Create and Send Member Usernames and Passwords


How do I create and send usernames and passwords for Members Only to my members?


To access your online Members Only portal, your members (and their related profiles) will need have a username and password. You can manually create the login credentials (username and password) for the profile when they become a member, or the member can set their own password using their email address. 

Portal Credentials are stored on the Web Tab of a Profile Record. 

To manually create/edit the username and password of a profile:

1. Find and open the profile, using the Quick Search on the left of your screen or the Profile Selector.

2. Click the Web tab, then the Portal tab.

3. Type into the username and password fields and enter any username and password (letters and/or number).

4. Click Save at the top of the Profile. The password will be encrypted to our central authentication database, and the Password field in the database will display as blank after saving is complete.

To allow the member to set their own password:


1. In the Profile > Web > Portal tab, click "Send Password Reset Email." This will only send if the profile has an email address (displayed next to the Username field on this screen). The profile does NOT need to have a username as long as they have an email address.

2. A window will appear confirming that you would like to send the reset link to the member. Click Send Email, and the member will receive an email with a link to set and confirm their new password. This is the standard system "Forgot Login" link email and is not editable. To send a customized email with the password link, see below for instructions on using the Mass Communicator.

You can send usernames and passwords in mass using the Mass Communicator.

1. Go to Communication > Send Email (or Send Mass Communication in the desktop).

2. In the Message tab, use the HTML Editor to compose your message. To insert the username/password, click the Special Field dropdown and insert 'Portal Login Credentials Link' wherever you want the username and password to appear. When you send the email, this will automatically populate with each individual username/email, and a unique link to set or reset their password.

4. Send your email as usual. For more information on using the Mass Communicator, click here.





  • When a member calls and is experiencing trouble with logging in the registration website because they've forgotten their username and password that is set up for them in the web portal, we can usually view this information by pulling their name through the profile browser, selecting web and then portal on the tool bar. Currently, I can view the username, but the password only shows xxxx and can't be viewed. I use to be able to see the passwords but now they are set to private. How can we fix this screen so we can assist them when they forget their password?

  • HI Mary,

    Yes, it is a rights issue. You will go into Admin>Manage Users> Click on the employee(s) that you want to be allowed to see the password then click the button for Allow this user to view portal passwords in the Profile / Web / Portal tab. Hope this helps!

  • I'm getting the following error when trying to update a user's security for the portal:

    WC_PortalAuth Error. Invalid ProfileID (2q289i).

    What needs to be done to fix this?

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