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Using the Portal


Click here to log in to the Portal

  1. What is the Portal?
  2. Why use the Portal?
  3. How does the Portal work?
  4. Who can use the Portal?
  5. Getting started
  6. Need support?

What is the Portal?

The Portal is an online platform that enables your group to access membership data, manage your volunteers and share information about the services and activities you deliver.

See Group Handbook A2: Requirements and resources

The Portal has three key functions:

Members

The members tab allows volunteers in certain roles to access group membership data and download it as an Excel spreadsheet or as a PDF you can use to print out labels. And because it is updated overnight, your membership data will always be current.

  1. Find out more about Handling data

Volunteers

The volunteers tab enables you to view information held about your volunteer team. This information will be updated centrally. If you need to tell us about any changes to your team, you can inform the Supporter Care Team, and the Portal will be updated overnight.

  1. Learn about Volunteering with us

Services and activities

The services and activities tab is a record of all activities delivered by MS Society groups throughout the UK. This includes social events, access to exercise and therapy, fundraising activities, and information about assets held, such as property and transport.

We expect you to keep the information about your services and activities up to date to enable us to promote your group and award Quality Standards. The Portal also enables us to assess the level of risk management each of your events requires.

  1. See our guide - How to add or edit service information on the Portal
  2. Find out more about Quality Standards
  3. Use the Portal to assess whether you need Events risk assessment or guidance

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Why use the Portal?

Data protection

Under the Data Protection Act, we are legally required to ensure that the personal data we hold about service users, members, volunteers and staff is accurate, stored securely and not kept longer than is necessary.

  1. See our guidance on Handling data

Each time you use the Portal to download membership data as an Excel spreadsheet or PDF, you will be asked to confirm the reason for the download. You will also be prompted to protect the file with a password. You must not share this file password with anyone who is not in an authorised volunteer role.

When you use the Portal, you always have access to up-to-date, accurate data, so there is no need to hold on to previous membership records. The next time you need data, simply download it from the Portal again.

Support for your Coordinating Team

Your Coordinating Team is responsible for ensuring all group volunteers complete mandatory training and compliance tasks, if required by their role. The Portal includes a range of information about your volunteer team, such as training they have attended, previous roles held and the status of their disclosure checks.

  1. Find out more about your Coordinating Team’s responsibilities

Sharing knowledge

Quality information underpins all our work, from the publications we produce, to the events we deliver. The Portal is our central repository of information about local MS Society services. Whenever a person contacts the MS Helpline, or our Supporter Care Team, the information we provide will be what is held on the Portal. In future, this data will also be used to populate the Near Me section of the MS Society website.

The Portal will also enable us to identify and analyse gaps in provision, drive local and national campaigning, and support funding bids.

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How does the Portal work?

The Portal is essentially your view of our central database. It holds personal data on our members, volunteers and supporters, and information about the services and activities we provide throughout the UK.

Personal data is managed by the Supporter Care Team and each group is responsible for keeping the information we hold about their services and activities up to date.

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Who can use the Portal?

All group volunteers can access services and activities on the Portal, but only certain roles can see and use personal data about our members and volunteers.

Volunteer roles with access to personal data are:

  1. Group Coordinator
  2. Finance Volunteer
  3. Administration Volunteer
  4. Communications Volunteer

You must complete our data protection training before accessing personal data on the Portal.

Your access to the Portal will always reflect your current volunteer role. For example, if you change from a role that is authorised to access personal data to a different role, you will no longer be able to access members or volunteers on the Portal. And if you stop volunteering with us, your Portal log in will be deleted.

  1. See details of our Group roles

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Getting started

  1. Log in to the Portal

You will need to sign in with your personal email address and a password of your choice. MS Society email can not be used to log in to the Portal.

Before you log in for the first time, contact the Supporter Care Team be sent a link to create your password.

IT requirements

To use the Portal, you need the following:

  • A computer with internet access
  • A personal email address
  • Microsoft Excel to download membership data on a spreadsheet (you will need to buy this software)
  • Adobe Acrobat Reader software to open downloaded membership label files (download this for free here)

Labels: Portal PDFs are configured to print on the popular A4 label size 63.5mm x 38.1mm (3x7); Avery - J8160, Q-Connect - KF26051.

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Need support?

Contact the Supporter Care Team with any Portal queries, or to complete our data protection e-learning module and be sent a link to create your password.

  1. Get contact details for the Supporter Care Team

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  1. Back to Online tools