Member Portal

The member portal gives your members self-service access to their details, documents, and the ability to request changes. It runs in a web browser — members don't need to install anything.

What members can do

  • My Details — view their personal, contact, and address information, plus how their name appears in correspondence
  • Documents — download share certificates, member statements, and dividend statements that have been published to them
  • Request a change — submit a change to their personal or contact details; staff review and apply it in CBSMembers

Your portal address

Each society gets its own portal at a dedicated web address. For example:

members.yoursoceity.org

This is set up with a single DNS record pointing to the portal server. Members bookmark this address and it shows only your society's branding — they see no reference to CBSMembers or other societies.

For societies without their own domain, a fallback URL is always available:

cbsweb.stockwoodcbs.org/yourslug

Enabling portal access for a member

Portal access is controlled per member. To give a member access:

  1. Open the member record
  2. In the Contact section, check Portal enabled next to their email address
  3. Save the record

The member can now log in using that email address. If a member has a second (CC) email address, tick Portal enabled next to that address too to allow login from both.

How members log in

The portal uses magic link authentication — there are no passwords.

  1. The member visits your portal address and enters their email
  2. They receive an email with a login link (valid for 10 minutes, single use)
  3. They click the link and are logged in automatically
  4. A session cookie keeps them logged in for 30 days

If a member doesn't receive the email, ask them to check their spam folder. If the link has expired, they simply request a new one.

Publishing documents to the portal

Documents must be explicitly published to appear in the member's portal.

  • Share certificates — when generating a certificate PDF, tick Publish to portal in the confirmation dialog
  • Dividend statements — generated in bulk from the dividend run screen; all are published automatically
  • Member statements — tick Publish to portal when generating

Published documents appear in the Documents section of the member's portal immediately.

Reviewing edit requests

When a member submits a change request, a red badge appears on the Pending Edits button in the CBSMembers toolbar.

Click Pending Edits to see all outstanding requests. Each one shows the member's name, the fields they want to change, the old and new values, and when it was submitted.

Click Approve to apply the changes to the member record. The request is then marked as processed. If a request looks incorrect, you can dismiss it without applying it.

Org Settings for the portal

Configure your portal appearance in Org Settings:

Setting Description
Organisation name Shown in the portal header
Logo Uploaded image, shown on certificates and statements
Address Used in letter templates and document headers

Security

  • All portal traffic is served over HTTPS
  • Login tokens are single-use, expire in 10 minutes, and are stored as SHA-256 hashes — the raw token never touches the database
  • Sessions expire after 30 days of inactivity
  • Member data is protected by row-level security in the database — each member can only access their own records
  • Bank details and financial information are not shown in the portal