Post on 12-Jul-2020
Visitors in BNIConnect
Copyright © 2014 BNI, All Rights Reserved
Table of ContentsThe Visitor Process In BNI Connect ................................................... 3
Overview of the Visitor Process ............................................................................... 4
Inviting Visitors ................................................................................... 7Chapter Operations - Email a Visitor Invitation ........................................................ 8
Before The Meeting.......................................................................... 14Registering a Prospective Visitor for an Upcoming Meeting.................................. 15
Visitor Self Registration via Website ...................................................................... 21
Chapter Reports - Visitor Registration Report ....................................................... 29
After The Meeting............................................................................. 32Managing Prospective Visitors and Marking Attendance ...................................... 33
Chapter Operations - Adding a Visitor (Not Pre-Registered) ................................. 37
Following Up With Visitors................................................................ 42Chapter Reports - Visitor Not Attended Report...................................................... 43
Chapter Reports - Chapter Visitor Report.............................................................. 46
Chapter Operations - Email Chapter Visitors......................................................... 50
Visitors in BNI Connect
The Visitor Process In BNIConnect
Visitors in BNI Connect
Page 3Visitors in BNI Connect
Overview of the Visitor ProcessBNI Connect has the ability to work with visitors from invitation, through registeringvisitors to a meeting, marking attendance and giving credit in the PALMS report, andfinally, following up with visitors. Each step of the process includes interaction andcommunication between the chapter members, leadership teams and the chapterDirector Consultant.
The Flow of Visitors
Visitors in BNI Connect
Page 4Visitors in BNI Connect
Communication and Timing
Initial Contact
• Visitor is sent an invitation email to visit a chapter meeting through BNI Connect via Operations> Chapter > Create Email > Email Visitor Invitation
• Email is sent immediately upon submission by the member
Registering a Potential Visitor
• Visitor self registers on the regional or chapter web page• Or, visitor is registered by a member through the BNI Connect function• Operations > Chapter > Manage Visitors > Register a Potential Visitor• When the visitor registers, the visitor receives a confirmation email with chapter meeting details• Additionally, the chapter President, Vice President, Secretary Treasurer, all Visitor Hosts and the
Chapter Director Consultant are notified of the prospective visitor registration
Before the Meeting
• The prospective visitor is reminded of the meeting 2 business days before the scheduledmeeting
After the Meeting
• If the visitor pre-registered, the visitor is marked as attended via Operations > Chapter >Manage Visitors > Manage Registered Visitors
• If the visitor did not pre-register, the visitor is added via Operations > Chapter > Manage Visitors> Add a Visitor
• The person chosen in the Invited By Field is given a "V" credit in the PALMS report (pendingleadership approval)
• The visitor is immediately sent a "Thank You For Visiting" email through BNI Connect• Visitors that pre-registered but did not attend can be found in the report Reports > Chapter >
Visitor Not Attended Report
Following Up
• Visitors contact information (email and physical address) can be obtained through Reports >Chapter > Chapter Visitor Report
• Visitors may be emailed directly by members through Operations > Chapter > Create Email >Email Chapter Visitors
Visitors in BNI Connect
Page 5Visitors in BNI Connect
• Visitors may be emailed directly by the region through Operations > Region > Create Email >Email Chapter Visitors
Visitors in BNI Connect
Page 6Visitors in BNI Connect
Inviting Visitors
Visitors in BNI Connect
Page 7Visitors in BNI Connect
Chapter Operations - Email a Visitor InvitationBNI Connect makes it easy to invite visitors to your chapter. With a few simple clicks youcan send a customized and BNI branded email invitation to invite a personal contact tovisit your chapter!
Navigate to the Chapter Operations Menu
Visitors in BNI Connect
Page 8Visitors in BNI Connect
Verify Your Chapter Selection and Choose Your Operation
1. Verify your Country, Region and Chapter selection2. Click on Create Email3. Click on Email Visitor Invitation
Visitors in BNI Connect
Page 9Visitors in BNI Connect
Input Invitation Details
1. Choose a salutation Title from the drop down list2. Input the First, Last and Company name of the visitor you wish to invite3. Enter the email address of the invitee.4. Enter a short personal message.
Visitors in BNI Connect
Page 10Visitors in BNI Connect
Send Your Invitation!
Visitors in BNI Connect
Page 11Visitors in BNI Connect
Sample Message
1. All replies will be sent directly to your email address2. Subject line of the email3. BNI branded graphical invitation4. Salutation taken from the first name provided5. Your personal message6. Your chapter name, meeting location, day and time is automatically inserted7. Brief description about BNI8. Signed by you
Visitors in BNI Connect
Page 12Visitors in BNI Connect
Happy Connecting!
Version 2013.0711.1418
Visitors in BNI Connect
Page 13Visitors in BNI Connect
Before The Meeting
Visitors in BNI Connect
Page 14Visitors in BNI Connect
Registering a Prospective Visitor for anUpcoming Meeting.Members may register a prospective visitor for an upcoming chapter meeting. This cangreatly increase visitor attendance and assist with preparation for the meeting. Once avisitors registered, they will be entered into the prospective visitors database and thechapter leadership is notified that there has been a new visitor registration. The visitorwill also be reminded 2 business days before the meeting to attend.
Visitors in BNI Connect
Page 15Visitors in BNI Connect
Navigate to the Chapter Operations Menu
Note: When using the chapter shortcut menu, the next step is bypassed.
Visitors in BNI Connect
Page 16Visitors in BNI Connect
Register a Prospective Visitor
Visitors in BNI Connect
Page 17Visitors in BNI Connect
Fill Out the Visitor Details
Visitors in BNI Connect
Page 18Visitors in BNI Connect
After Registering, the Prospective Visitor Will Receive aConfirmation Email
Visitors in BNI Connect
Page 19Visitors in BNI Connect
The Chapter Leadership Team, Visitor Hosts And DirectorConsultant Will Also Receive a Notification
Happy Connecting!
Version 2013.11.14.1124
Visitors in BNI Connect
Page 20Visitors in BNI Connect
Visitor Self Registration via WebsiteVisitors may register themselves to visit a chapter through the BNI Connect websites.Links are available on the Chapter website as well as the chapter details pages of the
regional and country websites. Once a visitor registers, they will be entered into theprospective visitors database and the chapter leadership is notified that there has been anew visitor registration. The visitor will also be reminded 2 business days before themeeting to attend.
Registration is Available via the Chapter Website
Visitors in BNI Connect
Page 21Visitors in BNI Connect
Registration is Available via the Chapter Details Page
Note: The button is also available for visiting core groups if shown on the regional website.
Visitors in BNI Connect
Page 22Visitors in BNI Connect
Clicking on the Visit Button or Link Will Open the RegistrationPage
Visitors in BNI Connect
Page 23Visitors in BNI Connect
Visitors in BNI Connect
Page 24Visitors in BNI Connect
After Registering, the Prospective Visitor Will Receive aConfirmation Email
Visitors in BNI Connect
Page 25Visitors in BNI Connect
The Chapter Leadership Team, Visitor Hosts And DirectorConsultant Will Also Receive a Notification
Visitors in BNI Connect
Page 26Visitors in BNI Connect
A Reminder Will be Sent Two Business Days Before the ChapterMeeting
Visitors in BNI Connect
Page 27Visitors in BNI Connect
Happy Connecting!
Version 2013.11.14.1124
Visitors in BNI Connect
Page 28Visitors in BNI Connect
Chapter Reports - Visitor Registration ReportYou can quickly check the visitors that have registered for an upcoming meeting by usingthe Visitor Registration Report in BNI Connect.
Navigate to the Chapter Reports
Visitors in BNI Connect
Page 29Visitors in BNI Connect
Choose Your Report Parameters
Visitors in BNI Connect
Page 30Visitors in BNI Connect
Review the Report Details
The visitor details will be listed on the report. For additional details, such as the mailing address, pleaseexport this report.
* This report is also available to directors and regional admins as a regional level report.
Happy Connecting!
Version 2013.11.18.1024
Visitors in BNI Connect
Page 31Visitors in BNI Connect
After The Meeting
Visitors in BNI Connect
Page 32Visitors in BNI Connect
Managing Prospective Visitors and MarkingAttendanceAfter a prospective visitor has registered, you may need to change some of the details onthe record. In addition, you can also mark when a visitor has successfully attended whichwill convert them into an attended visitor and apply the credit for visiting in the PALMSreport.
Visitors in BNI Connect
Page 33Visitors in BNI Connect
Navigate to the Chapter Operations Menu
Note: When using the chapter shortcut menu, the next step is bypassed.
Visitors in BNI Connect
Page 34Visitors in BNI Connect
Enter Search Critera and Click GO
Prospective Visitor Results
Visitors in BNI Connect
Page 35Visitors in BNI Connect
Edit The Prospective Visitor to Mark Attendance
Note: Once the visitor has been marked as having attended, they will be moved from the ProspectiveVisitors and into the Visitors function. Please go to Operations>Chapter>Manage Visitors>ManageVisitor to further edit the visitor record. Credit will also be given in the PALMS report for the currentweek when the data entry takes place - the day the check mark was entered.
Happy Connecting!
Version 2013.11.18.1124
Visitors in BNI Connect
Page 36Visitors in BNI Connect
Chapter Operations - Adding a Visitor (Not Pre-Registered)Entering visitor information for your chapter is a very important function. It allows you toutilize BNI Connect to track and report on your visitors, follow up and communicate withyour visitors, and finally to convert visitors into a new member for your chapter.This article explains how to enter the details of a person that has visited your chapter butdid NOT pre-register to attend the meeting.
Navigate to the Chapter Operations Menu
Note: When using the shortcut menu link, the next step is bypassed.
Visitors in BNI Connect
Page 37Visitors in BNI Connect
Verify Your Chapter Selection and Choose Your Operation
1. Click on Manage Visitor2. Click on Add a Visitor
Visitors in BNI Connect
Page 38Visitors in BNI Connect
Add a Visitor - Detail Entry Screen 1
1. Choose whether this visitor is to be credited in the PALMS report. Some reasons to deselectthis box would be for a second visit, a member from another chapter, or other guests where youwish to still record the visitor details but not affect the statistics for the chapter. Note: The VicePresident will review each entry before it is submitted to the PALMS report and mayaccept or reject the credit at their discretion.
2. Verify that the correct chapter is listed.3. Choose an Industry and Classification. These fields are mandatory. If you are uncertain, you
may choose "Other". This can be changed at a later time if necessary.4. Select the chapter member that invited this person from the dropdown list <or> if your region
allows this option, choose the Search Cross Chapter button to select a member from anotherchapter in the region (see additional steps below). The dropdown list will contain all activechapter members, regional team members (Directors, Admins and Ambassadors) and an optionto select "BNI" or "Visitor". In chapter persons will be given credit in the PALMS report.
5. The default language of your region is automatically listed.
Visitors in BNI Connect
Page 39Visitors in BNI Connect
6. Select the date the visitor attended the chapter meeting. Only valid chapter dates will beavailable for selection. If PALMS credit is selected, it will be inserted into that week's meetingfor review.
7. Enter the Name of the visitor.8. Use the vertical scroll bar for additional entry details.
Searching Cross Chapter
1. Clicking on the Search Cross Chapter button will allow you to search for another member in yourregion.
2. Enter at least the first two characters of the First Name.3. <And\Or> Enter at least the first two characters of the the Last Name.4. <And\Or> Enter at least the first two characters of the Company Name.5. Click Search to find the member.6. Click Reset to clear your search and begin a new search.7. Click Back to cancel the search and return to the Visitor Entry screen.
Visitors in BNI Connect
Page 40Visitors in BNI Connect
Add a Visitor - Detail Entry Screen 2
1. Enter the visitor's company name, address and contact details.2. Enter an email address for the visitor and choose whether or not to send the automated Visitor
Follow Up email. If deselected, the email address will become non-mandatory.3. Enter any notes about this visitor.4. Use the Save and New button to save this visitor and immediately start a new visitor entry.
Press the Submit button to save your visitor information and return to the previous menu. Pressthe close button to discard this information and return to the previous menu.
Happy Connecting!
Version 2014.05.28.1424
Copyright © 2014 BNI, All Rights Reserved
Visitors in BNI Connect
Page 41Visitors in BNI Connect
Following Up With Visitors
Visitors in BNI Connect
Page 42Visitors in BNI Connect
Chapter Reports - Visitor Not Attended ReportYou can quickly check the visitors that have not attended a meeting (no show) by usingthe Visitor Not Attended Report in BNI Connect.
Navigate to the Chapter Reports
Visitors in BNI Connect
Page 43Visitors in BNI Connect
Choose Your Report Parameters
Visitors in BNI Connect
Page 44Visitors in BNI Connect
Review the Report Details
The visitor details will be listed on the report. For additional details, such as the mailing address, pleaseexport this report.
Note: Visitors that have been marked as having attended will be in the active visitor lists andreports.
* This report is also available to directors and regional admins as a regional level report.
Happy Connecting!
Version 2013.11.18.1024
Visitors in BNI Connect
Page 45Visitors in BNI Connect
Chapter Reports - Chapter Visitor ReportThe Chapter Visitor report will allow you to search your chapter's visitor database inorder to contact and follow up with chapter visitors.
Navigate to the Chapter Reports
Visitors in BNI Connect
Page 46Visitors in BNI Connect
Verify Your Chapter Selection and Choose Your Report
1. Verify your Country, Region and Chapter selection2. Click on the Chapter Visitor Report3. Choose a date range. The date searched will be the date the visitor attended the meeting (as
opposed to the entry date).4. Optional: Enter a First and\or Last Name to search.5. Optional: Choose a Profession (Secondary Category) from the drop down list.6. Press the Go button to perform your search and display the report.
Power Tip: For maximum results, input only a date range.
Visitors in BNI Connect
Page 47Visitors in BNI Connect
Chapter Visitor Report - Header Details
1. Report name and parameters summary2. Use the Export button to open this report in a spreadsheet format on your local computer, such
as Microsoft Excel or Numbers.3. Use the Print button to print a copy of this report on your local printer.4. This column lists the Visitor Name. This column is sortable by clicking on the underlined "Sort
First" or "Sort Last"5. This column lists the Company name. This list is sortable by clicking on the underlined
"Company".6. This column lists the Profession (Secondary Category). This list is sortable by clicking on the
underlined "Profession".7. This column lists the visitor's Email address.. This list is sortable by clicking on the underlined
"Email".8. This column lists the Visit Date. This list is sortable by clicking on the underlined "Visit Date".9. Use the vertical scroll bar to see additional report details.
10. When you are finished viewing the report, press the Close button to exit.
*Note: The exported report contains additional information including the Phone Number, Address, City,State, Postal Code and Country.
Visitors in BNI Connect
Page 48Visitors in BNI Connect
Sample Exported Visitor Report
Happy Connecting!
Visitors in BNI Connect
Page 49Visitors in BNI Connect
Chapter Operations - Email Chapter VisitorsFollowing up with chapter visitors is an essential part of maintaining communication withpotential referral sources and future members of your chapter. BNI Connect makes iteasy to retrieve the email addresses of your chapter's visitors to stay in touch with them.
Navigate to the Chapter Operations Menu
Visitors in BNI Connect
Page 50Visitors in BNI Connect
Verify Your Chapter Selection and Choose Your Operation
1. Verify your Country, Region and Chapter selection2. Click on Create Email3. Click on Email Chapter Visitors
Visitors in BNI Connect
Page 51Visitors in BNI Connect
Choose Your Visitor Selection Criteria
1. Click the Back button to return to the previous screen.2. Choose a date range for finding chapter visitors.3. You may choose All, One, or Multiple visitor categories. To select multiple categories, hold down
the CTRL button on your keyboard while selecting with your mouse.4. Press the Reset button to clear the search criteria and start over.5. Press next to generate the email list based on your search criteria.
Chapter Visitor Email List
1. Use your mouse to highlight the email addresses and copy them to the clipboard. You can useCTRL+C (Command + C on a Mac) or right click and choose copy.
Visitors in BNI Connect
Page 52Visitors in BNI Connect
Paste the Addresses Into a New Email
Happy Connecting!
Visitors in BNI Connect
Page 53Visitors in BNI Connect