Portal Setup and Configuration

Prior to Portal use, you must enable the Portal for each profile designation that will have access. The Portal can be made available to donors, grantees, students, vendors, customers, nonprofits, and fund advisors.

To enable the Portal for a specific designation:

1. Navigate to the Portal Options page.
2. Click Portal Settings in the left-side menu.
3. Select the tab of the corresponding designation. In this example the Donor Portal will be enabled.
   
    
4. Click Edit [Designation Name]. 
   
    
5. Check the Enable [Designation Name] Portal box.
    
    
6. Click Update. The Portal for that designation is now enabled.

Configure Portal Settings

Multiple settings control Portal functionality and appearance. In Portal Settings, you can:

• Enable or disable Portal access for each designation, such as Donors, Grantees, Students, etc.
• Customize tab names to match your organization's terminology.
• Enable optional features like EIN/SSN entry or banking information.  

Resource:

• Portal Options Settings
   

Customize Portal Content

Portal content areas allow administrators to personalize messages and text that Portal users see when they log in. Customizable content includes:

• Welcome messages on the Portal home page.
• Instructional text for specific tabs or features.
• Email notifications sent to Portal users.

Resource:

• Portal Options Content
   

Select Portal Styles

Styles control the visual appearance and branding of the Portal. Styles customization includes:

• Color schemes and branding elements.
• Logo and header images.
• Font styles and sizes.

Resource:

• Styles
   

The Portal url is specific to each entity and can be found in the listing of system urls. Use one of the two options below to log in. 

Log In with Email Address

This requires that a profile has a designation other than user that is enabled for Portal access.

To log in to the Portal using the profile's primary email address:

1. Navigate to the Portal login page.
2. Enter the profile's primary email address, and then click Login.
    
3. A PIN will be sent to the email address entered. Enter the PIN, and then click Login.
   
    
   • Once a username and password has been configured, this is no longer a valid login option. 
      

Log In with Username and Password.

To log in to the Portal using a username and password, follow these steps:

1. Navigate to the Portal login page.
2. Enter the username and password, and then click Login.
    

Two-Factor Authentication

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.

Profile Designation Selection

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.   

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. 

Security for New Portal Users

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.

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. In the Portal, click the profile icon to access the profile page.
   
    

Link Individuals to Organizations for Portal Access

More than one individual can be associated to an organization profile and have login capabilities to the Portal. This allows multiple people from the same organization, such as an executive director, grants manager, or board member, to access the organization's Portal information using their own login credentials. A username and password is required to log in and view the organization's information. 

To link an individual to an organization profile for Portal access:

1. Navigate to the organization profile and then click the Login Info tab. 
2. Click Link Individual in the Login Information section to link the individual. 

Organizations can also be linked from an individual profile record by using the Link Org option in the Login Information section of the Login Info tab. Organizations or individuals can be unlinked from the profile's Login Info tab.
 

Configure Portal Tab Access for Linked Individuals

Once an individual is linked to an organization, you can control which Portal tabs they can access. This determines which profile designations the linked individual can view and manage. 

To set tab permissions for an individual for Portal access:

1. Navigate to the organization profile, click the Login Info tab. 
2. Click Link Permissions.
3. Select the designations the individual can access. If a linked profile does not have access to any tabs, they will receive an error message when they log in.
   
    

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 Management tab.
 

Portal Tab Permissions

Each permission checkbox controls access to a specific Portal tab and its features:

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 an organization does not have a fund advisor designation, the Fund Management tab will not appear on the Portal even when the Advisor permission is checked for a linked profile. The linked profile's access to the Fund Management tab is based on the organization's fund advisor permissions.
 

What Portal Users See and Can Do

The following sections describe what Portal users will see when they log in to their profile and what they can do to manage their information.

Personal Information

Security

Contact Preferences

Interest Types

Banking Information

In the Donors tab of the Portal, donors can view their donation history, manage pledges, and make new donations. The Donors tab must be enabled in Portal Options Settings, and the tab name can be customized.

Donor Tab Navigation

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. 

Donors can also sort, reorder, export, and filter their donation data by date range on their own, allowing them to access records without requesting this information by phone or email. Summary tables are fixed and cannot be customized.

 

Donation Summary

Donations

Pledges

Recurring Donations

In the Grantees tab of the Portal, grantees can view their grant and scholarship awards and access related documents such as grant letters and award letters. The Grantees tab must be enabled in Portal Options Settings, and the tab name can be customized.

Grantees Tab Navigation

Three left navigation options are available when a grantee logs in:

• Summary
• Grants
• Scholarships

Grantees can sort and reorder table columns, export data, and filter by date ranges on their own, allowing them to access grant and scholarship records without requesting this information by phone or email. Summary tables are fixed and cannot be customized.

Grant and Scholarship Summary

Grants

Scholarships

In the Students tab of the Portal, students can view their scholarship awards and track payment information. The Students tab must be enabled in Portal Options Settings, and the tab name can be customized.

Students can sort and reorder table columns, export data, and filter by date ranges on their own, allowing them to access scholarship records without requesting this information by phone or email. Summary tables are fixed and cannot be customized.

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.

To view scholarship payment information in the Portal:

1. Click the scholarship ID.

In the Vendors tab of the Portal, vendors can view voucher payment information for accounts payable transactions. The Vendors tab must be enabled in Portal Options Settings, and the tab name can be customized.

Vendors can sort and reorder table columns, export data, and filter by date ranges on their own, allowing them to access voucher records without requesting this information by phone or email. Summary tables are fixed and cannot be customized.

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.

To view voucher payment information in the Portal:

1. Click the voucher ID.

 

In the Customers tab of the Portal, customers can view and pay open invoices. The Customers tab must be enabled in Portal Options Settings, and the tab name can be customized.

Customers can sort and reorder table columns, export data, and filter by date ranges on their own, allowing them to access invoice records without requesting this information by phone or email. Summary tables are fixed and cannot be customized.

Once logged in, customers can see a list of invoices that includes ID, date, status, amount, and balance; and this list can be exported. Open invoices can be paid.


 To pay an invoice through the Portal:

1. Click the Invoice ID.
    
2. Click Pay.
    
3. Follow the on-screen instructions to complete the online payment.

In the Nonprofits tab of the Portal, nonprofit organizations can view and edit their nonprofit profile information and promote funding opportunities directly to donors. The Nonprofits tab must be enabled in Portal Options Settings, and the tab name can be customized.

Edit Nonprofit Directory Information

Portal users from nonprofit organizations can edit directory information such as contact person, phone number, email, and website. Nonprofit organizations can also select from predefined categories of interest that are created using Nonprofit Directory categories and appear as checkboxes for nonprofit portal users to select.

When nonprofit Portal users edit information and click Save, 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 Portal users can edit their directory information:

1. Click Edit Directory Info.
   
    
2. Make any necessary edits, and then click Save.
   • An edited record is marked as Review Update in CommunitySuite indicating a review is needed.
      

In the Fund Management tab of the Portal, fund advisors can make and approve grant requests, access financial reports, and view fund statements. The Fund Advisors tab must be enabled in Portal Settings, and the tab name can be customized, such as Funds Management or Fund Management.

Fund advisors can sort and reorder table columns, export data, and filter by date ranges on their own, allowing them to access fund information without requesting this information by phone or email. Summary tables are fixed and cannot be customized.

For detailed information about fund advisor permissions and features, see Fund Management Tab of the Portal.

A variety of notifications can be sent to CommunitySuite users when activity occurs on the Portal. Portal Notifications allows you to configure which internal staff members receive email notifications about Portal activity such as new donations, grant requests, or profile updates.

In Portal Notifications, CommunitySuite users are organized by activity type using tabs. Clicking an activity type tab displays a list of CommunitySuite users showing their employee number, name, and email address. The last column indicates whether that CommunitySuite user receives a notification for the activity if Yes displays.

To configure which CommunitySuite users receive Portal notifications:

1. Navigate to the Portal Options page and click Portal Notifications in the left-side menu.
2. Click the applicable tab.
   
    
   • "Yes" in the last column indicates the user receives notifications.
     
      
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.