Give an existing family a unique portal link so they can view their saved family information and waiting-list memberships without signing in to the staff app. You need Admin access to configure the portal.
Public signup link versus family portal link
| Link | Purpose | How to share it |
|---|---|---|
| Public signup link | Starts a new signup for your site or a particular program. | Put it on your website or in communications for new applicants. |
| Unique family portal link | Opens the saved family and their list information. | Send it privately to the appropriate family contact. Do not publish it on your website or copy it into a reusable template. |
The app describes portal access as a unique link that customers can use without logging in. Treat the link as private and check the person/family before copying it. For new applicants, share the Customer Signup Form link instead.
Activate the portal and choose what families see
- Check the selected site and open Settings > Customer Portal.
- Enable Active to allow access to the portal.
- Choose Show Position on List if customers should see their current positions.
- Choose Show confirm/remove buttons if customers should be able to confirm interest or leave a list through the portal.
- Review the preview and click Save changes.
The preview uses a sample family. It is useful for checking appearance and visibility, but it is not the portal for an actual customer. Open a real or demo family’s unique link to check the saved result.
Set the portal branding
- Choose Primary Color for the header, links, and most buttons. Use a darker color so text remains readable.
- Optionally upload your logo. Supported files are PNG, JPG, or WebP, up to 1 MB. A wide logo on a transparent or white background works best; it is displayed up to 48 pixels tall.
- Use Show company name next to logo to choose whether the name appears alongside the logo. Without a logo, the company name is always shown.
- If replacing or removing a logo, review the preview and use the relevant logo controls.
- Click Save changes, then open the customer-facing page to check the appearance.
The same portal branding is used on the customer signup pages. Email branding also uses the portal color; see Email Content.
Get or resend a family’s portal link
- Use Search people to find an existing person, then open their details.
- Check their name and Family section so you have the intended family.
- Under Portal link, use Customer portal to open it or Copy link to copy it.
- Send the link privately to the appropriate family contact. If they have lost the link, find the existing record and send it again rather than creating a new signup.
You can also include [[portal-button]] or [[portal-link]] in an email template. These placeholders generate the appropriate customer link for the message. Do not paste one family’s link into a template that will be sent to other families.
What the family can do
- View family members and their saved waiting-list memberships.
- See positions when Show Position on List is enabled. Each membership has its own position.
- Use the confirmation/removal options when enabled; the action applies only to the named person’s list membership.
- Use Add Family Member when it is available to start adding a new member to the existing family. This is a signup workflow, not a way to merge an already-saved person from another family.
- Use Copy portal link to keep their link handy.
The portal is not access to the staff settings or list-management tools. If existing family or contact details need correcting, the customer should contact the organization so staff can update the appropriate record.
Where Keep on list and Remove from list are found
When confirmation/removal controls are enabled, the family can follow Remove from List beside a membership to open the confirmation page. Opening that page does not itself remove anyone. It offers Keep on list and Remove from list beside each membership for that person.
Confirming one child does not confirm their siblings. A choice for one list does not change the person’s other memberships. See Customer Removals and Confirmations for outcomes and staff follow-up.
Send families to the portal after signup
In Settings > Customer Signup Form, enable Go to Portal after signup and save. The Customer Portal must also be Active. Families then reach their portal after completing signup. To include a portal link in their welcome email, edit the assigned template using Signup Emails.
If a family cannot use the portal
- Confirm that Customer Portal is Active for the correct site.
- Use the link copied from the existing person’s details; do not substitute the public signup URL.
- Check Show Position on List and Show confirm/remove buttons if the family cannot see those options.
- If the person was removed, check their current membership in the staff app before assuming the portal link is wrong.
- Ask support for help if the correct active portal still does not open.