Getting Started for Community Portals

Modified on Wed, Jun 26 at 2:51 PM

This guide provides all the steps needed for community organizations to get started quickly. The guide starts with the basics—these are the first steps you need to take to make the portal ready for use. After you finish the basic steps, you can go beyond the basics by customizing premade content to highlight specific information, links, and offerings relevant to your community. Lastly, we have some suggestions for further customizations to maximize engagement.

Setting Up Your Account: Parts 1, 2, & 3

THE BASICS: Integration and Adding Admin Accounts
Initially, we want to get you set up with the essentials so you can start using the system as quickly as possible—these are crawl steps.
BEYOND THE BASICS: Customization in Messaging
In this section, you’ll learn how you can customize the messages already in your portal.
MORE OPTIONS: Enhanced Customization
To further customize the content in your portal, or to create flows and surveys, you can contact your account exec for help.

The BASICS

This section of the guide contains the initial steps that will get your portal ready to use. Each step contains bulleted instructions that shows you just what to do to complete it.

Step 1: Choose the Community Portal Template

What is this step? Select the Community portal template that is preset with the settings and content made specifically for community accounts.

Why do I want to do this? Choosing this template will automatically configure your portal with settings, automations, and flows that enable you to get started quickly.

How do I do this? Go into the admin website and do the following:

Go to the Settings section.
Enter the Portal Management module.
Click on the "Add New Portal" tile.
Select the "Community Portal Template."
Fill in the Portal Name and Brand Name fields.

Step 2: Set up Data Integration

What is this step? Set up data feeds related to new membership onboarding and facility usage.

Why do I want to do this? This step will enable your center to tell Engagement Rx when new memberships have been added and it will communicate the facility usage data for members (this determines which automated messages members receive based on how often they’ve visited your center during specific time ranges).

How do I do this? Follow the instructions in this article.

Step 3: Add Admins to the Portal

What is this step? Create the admin accounts you want for your portal.

Why do I want to do this? After creating admin accounts and defining roles, you’ll have delegated specific tasks to individuals and given them access to the relevant parts of the admin website they need. It’s up to you to determine which tasks are necessary for your account, but in most cases, a community account will want to include the following roles:

Community Center Staff and/or Personal trainer

Typical tasks—Send manual automations to new members and monitor the dashboard for messages and tasks.
Roles to enable—Special Permissions (click the PHI and PII boxes and accept terms) and then select Coach.

Content editor

Typical tasks—Edit the template messages to customize with the specific details of your community center. This admin may insert links to your website to highlight. events or offerings, for example.
Role to enable—Content

Reports admin

Typical tasks—Review member-responses to flows and surveys and analyze success metrics. (Note: flows and surveys are not a part of the template and must be added: see part 3 for more details.)
Role to enable—Reports

Watch this video to see how to add an admin account to your portal:

Related Wiki Pages: Admin Roles & Corresponding Abilities

You have now completed the basic setup steps for your portal and can begin using it. To customize certain elements of your communications, continue to Beyond the Basics...

Now let's go BEYOND the BASICS

This section of the guide contains the steps that aren’t required but may be beneficial for you. Following these steps will create a more customized portal and, potentially, a more personal and effective communication campaign with your members.

Step 1: Add the From Name for Messages

What is this step? Set the “From Email Name" for messages sent from this portal.

Why do I want to do this? Members who receive messages in your portal will see the sender’s name that you enter here so they have a consistently recognizable association with the communications they get.

How do I do this? Go into the admin website and do the following:

Go to the Settings section.
Enter the Portal Management module.
Select the portal you want to configure communication settings for.
Click on “Communications” from the Settings menu on the left.
Enter your community center’s name in the “From Email Name” field.

Watch this video to see how to add the "From Email Name":

Step 2: Customize Messages in Automations

What is this step? Consider customizing messages in automations by inserting links to your website, details about your community, and special offerings you may have for members.

Why do I want to do this? The messages in automations are written in a generic way that makes them applicable to most community centers without any customization. By customizing the messages, you can inform your members about offers and details that are specific to your community, raising awareness of the perks of membership and potentially increasing engagement.

How do I do this? Go into the admin website and do the following:

Go to the Settings section.
Enter the Portal Management module.
Select the portal you want to customize messages in.
Click on “Automations” from the Content menu on the left.
Choose an automation to customize and select “Edit” from the actions menu.
Add links and/or edit the message as needed.

Watch this video to see how to customize automated messages:

Step 3: Publish Orientation Automations

What is this step? Set the premade Orientation Automations as published in your portal, enabling them for use.

Why do I want to do this? Some community centers offer their new members an introductory tour, session, or appointment. By publishing the Orientation automations, you can manually send them to new members to make sure they're aware of the opportunity.

How do I do this? Go into the admin website and do the following:

Go to the Settings section.
Enter the Portal Management module.
Select the portal you want to customize messages in.
Click on “Automations” from the Content menu on the left.
Click "edit" in the actions menu.
Review the message in the automation and edit if needed.
Save and publish the automation.

Watch this video to see how to edit and publish Orientation automations:

Step 4: Customize Signature in Master Email Template

What is this step? Set the Email Signature in the master email template.

Why do I want to do this? The default signature is set as "In health and fitness, Your Community Center." This signature is applied to all automation email messages. If you want, you can change this signature.

How do I do this? Go into the admin website and do the following:

Go to the Settings section.
Enter the Portal Management module.
Select the portal you want to configure communication settings for.
Click on “Communications” from the Settings menu on the left.
Click on the "Configure Master Email Template" button near the top.
In the template, replace the default signature "In health and fitness, Your Community Center" with a customized signature of your choosing.

Watch this video to see how to change the email signature:

You've now completed part 2 of the guide, which went beyond the basics into customization steps.

More Options to Consider...

You’re now set up to use the portal to automatically add new members, communicate with them using automations, and view reports on success metrics. There are many tools and enhancements available in the admin system that you can take advantage of to increase engagement and potentially improve success metrics with your members.

With professional services provided by Avidon Health, we can further assist you in maximizing engagement. Please contact your account executive if you are interested in any of the following:

Create flows that highlight your community’s specific offerings to members and insert them into existing automations. For instance, if your community offers new members free training sessions, you may want to send them a flow to make them aware of the free sessions available and encourage them to schedule.
Create a pre-Orientation survey to identify the goals and preferences of individual members. Once you create this survey, it can be added to the "Orientation Scheduled" automation email so the member can easily access the survey; once a survey is completed by a member, a personal trainer with the Coach role will be able to review the responses to better prepare for the scheduled appointment.