If you are using the Account Match & Queue, Neon will automatically merge incoming accounts with an existing account that has the same name and email address. However, some benefits like volunteer timesheets are only accessible by logging in. See examples here. If you would like to invite your constituents to log into the Portal, you have a couple options.
If you are using the Account Match & Queue, you can ask constituents to choose a login name in the follow up email from filling out a Public Access form. For example, you would do some setup now and then wait for membership renewals to come in for constituents to start logging in. This would require two steps for each constituent: fill out form & create login afterward. However, you could attach this call to action to time when they would regularly interact with your organization.
To use this method, ensure the following.
- The Account Match & Queue is turned on.
- You require name and email address on Public Access Forms. Here is a guide on configuring forms.
- The <<Reset Password Link>> token is in some or all of your System Emails.
Then, allow constituents to fill out Public Access forms - donation, event registration, etc - as normal. Once they do, they'll receive the relevant System Email - donation appreciation, event registration. If it contains the <> token, they can click it to create a login name & password at that point.</>
To encourage people in the database to create a login name and password at once, you'll find everyone in your database who doesn't have one and send them an email with a link to create a login and password. To do so:
- Create the Email Audience
- Build the Campaign Email
- Send the Email to your Audience
First, you'll need to build the email audience that contains everyone who does not currently have a login name and password.
Navigate to your campaign audience list at Emails > Email Audiences.
Create a New Audience.
Name your audience, and switch off the Publish Audience option. Then click the Create Audience button.
Once created, you'll need to add your constituents to this audience. Click the Add button next to Audience Sources and choose Live Report.
Choose the option to create an Email Audience Report.
Then, click Edit Criteria to modify your search criteria.
Add the criterion for Account Login Name Blank. (Tip: If you have Social Media Login enabled, you might also want to exclude Facebook Page: Not Blank and Twitter Page: Not Blank.)
Then, click Save changes. On the Email Audience Report screen, click Run Report.
You will now see a list of all constituents who do not have a login name. Click Save Email List to add these constituents to your email audience.
Now that you have built your email audience, you need to create the campaign email you'd like to send to them.
Build a new campaign email. When you reach the content editor, write something like,
Thank you for your support of our organization! We recently moved to a new database system that will allow you to view your donation history, update your contact information, and more. To view and update your information, click here to access your account.
You may choose to use a hyperlink or button to help recipients access their accounts. The example below shows a button but the steps are very similar for hyperlinks.
Add your button text, then click select a CRM form and choose Reset Password.
Click Insert to add this button. Finish creating your email as normal and send it.
Creating a Login and Password: The Constituent's Experience
Once your email has been sent, each constituent will receive an email that corresponds to their NeonCRM account.
When a recipient clicks on the Reset Password Link from this email, they will be taken to a page where they are prompted to create a Login Name and/or Password for their existing Neon account.
If the recipient has not set up a Login Name and Password for their Neon account, they will be prompted to choose both, as shown for the test account in the example below:
If the recipient already has a Login Name for their Neon account but no Password, or if they have both a login and password already, this page will display their current Login Name and they will only need to choose a new Password, as shown in the example below:
If the owner of this email address has more than one account in your NeonCRM, they'll have the choice of which password to reset. This is handy for people who have both an individual and a company account, for example.