enable the students tab In Portal Options Settings to allow students to log in to the Portal. The tab name can be customized. With the exception of summary tables, columns in tables can be sorted and reordered. Table contents can be exported and filtered by a date range.

Once logged in, students can see a list of scholarships that includes ID, award date, scholarship name, status, and amount; and this list can be exported. Scholarship award letters are available. Click the ID to view scholarship payment information. students tab

 

Enable the vendors tab in Portal Options Settings to allow vendors to log in to the Portal. The tab name can be customized. With the exception of summary tables, columns in tables can be sorted and reordered. Table contents can be exported and filtered by a date range.

Once logged in, vendors can see a list of vouchers that includes ID, date, status, reference number, and amount; and this list can be exported. Click the ID to view payment information. vendors tab

Enable the customers tab in Portal Options Settings to allow customers to log in to the Portal. The tab name can be customized. With the exception of summary tables, columns in tables can be sorted and reordered. Table contents can be exported and filtered by a date range.

Once logged in, customers can see a list of invoices that includes ID, date, status, amount, and balance; and this list can be exported. Click the ID to view payment information. Open invoices can be paid.customers tab

  1. Click the Invoice ID.invoice id

  2. Click Pay.pay button

  3. Follow the on-screen instructions to complete the online payment.

Once logged in, nonprofits will see the details of their nonprofit profile information and have the ability to edit specific fields of the nonprofit profile information. This includes uploading images. They can also promote their funding opportunities directly to donors.

The nonprofit tab on the Portal will need to be enabled in Portal Options Settings, and the tab name can be customized.

Edit Directory Info

Directory information such as contact person, phone number, email, and website can be edited. Categories of interest can also be selected. When information is edited and Save is clicked, the directory listing displays the newly updated information. The CommunitySuite nonprofit record will display a red option of Review Update to signify the change is ready for staff approval. nonprofit directory listing  

  1. Click Edit Directory Info.
    edit directory info button

  2. Make any necessary edits, and then click Save.
    • An edited record is marked as Review Update in CommunitySuite indicating a review is needed.save button

Enable the fund advisors tab in Portal Settings to allow fund advisors to log in to the Portal. The tab name can be customized to a title such as Funds Management. Once logged in and given permissions, fund advisors can make and approve grant requests as well as access financial reports and fund statements. Fund Management Tab of the Portal provides specific information. 

A variety of notifications can be sent when activity occurs on the Portal. A list of users that receive these notifications is available in Portal Notifications. Profile names are organized using tabs, so clicking the tab of the notification type displays the employee number, employee name, and the email address of the user. The last column indicates whether the user receives that particular notification.

  1. Navigate to the Portal Options page and click Portal Notifications in the left-side menu.
  2. Click the applicable tab.notification tab

    • "Yes" in the last column indicates the user receives notifications.notification chart

  3. Click Edit the applicable tab name in the left-side menu.
  4. Check the box beside employee names to enable notifications, and then click Update.
    • Remove the check from the box to disable notifications.
      update button

 

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