user and administrator training

106
User and Administrator User and Administrator Training Training CiviCRM CiviCRM (updated September, 2010)

Upload: audrey-tate

Post on 02-Jan-2016

36 views

Category:

Documents


5 download

DESCRIPTION

User and Administrator Training. CiviCRM. (updated September, 2010). Use/Experience/Background. Drupal ? Joomla? Personal level of experience: Beginner: never used or minimal exposure Active user: looking to go deeper Organization: Process of implementation Actively using (how long?) - PowerPoint PPT Presentation

TRANSCRIPT

Page 1: User and Administrator Training

User and Administrator User and Administrator TrainingTraining

CiviCRMCiviCRM

(updated September, 2010)

Page 2: User and Administrator Training

Use/Experience/BackgroundUse/Experience/Background• Drupal? Joomla?Drupal? Joomla?• Personal level of experience:Personal level of experience:– Beginner: never used or minimal exposureBeginner: never used or minimal exposure– Active user: looking to go deeperActive user: looking to go deeper

• Organization:Organization:– Process of implementationProcess of implementation– Actively using (how long?) Actively using (how long?)

• Functionality used (components, tools)Functionality used (components, tools)– Areas of interestAreas of interest

Page 3: User and Administrator Training

AgendaAgenda• Introduction/CiviCRM Introduction/CiviCRM

project statusproject status• Contacts and their Contacts and their

data/Activitiesdata/Activities• Custom dataCustom data• Configuring your Configuring your

installation (overview)installation (overview)• Profiles: collecting and Profiles: collecting and

exposing constituent dataexposing constituent data• Contributions/PledgesContributions/Pledges

• ReportingReporting• MembershipMembership• EventsEvents• MailingsMailings• CasesCases• CampaignsCampaigns• GrantsGrants• Customizing and Customizing and

extending: best practicesextending: best practices• Closing Q&A and Closing Q&A and

participant feedbackparticipant feedback

Page 4: User and Administrator Training

What is CiviCRM?What is CiviCRM?

• Contact relationship managementContact relationship management• For non-profits and other civic sector For non-profits and other civic sector

organizationsorganizations• Web-basedWeb-based• Open sourceOpen source• Localized/InternationalizedLocalized/Internationalized• A project of Social Source FoundationA project of Social Source Foundation

Page 5: User and Administrator Training

What does it do?What does it do?• Fundraising/financials/pledgesFundraising/financials/pledges• Communication trackingCommunication tracking• EventsEvents• MembershipsMemberships• Bulk emailBulk email• Case managementCase management• GrantsGrants• Campaign managementCampaign management• ReportingReporting

Page 6: User and Administrator Training

Constituent-Centric ModelConstituent-Centric Model

Page 7: User and Administrator Training

CiviCRM and CMS’sCiviCRM and CMS’s• CiviCRM works together with another common piece of CiviCRM works together with another common piece of

software: a content management system (CMS).software: a content management system (CMS).• CMS is a tool for creating and managing websitesCMS is a tool for creating and managing websites• Drupal or Joomla (soon WordPress)Drupal or Joomla (soon WordPress)• Advantages of CMS integrationAdvantages of CMS integration

– visitors to your website can carry out many activities on their visitors to your website can carry out many activities on their own, such as renewing their membership, signing up for events, own, such as renewing their membership, signing up for events, requesting email updates, and donating moneyrequesting email updates, and donating money

– you can share parts of your data throughout the site; such as you can share parts of your data throughout the site; such as event information or online search tools with site visitors event information or online search tools with site visitors

• Maintain single data source with real time integrationMaintain single data source with real time integration

Page 8: User and Administrator Training

CiviCRM+Drupal ExampleCiviCRM+Drupal ExampleConcern Worldwide

Page 9: User and Administrator Training

CiviCRM+Joomla ExampleCiviCRM+Joomla ExampleNew York Public Transit Association

Page 10: User and Administrator Training

CiviCRM+Drupal ExampleCiviCRM+Drupal ExampleNYS Senate/BlueBird

Page 11: User and Administrator Training

Who uses it?Who uses it?• Foundation – WikimediaFoundation – Wikimedia• Humanitarian – Concern WorldwideHumanitarian – Concern Worldwide• Advocacy – American Friends Svc CommitteeAdvocacy – American Friends Svc Committee• Community Arts – Wellington Circus TrustCommunity Arts – Wellington Circus Trust• Human Services – Physician Health ProgramHuman Services – Physician Health Program• Membership – International Mtn Biking AssociationMembership – International Mtn Biking Association• Political Party – NZ Green PartyPolitical Party – NZ Green Party• Trade Association – Clean Economy NetworkTrade Association – Clean Economy Network• Government – NYS SenateGovernment – NYS Senate• Educational, Religious , Others…Educational, Religious , Others…

Page 12: User and Administrator Training

User Training LinksUser Training Links

• Agenda/Exercises:Agenda/Exercises:http://tinyurl.com/civicrmdchttp://tinyurl.com/civicrmdc

• Training sites:Training sites:http://training-a.civicrm.org/http://training-a.civicrm.org/(demo/demo)(demo/demo)

• Packt Book discount: CRMjb20 Packt Book discount: CRMjb20

Page 13: User and Administrator Training

CONTACTS AND THEIR CONTACTS AND THEIR DATADATA

Navigating and Working with ContactsNavigating and Working with Contacts

Page 14: User and Administrator Training

Getting StartedGetting Started• Use online demos to ‘mess around’Use online demos to ‘mess around’• Installation guidelines onlineInstallation guidelines online

• Install sample data for a head-startInstall sample data for a head-start• Use configuration checklist to walk through initial setupUse configuration checklist to walk through initial setup

• Log in to Drupal/JoomlaLog in to Drupal/Joomla• Select CiviCRM from the CMS menuSelect CiviCRM from the CMS menu

Contacts and Their Data

Page 15: User and Administrator Training

Moving Around the InterfaceMoving Around the Interface• Main navigation menuMain navigation menu– options will reflect what components are enabledoptions will reflect what components are enabled– fully customizablefully customizable

• Left sidebar/blocksLeft sidebar/blocks• Recent itemsRecent items• BreadcrumbsBreadcrumbs• Right-click context menusRight-click context menus• Inline help throughoutInline help throughout

Contacts and Their Data

Page 16: User and Administrator Training

Contacts and their DataContacts and their Data• Contact types: Individual, Household, OrganizationContact types: Individual, Household, Organization• Subtypes (optional): Staff, Volunteer, Funder…Subtypes (optional): Staff, Volunteer, Funder…

– One type per contact/mutually exclusiveOne type per contact/mutually exclusive• Core (built-in) data includes name, address, phone, Core (built-in) data includes name, address, phone,

email, job title, demographicsemail, job title, demographics• Other core record types:Other core record types:

– ActivitiesActivities– RelationshipsRelationships– GroupsGroups– TagsTags– NotesNotes

Contacts and Their Data

corecore = not = not component component dependent or dependent or custom datacustom data}}

Page 17: User and Administrator Training

Contact » Related RecordsContact » Related Records

Individual (contact) Organization (contact)

Joined(membership)

Employee/Employer (relationship)

Subscribe to eNews(group/mailing list)

Attend Conference(participant)

Give $50 (contribution)

Activities:Receive mailing

Register for conferencePhone call

$50 contributionNew membership

VolunteerSend email

Contacts and Their Data

Page 18: User and Administrator Training

Contact » Related RecordsContact » Related Records

Related records may always be viewed through the lens of the contact.Related records may always be viewed through the lens of the contact.

Contacts and Their Data

Page 19: User and Administrator Training

Search toolsSearch tools• Quick searchQuick search• Find contacts (basic search)Find contacts (basic search)• Advanced searchAdvanced search• Full-text searchFull-text search• Component searchesComponent searches• Retrieves related records, not just contactsRetrieves related records, not just contacts

• Search builderSearch builder• Build logic statements, AND/ORBuild logic statements, AND/OR

• Custom searchesCustom searches

Contacts and Their Data

Page 20: User and Administrator Training

Viewing contactsViewing contactsContacts and Their Data

Page 21: User and Administrator Training

Viewing contactsViewing contacts• Contact summary screenContact summary screen• Actions buttonActions button• Tabs (Contributions, Relationships…)Tabs (Contributions, Relationships…)

Contacts and Their Data

Page 22: User and Administrator Training

Editing ContactsEditing Contacts• Contact detailsContact details

– Current employerCurrent employer– Primary + additional email and phonePrimary + additional email and phone– External ID - link to other systemsExternal ID - link to other systems

• Address(es)Address(es)– Configuration and MappingConfiguration and Mapping– Mailing labelsMailing labels– Shared householdShared household

• Communication PreferencesCommunication Preferences– Greetings and Addressee infoGreetings and Addressee info

• DemographicsDemographics• Groups and TagsGroups and Tags• Custom DataCustom Data

Contacts and Their Data

Page 23: User and Administrator Training

Configure Contact ScreensConfigure Contact Screens

• Hide Editing sections Hide Editing sections (Administer » Configure » Global Settings)(Administer » Configure » Global Settings)

• Hide Address fieldsHide Address fields• Hide TabsHide Tabs• Option list configuration (name prefix, Option list configuration (name prefix,

location types …)location types …)

Contacts and Their Data

Page 24: User and Administrator Training

Adding Contacts: WorkflowsAdding Contacts: Workflows• Quick add formQuick add form• New contact formNew contact form• Component integrated add (new Component integrated add (new

contribution…)contribution…)• ImportImport– CSV (export from Excel, Access, other apps )CSV (export from Excel, Access, other apps )– SQL querySQL query– Match import fields to CiviCRM fields (map)Match import fields to CiviCRM fields (map)– Save “mapping” for repeated importsSave “mapping” for repeated imports

Contacts and Their Data

Page 25: User and Administrator Training

Knowing more: NotesKnowing more: Notes• Best used for miscellaneous information Best used for miscellaneous information

about contactsabout contacts• Record threaded commentsRecord threaded comments• Mark as private (only visible to note author)Mark as private (only visible to note author)

Page 26: User and Administrator Training

Segment and categorize: Segment and categorize: GroupsGroups• Used forUsed for

– Mailing listsMailing lists– Access controlAccess control– Internal segmentationInternal segmentation

• Regular groupRegular group– Admin add or contact ‘subscribes’Admin add or contact ‘subscribes’– Added/removed status and dateAdded/removed status and date

• Smart groupSmart group– Saved search - contacts in group if they meet search criteriaSaved search - contacts in group if they meet search criteria– Contacts may be added or removed manuallyContacts may be added or removed manually

Contacts and Their Data

Page 27: User and Administrator Training

Segment and categorize: TagsSegment and categorize: Tags• Simple ‘attribute’ of a contactSimple ‘attribute’ of a contact• Flat or hierarchical categorizationFlat or hierarchical categorization• Easy to searchEasy to search• Can use in smart groupsCan use in smart groups• No ‘history dimension’No ‘history dimension’• Tagsets (free tagging)Tagsets (free tagging)

Contacts and Their Data

Page 28: User and Administrator Training

Building RelationshipsBuilding Relationships• Relationship = connection between any two Relationship = connection between any two

contactscontacts• May be hierarchal (employer/employee)May be hierarchal (employer/employee)• May be peer (spouse, member of household)May be peer (spouse, member of household)• Special cases:Special cases:– Current Employer (from contact edit)Current Employer (from contact edit)– Household (via shared address)Household (via shared address)– Case Manager, etc. (case creation)Case Manager, etc. (case creation)

Page 29: User and Administrator Training

Managing RelationshipsManaging Relationships• Access from contact record (tab)Access from contact record (tab)• Create/disable/edit/deleteCreate/disable/edit/delete• Ability to disable and track dates allows Ability to disable and track dates allows

historical trackinghistorical tracking– Employee retires or is laid offEmployee retires or is laid off

• Related record permissionsRelated record permissions• Current employer flagCurrent employer flag

Page 30: User and Administrator Training

Common tasksCommon tasks• From search results (batch or single record)From search results (batch or single record)• Send emailSend email• Record an activityRecord an activity• ExportExport• Add / remove group or tagAdd / remove group or tag• New smart groupNew smart group• Mailing labelsMailing labels• Merge dupesMerge dupes

Contacts and Their Data

Page 31: User and Administrator Training

Activities: Tracking Activities: Tracking communicationcommunication• Automatically recordedAutomatically recorded– ContributionContribution– Event registrationEvent registration– Membership signupMembership signup– Email or letter sentEmail or letter sent

• Built-inBuilt-in– Phone-callPhone-call– MeetingMeeting

• Custom activity typesCustom activity types• Move to casesMove to cases

Contacts and Their Data

Page 32: User and Administrator Training

CUSTOM DATACUSTOM DATA

Collecting Organization-specific DataCollecting Organization-specific Data

Page 33: User and Administrator Training

Planning custom dataPlanning custom data• Custom fields organized in “sets”Custom fields organized in “sets”• Ask …Ask …– Is this data needed? How will we use it?Is this data needed? How will we use it?– Applicable to what type of contacts or records?Applicable to what type of contacts or records?– Broad use vs specific record type?Broad use vs specific record type?

““Eye Color” - used for Individuals but not for other contact typesEye Color” - used for Individuals but not for other contact types““Annual Budget” - used for OrganizationsAnnual Budget” - used for Organizations

• Can not change ‘Used for’ later!Can not change ‘Used for’ later!

Custom Data

Page 34: User and Administrator Training

Custom fieldsCustom fields• Field labelsField labels– fixed for back-office screensfixed for back-office screens– can change for front-end screens (‘Profiles’)can change for front-end screens (‘Profiles’)

• Data and input typeData and input type• Required? Searchable?Required? Searchable?• Field helpField help

Custom Data

Page 35: User and Administrator Training

Entering and retrieving dataEntering and retrieving data• Inline vs. tab input (contact data only)Inline vs. tab input (contact data only)• Search by custom field valuesSearch by custom field values– Advanced SearchAdvanced Search– Component searchesComponent searches

• ExportExport• ReportingReporting

Custom Data

Page 36: User and Administrator Training

Custom Fields: Activity TypeCustom Fields: Activity TypeExample: Example: Annual Volunteer EvaluationAnnual Volunteer Evaluation

Custom Data

Page 37: User and Administrator Training

Custom Fields: Activity TypeCustom Fields: Activity Type

Example: Example: Annual Volunteer EvaluationAnnual Volunteer Evaluation

Custom Data

Page 38: User and Administrator Training

INITIAL CONFIGURATIONINITIAL CONFIGURATION

Taking a Step BackTaking a Step Back

Page 39: User and Administrator Training

Configuration ChecklistConfiguration Checklist• User interfaceUser interface• System settingsSystem settings• 3rd party services3rd party services• Permissions (Drupal)Permissions (Drupal)• Component optionsComponent options

Custom Data

Page 40: User and Administrator Training

PROFILESPROFILES

Exposing and Collecting DataExposing and Collecting Data

Page 41: User and Administrator Training

Build your own screensBuild your own screens• Profile = set of ‘pointers’ to existing core and custom fieldsProfile = set of ‘pointers’ to existing core and custom fields• Collect and expose data to constituents (public-facing website Collect and expose data to constituents (public-facing website

pages)pages)– Data entry formsData entry forms

• Standalone formsStandalone forms• Built-in “New Contact” pop-upsBuilt-in “New Contact” pop-ups• Website user registrationWebsite user registration• View / edit user accounts (Drupal)View / edit user accounts (Drupal)• Contribution and event registration formsContribution and event registration forms

– Searchable directoriesSearchable directories– Bulk data update ‘grids’Bulk data update ‘grids’

Profiles

Page 42: User and Administrator Training

User registrationUser registrationProfiles

Page 43: User and Administrator Training

Event registrationEvent registration

Core and custom fields

Profiles

Page 44: User and Administrator Training

Public searchable directoryPublic searchable directoryProfiles

Page 45: User and Administrator Training

Built-in pop-up formsBuilt-in pop-up formsProfiles

Page 46: User and Administrator Training

Creating profilesCreating profiles• Add the profile “container”Add the profile “container”

– TitleTitle– Used for …Used for …– HelpHelp

• Advanced SettingsAdvanced Settings– Limit listings to groupLimit listings to group– Add to groupAdd to group– NotifyNotify– User account creationUser account creation– reCaptcha and mappingreCaptcha and mapping

Profiles

Page 47: User and Administrator Training

Profile fieldsProfile fields• Select record type and fieldSelect record type and field• Modify label as neededModify label as needed• Required?Required?• VisibilityVisibility– User / Admin hides from other constituentsUser / Admin hides from other constituents– Public for searchable fieldsPublic for searchable fields– Results column for listingsResults column for listings

Profiles

Page 48: User and Administrator Training

Integrating profiles in your Integrating profiles in your websitewebsite• Directories - add links in CMS pages or CMS Directories - add links in CMS pages or CMS

menumenu• HTML snippet - paste into web pagesHTML snippet - paste into web pages• ““Used for” checkbox in profile settings - user Used for” checkbox in profile settings - user

registration and edit user accountregistration and edit user account• ““Include profile” setting for online Include profile” setting for online

contribution pages and event registrationcontribution pages and event registration

Profiles

Page 49: User and Administrator Training

CONTRIBUTIONSCONTRIBUTIONS

Handling Financial RecordsHandling Financial Records

Page 50: User and Administrator Training

Planning and configuringPlanning and configuring• Contribution types (event fees, member dues, donations, Contribution types (event fees, member dues, donations,

grants…)grants…)– Reporting and analysisReporting and analysis– Accounting system integrationAccounting system integration

• Custom fields - Ex: fundraising ‘tactics’Custom fields - Ex: fundraising ‘tactics’• Offline vs. online donationsOffline vs. online donations• Payment processorPayment processor

– Fee structure?Fee structure?– Recurring contribution support?Recurring contribution support?– Credit card input on your site or processor site? (SSL cert Credit card input on your site or processor site? (SSL cert

requirement)requirement)– http://wiki.civicrm.org/confluence/display/CRMDOC/http://wiki.civicrm.org/confluence/display/CRMDOC/

CiviContribute+Payment+Processor+ConfigurationCiviContribute+Payment+Processor+Configuration

Contributions

Page 51: User and Administrator Training

Recording offline contributionsRecording offline contributions• New contribution form/contact’s contribution tabNew contribution form/contact’s contribution tab

– Find existing contact OR create new oneFind existing contact OR create new one– Generate receipt emailGenerate receipt email– Options: chk #, custom data, honoree, soft credit, thank-you giftOptions: chk #, custom data, honoree, soft credit, thank-you gift

• ImportImport– Contacts must exist in DBContacts must exist in DB– Key contribution to contact usingKey contribution to contact using

• External or internal IDExternal or internal ID• Email addressEmail address• First and last nameFirst and last name

Contributions

Page 52: User and Administrator Training

Recording live transactionsRecording live transactions• Contact record’s contribution tab: Contact record’s contribution tab:

Submit Credit Card ContributionSubmit Credit Card Contribution• Only available if using embedded credit card Only available if using embedded credit card

processingprocessing• Will run transaction and create CiviCRM Will run transaction and create CiviCRM

record record

Page 53: User and Administrator Training

Online contribution pagesOnline contribution pages• Different pages for different purposesDifferent pages for different purposes

– GeneralGeneral– Campaign or ‘audience’ specificCampaign or ‘audience’ specific– Membership signup and renewalMembership signup and renewal

• Think about …Think about …– Contribution type for donations from this pageContribution type for donations from this page– Recommended giving levelsRecommended giving levels– Pay by check?Pay by check?– Giving in honor of / on behalf of …Giving in honor of / on behalf of …– Additional donor info to collectAdditional donor info to collect– Thank-you giftsThank-you gifts

Contributions

Page 54: User and Administrator Training

Online contribution page Online contribution page exampleexample

Contributions

Page 55: User and Administrator Training

Creating a contribution pageCreating a contribution page• New contribution page wizard New contribution page wizard

1.1. Title, contrib type, messaging, honoreeTitle, contrib type, messaging, honoree2.2. Processor, donation levels, pay later, pledgesProcessor, donation levels, pay later, pledges3.3. Membership signup / renewal optionMembership signup / renewal option4.4. Included profilesIncluded profiles5.5. Thank-you and receiptingThank-you and receipting6.6. Tell-a-friendTell-a-friend7.7. Personal campaign pagesPersonal campaign pages8.8. Contribution ‘widget’Contribution ‘widget’9.9. Premiums (thank-you gifts)Premiums (thank-you gifts)

Contributions

Page 56: User and Administrator Training

PledgesPledges• Container holding series of pledged contributionsContainer holding series of pledged contributions• Pledge payment records are dated to indicate Pledge payment records are dated to indicate

when they are duewhen they are due• As contributions are received, logged against As contributions are received, logged against

pledge payment recordspledge payment records• May modify payment records as neededMay modify payment records as needed• Defined by total donation + frequency (CiviCRM Defined by total donation + frequency (CiviCRM

will calculate the individual payments)will calculate the individual payments)• Payment reminders via email with link to Payment reminders via email with link to

corresponding contribution pagecorresponding contribution page

Page 57: User and Administrator Training

Pledges vs. Recurring Pledges vs. Recurring ContributionsContributions• Pledges are a promise to payPledges are a promise to pay• Pledges are defined by the total giftPledges are defined by the total gift• Pledges generate reminders and future Pledges generate reminders and future

payments are dependent on constituent payments are dependent on constituent initiativeinitiative

• Recurring Contributions are triggered Recurring Contributions are triggered automaticallyautomatically

• Constituent may cancel at any timeConstituent may cancel at any time

Page 58: User and Administrator Training

Contribution Search and exportContribution Search and export• Find Contributions OR Advanced SearchFind Contributions OR Advanced Search– Date and / or amount rangesDate and / or amount ranges– By contribution page, contribution type, custom field and By contribution page, contribution type, custom field and

more…more…– Smart groups based on contribution historySmart groups based on contribution history

• Export contributionsExport contributions– primary fields (contact and contribution data)primary fields (contact and contribution data)– OR select fields and save export mappingOR select fields and save export mapping

Contributions

Page 59: User and Administrator Training

ReportingReporting• ““Templates” and “instances”Templates” and “instances”• Contribution ReportsContribution Reports– Donor summaryDonor summary– Donor detailDonor detail– LYBUNT and SYBUNTLYBUNT and SYBUNT– Soft CreditSoft Credit

• Auto-generated reportsAuto-generated reports• Reports on the home dashboardReports on the home dashboard

Contributions

Page 60: User and Administrator Training

MEMBERSHIPSMEMBERSHIPS

Managing MembersManaging Members

Page 61: User and Administrator Training

Does my organization need Does my organization need this?this?• You offer memberships with defined benefits You offer memberships with defined benefits

and durations.and durations.• You want to allow online signup / renewalYou want to allow online signup / renewal• You want to limit access to website content or You want to limit access to website content or

features (“members only”)features (“members only”)

Membership

Page 62: User and Administrator Training

ConfigurationConfiguration• Administer Administer »» CiviMember CiviMember• Organization record: Member of… (specific organization Organization record: Member of… (specific organization

and/or chapter, region…)and/or chapter, region…)• Membership types (e.g. Regular, Student, Lifetime …)Membership types (e.g. Regular, Student, Lifetime …)

– FeesFees– Period type and durationPeriod type and duration– Inherited memberships (employer Inherited memberships (employer »» employee) employee)– Message template for renewal remindersMessage template for renewal reminders

• Membership status rulesMembership status rules– New, Current, Expired, Grace …New, Current, Expired, Grace …

Membership

Page 63: User and Administrator Training

Recording memberships Recording memberships (offline)(offline)• New membership formNew membership form

– Find existing contact OR create new oneFind existing contact OR create new one– Select ‘member of’ and membership typeSelect ‘member of’ and membership type– Option to record associated payment (creates membership + Option to record associated payment (creates membership +

contribution record)contribution record)– Option to send confirmation (and receipt)Option to send confirmation (and receipt)

• ImportImport– Contacts must exist in DBContacts must exist in DB– Key contribution to contact usingKey contribution to contact using

• External or internal IDExternal or internal ID• Email addressEmail address• First and last nameFirst and last name

Membership

Page 64: User and Administrator Training

Renew memberships (offline)Renew memberships (offline)• Run ‘cron’ job to keep statuses updated and Run ‘cron’ job to keep statuses updated and

send renewal reminderssend renewal reminders• RenewRenew– From contact ‘Memberships’ tabFrom contact ‘Memberships’ tab– From ‘Find Members’From ‘Find Members’– Submit credit card trxn (depends on processor)Submit credit card trxn (depends on processor)

Membership

Page 65: User and Administrator Training

Memberships // ContributionsMemberships // Contributions• Membership is an ongoing historical record of Membership is an ongoing historical record of

the contact’s member-relationship with your the contact’s member-relationship with your organizationorganization

• The associated fee is handled as a The associated fee is handled as a contribution – connected to, but distinct from, contribution – connected to, but distinct from, the membership recordthe membership record

• Over time, a single membership will have a Over time, a single membership will have a history of contributions representing renewalshistory of contributions representing renewals

Page 66: User and Administrator Training

Join/renew onlineJoin/renew online• Use ‘online contribution page’Use ‘online contribution page’• Add ‘membership block’Add ‘membership block’– Select membership type(s) to offerSelect membership type(s) to offer

• User account facilitates self-service renewalsUser account facilitates self-service renewals– Page will show existing membership if logged inPage will show existing membership if logged in– Contact matching will still renew membershipContact matching will still renew membership

Membership

Page 67: User and Administrator Training

Search and exportSearch and export• Find Members OR Advanced SearchFind Members OR Advanced Search– Date rangesDate ranges– By type, status, custom field and more …By type, status, custom field and more …– Smart groups based on membershipsSmart groups based on memberships

• Export membershipsExport memberships– primary fields (contact and membership data)primary fields (contact and membership data)– OR select fields and save export mappingOR select fields and save export mapping

Membership

Page 68: User and Administrator Training

ReportingReporting• SummarySummary

• DetailDetail• LapsedLapsed

Membership

Page 69: User and Administrator Training

EVENTSEVENTS

Registration Forms and Participant ManagementRegistration Forms and Participant Management

Page 70: User and Administrator Training

Events OverviewEvents Overview

Events

Page 71: User and Administrator Training

Global Event ConfigurationGlobal Event Configuration• Event TypesEvent Types• Participant RolesParticipant Roles• Participant StatusesParticipant Statuses• Payment ProcessorPayment Processor• Mapping ProviderMapping Provider• Email SettingsEmail Settings• Confirmation/receipt templatesConfirmation/receipt templates• Custom DataCustom Data• ProfilesProfiles• Price SetsPrice Sets• Event TemplatesEvent Templates

Events

Administer » CiviEvent

Page 72: User and Administrator Training

Event-related Permissions Event-related Permissions (Drupal)(Drupal)• View event infoView event info• Register for eventsRegister for events• Access all custom dataAccess all custom data• View event participantsView event participants

Events

Page 73: User and Administrator Training

Custom DataCustom Data• What do you want to know about What do you want to know about

participants?participants?– As peopleAs people– As participants in THIS eventAs participants in THIS event– Defined by participant role, by event type, or for Defined by participant role, by event type, or for

specific eventspecific event• Additional structured event data?Additional structured event data?– Venue chart?Venue chart?

Events

Page 74: User and Administrator Training

Profiles for Event RegistrationProfiles for Event Registration• Core and custom contact fieldsCore and custom contact fields– Name, address, phone, gender …Name, address, phone, gender …

• Core and custom participant fieldsCore and custom participant fields– Meal preferences, childcare needed, t-shirt size…Meal preferences, childcare needed, t-shirt size…

Events

Page 75: User and Administrator Training

Basic Fees vs. Price SetsBasic Fees vs. Price Sets• Basic feesBasic fees– Single list of options, registrant selects oneSingle list of options, registrant selects one– Can implement date-based discountsCan implement date-based discounts

• Price setsPrice sets– Allows multiple sets of feesAllows multiple sets of fees– Fees may be presented as select box, checkboxes, Fees may be presented as select box, checkboxes,

radio buttons, or quantity/unit text boxradio buttons, or quantity/unit text box– Value can be counted against max participantsValue can be counted against max participants– Cannot apply date-based discountsCannot apply date-based discounts

Page 76: User and Administrator Training

Event TemplatesEvent Templates• Defaults for recurring /similar eventsDefaults for recurring /similar events• Can set most event propertiesCan set most event properties• Selecting a template when creating an event Selecting a template when creating an event

prepopulates the record with whatever is prepopulates the record with whatever is included in the template. You may then included in the template. You may then adjust/customize as neededadjust/customize as needed

Events

Page 77: User and Administrator Training

Creating an EventCreating an Event• Step 1 - Basic event information / settingsStep 1 - Basic event information / settings– Participant listing?Participant listing?– Max participants/waiting list optionsMax participants/waiting list options– Map to event?Map to event?– Public event?Public event?

Events

Page 78: User and Administrator Training

Step 2 - LocationStep 2 - Location• Sharing location between eventsSharing location between events• Event contact informationEvent contact information• Hiding event locationHiding event location

Events

Page 79: User and Administrator Training

Step 3 - Event FeesStep 3 - Event Fees• Free or paidFree or paid• Payment processorPayment processor• Pay laterPay later• Simple fees or price setSimple fees or price set• Discounts by signup dateDiscounts by signup date• Other discount options?Other discount options?

Events

Page 80: User and Administrator Training

Step 4 - Online RegistrationStep 4 - Online Registration• Online or offline only?Online or offline only?• Limited registration datesLimited registration dates• Register multiple participantsRegister multiple participants• Approval required optionApproval required option• Expiring ‘pending’ registrationsExpiring ‘pending’ registrations• Configuring registration screens (text and Configuring registration screens (text and

profiles)profiles)– Main vs. additional participant profilesMain vs. additional participant profiles

• Confirmation and receiptingConfirmation and receipting

Events

Page 81: User and Administrator Training

Note: Advanced WorkflowsNote: Advanced Workflows• Waitlist and registration approval workflows Waitlist and registration approval workflows

require:require:– Enable relevant participant statuses (disabled by Enable relevant participant statuses (disabled by

default)default)– Setup cronjob to process email notifications and Setup cronjob to process email notifications and

status changesstatus changes

Page 82: User and Administrator Training

Step 5 - Tell a FriendStep 5 - Tell a Friend• Configure default messageConfigure default message• What the user sees…What the user sees…

Events

Page 83: User and Administrator Training

Test-driveTest-drive• Uses ‘testing’ processor setupUses ‘testing’ processor setup• Test registrations do NOT show up in contact Test registrations do NOT show up in contact

event tab and event dashboardevent tab and event dashboard• Use Find Participants » Find Test ParticipantsUse Find Participants » Find Test Participants

Events

Page 84: User and Administrator Training

Offline RegistrationOffline Registration• New event participantNew event participant• Submit credit card event registrationSubmit credit card event registration• Add contacts to event (from search)Add contacts to event (from search)• Import participantsImport participants

Events

Page 85: User and Administrator Training

Handling Pending RegistrationsHandling Pending Registrations• Pay-later: Use ‘Find Contributions’Pay-later: Use ‘Find Contributions’– Update Pending Contribution StatusUpdate Pending Contribution Status

• Approval Required: Use ‘Find Participants’Approval Required: Use ‘Find Participants’– Change Participant StatusChange Participant Status

• Cron job required to expire Pending Cron job required to expire Pending registrationsregistrations

Events

Page 86: User and Administrator Training

Promoting EventsPromoting Events• Adding links to your website and mailingsAdding links to your website and mailings• RSS feed and HTML event listingsRSS feed and HTML event listings• Drupal calendar integrationDrupal calendar integration

Events

Page 87: User and Administrator Training

Event ManagementEvent Management• Event DashboardEvent Dashboard• Find ParticipantsFind Participants– Create Name BadgesCreate Name Badges

• Event ReportsEvent Reports– Event Participant Report (List)Event Participant Report (List)– Event Income Report (Summary)Event Income Report (Summary)– Event Income Report (Detail)Event Income Report (Detail)– Participant list Count ReportParticipant list Count Report– Income Count Summary ReportIncome Count Summary Report

Page 88: User and Administrator Training

CASE MANAGEMENTCASE MANAGEMENT

Resolving issues/Defining workflowsResolving issues/Defining workflows

Page 89: User and Administrator Training

What is a case?What is a case?• Collection of activities surrounding a single Collection of activities surrounding a single

topic or issuetopic or issue• Defined workflow represented by series of Defined workflow represented by series of

activities which may be defined by a timelineactivities which may be defined by a timeline

Page 90: User and Administrator Training

Case ConfigurationCase Configuration• Case TypesCase Types• Case ActivitiesCase Activities• Case RelationshipsCase Relationships• Case configuration files (xml)Case configuration files (xml)• Case statusesCase statuses• Redaction rulesRedaction rules

Page 91: User and Administrator Training

Case Configuration FilesCase Configuration Files• http://wiki.civicrm.org/confluence/display/http://wiki.civicrm.org/confluence/display/

CRMDOC32/CiviCase+ConfigurationCRMDOC32/CiviCase+Configuration• Used to define:Used to define:– What case activities apply to a specific case typeWhat case activities apply to a specific case type– What relationships are available as case rolesWhat relationships are available as case roles– Whether the case should be prepopulated with a Whether the case should be prepopulated with a

defined timeline of activities defined timeline of activities

Page 92: User and Administrator Training

Case Configuration FilesCase Configuration Files• Test thoroughlyTest thoroughly• Receiving errors?Receiving errors?– Are all the activities defined in the config file Are all the activities defined in the config file

present in your system?present in your system?– Are all the relationships defined in the config file Are all the relationships defined in the config file

present in your system?present in your system?– Does the config file name match the case type Does the config file name match the case type

defined in the system?defined in the system?

Page 93: User and Administrator Training

DefinitionsDefinitions• Case roles:Case roles:– Individuals directly involved in case resolution Individuals directly involved in case resolution

(e.g. staff, consultants, advisors, etc.)(e.g. staff, consultants, advisors, etc.)• Case resources:Case resources:– Contacts indirectly involved in case resolution (e.g Contacts indirectly involved in case resolution (e.g

outside agencies, etc.)outside agencies, etc.)– Serves as a resource directory for all casesServes as a resource directory for all cases

• Other relationships:Other relationships:– Existing contact relationships are listed within the Existing contact relationships are listed within the

manage case page for easy accessmanage case page for easy access

Page 94: User and Administrator Training

Creating a CaseCreating a Case• Create from “create new” or from the Create from “create new” or from the

contact’s case tabcontact’s case tab• Creates “open case” activityCreates “open case” activity• Thereafter, all work will be conducted in the Thereafter, all work will be conducted in the

manage case pagemanage case page– Most of the work is spent creating and updated Most of the work is spent creating and updated

activities associated with the case resolution activities associated with the case resolution processprocess

Page 95: User and Administrator Training

Searching and ReportingSearching and Reporting• Case DashboardCase Dashboard• Find CasesFind Cases• Case ReportsCase Reports– Case Summary ReportCase Summary Report– Case Time Spent ReportCase Time Spent Report– Contact Demographics ReportContact Demographics Report

Page 96: User and Administrator Training

GRANTSGRANTS

Manage grant disseminationManage grant dissemination

Page 97: User and Administrator Training

Use and ConfigurationUse and Configuration• Used when disseminating grants to Used when disseminating grants to

constituentsconstituents• Grant record tracks:Grant record tracks:– amount requestedamount requested– application dateapplication date– amount grantedamount granted– money transferredmoney transferred– reportingreporting

Page 98: User and Administrator Training

MAILINGSMAILINGS

Send broadcast emailsSend broadcast emails

Page 99: User and Administrator Training

Mailings ConfigurationMailings Configuration• Determine send methodDetermine send method• Set up mail processing boxes (bounce)Set up mail processing boxes (bounce)• Set up cronjobs:Set up cronjobs:– mail sendmail send– bounce processingbounce processing

• Configure mail settingsConfigure mail settings

Page 100: User and Administrator Training

Mail sendingMail sending• Five step wizard:Five step wizard:– select recipientsselect recipients– choose mailing optionschoose mailing options– enter contententer content– preview/testpreview/test– schedule/sendschedule/send

• May also generate mailings from search May also generate mailings from search resultsresults

Page 101: User and Administrator Training

CAMPAIGNSCAMPAIGNS

Survey and petition constituentsSurvey and petition constituents

Page 102: User and Administrator Training

Campaign conceptsCampaign concepts• Campaign = containerCampaign = container• Survey = phone-based surveysSurvey = phone-based surveys– can assign groups of contacts to staffcan assign groups of contacts to staff– track responses/releasetrack responses/release

• Petitions = user-generated responsesPetitions = user-generated responses• Config: cronjob to release respondentsConfig: cronjob to release respondents

Page 103: User and Administrator Training

CUSTOMIZING AND CUSTOMIZING AND EXTENDINGEXTENDING

Best PracticesBest Practices

Page 104: User and Administrator Training

Customizing and ExtendingCustomizing and Extending• Upgrade-ability is keyUpgrade-ability is key• No changes to ‘core’ files if possibleNo changes to ‘core’ files if possible• Customization optionsCustomization options– Custom templates and CSS (look and Custom templates and CSS (look and

feel)feel)– Hooks to add fields / add or change Hooks to add fields / add or change

behaviorbehavior– APIs to integrate with other systemsAPIs to integrate with other systems

Customizing and Extending

Page 105: User and Administrator Training

RESOURCESRESOURCES

Getting Helper/Going DeeperGetting Helper/Going Deeper

Page 106: User and Administrator Training

ResourcesResources• Project HomeProject Home

– http://civicrm.orghttp://civicrm.org• DocumentationDocumentation

– http://documentation.civicrm.org– Understanding CiviCRM (http://en.flossmanuals.net/civicrm)Understanding CiviCRM (http://en.flossmanuals.net/civicrm)

• This PresentationThis Presentation– http://wiki.civicrm.org/confluence/display/CRM/Presentations

• IRC (#civicrm on freenode.net)IRC (#civicrm on freenode.net)• Community Forum (support and discussion)Community Forum (support and discussion)

– http://forum.civicrm.orghttp://forum.civicrm.org• Professional ServicesProfessional Services

– http://civicrm.org/professionalhttp://civicrm.org/professional• DownloadsDownloads

– http://civicrm.org/downloadhttp://civicrm.org/download

Resources