Beacon

Letting people access their details with the Beacon Portal

Updated 3 months ago

check_circle_outline The portal is a Premium tier feature. If you'd like access to the Portal to let supporters access and make changes to their details, let us know.

Beacon makes it easy for your supporters and clients to access and make changes to their details via a secure form.

You're always in full control - you can decide what you'd like them to see, and what they can make changes to.

You can use the portal for a wide variety of use-cases:

  • Donors - make changes to their contact details (e.g. address), and see the history of their donations.
  • Events - attendees can provide additional details about an event they're going to (e.g. menu choice, certificate from GP)
  • Cases - clients can see the status of their open cases, upload supporting documentation, and access their case history.
  • Members - active members can see the details of their membership.
  • Volunteers - can set their availability preferences, and log volunteer hours.

A "portal" is just another Beacon form type that you can choose when creating your form:

Screenshot 2021-04-09 at 07.22.28

In this article:


link How it works

  1. Person visits your portal form. (You'll find the link in your form settings)

  2. They'll be prompted to enter their email address:

Screenshot 2021-04-09 at 07.28.06

  1. A secure link is sent to them via email:

Screenshot 2021-04-09 at 07.28.25

  1. Clicking this link brings them back to the form, surfacing them their details in your database: (rather than showing a login page like before)

Screenshot 2021-04-09 at 07.31.39


link Accessing personal information

With the General fields section in your portal forms, you can give people access to see any of the fields on the people record type, for example:

When adding fields to this section, by default these fields will be editable. That is - people will able to change the data in these fields as well as being able to access them.

help_outline Want to make some (or all) fields read-only? You can switch off the "Is editable?" option. Screenshot 2021-04-09 at 07.39.44

If you set some fields as editable, then people see and Edit button in the top right of each section:

Screenshot 2021-04-09 at 07.42.30

They can then go ahead and make changes and then save them:

Screenshot 2021-04-09 at 07.43.00


Portal forms also allow you to surface related information to your supporters. For example:

  • Payment history
  • Events attended
  • Open cases
  • Custom record type (that "point" at people)

In your form settings, you can add a Related records section. These sections behave a lot like related records cards.

Screenshot 2021-04-09 at 07.45.46

In this section, you can choose the record type you'd like to list, along with the fields you'd like to surface in that list.

Screenshot 2021-04-09 at 07.47.09

You can specific Detailed & editable fields, which are the fields that show when one of the records in the list is clicked:

Screenshot 2021-04-09 at 07.51.28

On your form, the above settings will result in people seeing the following:

Screenshot 2021-04-09 at 07.52.51

link Editing records

By default, fields added to this section will not be editable, but you can make them editable if you want to!

You probably wouldn't do this with payments, but you might with:

  • Events - provide feedback, choose menu option
  • Cases - provide supporting documentation for eligibility checks
  • Custom records - depending on what you've built!

link Creating records

This section can also allow people to create records. You probably won't want to use this most of the time, so we've disabled it by default.

Examples of where you might want to use this:

  • Volunteering - creating new "volunteer hour" records
  • Custom records (e.g. "Passport") - upload new passport information, without editing existing information uploaded.

link Choosing who can use your portal

In your form settings, you'll see an Access section. This lets you set filters to specify who should be able to access your portal. (Defaults to everyone)

Screenshot 2021-04-09 at 08.00.10

For example you might want to restrict your portal form access to:

  • Donors
  • Members with an active membership
  • Volunteers with an application in progress
  • People going to a particular event

The filters in this section work just like filters elsewhere in Beacon 🙂. For people to access your portal, they'll need to match your filter criteria.


link Security

To keep your supporter data secure, we've implemented a number of security measures with the portal:

  • Recaptcha is used to stop robots.
  • Secure login links can only be used once.
  • Access is only available for 30 minutes (people will need to request a new login link after that).

For embedded forms, we've also implemented some additional restrictions:

  • Your website must use HTTPs.
  • You will need to specify your website domain(s) where the form can be embedded.

Screenshot 2021-04-09 at 08.11.07


link Frequently asked questions

link Do people need to have an email address to be able to use a portal form?

Yes. Currently portal forms only support access via a secure email link.

link What happens if multiple people in our database share the same email address? (e.g. many people in a family)

After clicking the secure login link, they'll be able to access all of the people who have that email address, and switch between them:

Screenshot 2021-04-09 at 08.06.21

help_outline Have lots of duplicate people in your database? We strongly recommend finding and merging them before using a portal form.

📖 Related articles

close

Contact Us

It'd be great to hear from you! To reach out, fill in your details below and we'll get back to you.

close

Register for webinar

To join this webinar, please enter your details below and we'll send you details on how to join.



close