User and Administrator Training
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Transcript of User and Administrator Training
User and Administrator User and Administrator TrainingTraining
CiviCRMCiviCRM
(updated September, 2010)
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
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
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
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
Constituent-Centric ModelConstituent-Centric Model
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
CiviCRM+Drupal ExampleCiviCRM+Drupal ExampleConcern Worldwide
CiviCRM+Joomla ExampleCiviCRM+Joomla ExampleNew York Public Transit Association
CiviCRM+Drupal ExampleCiviCRM+Drupal ExampleNYS Senate/BlueBird
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…
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
CONTACTS AND THEIR CONTACTS AND THEIR DATADATA
Navigating and Working with ContactsNavigating and Working with Contacts
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
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
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}}
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
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
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
Viewing contactsViewing contactsContacts and Their Data
Viewing contactsViewing contacts• Contact summary screenContact summary screen• Actions buttonActions button• Tabs (Contributions, Relationships…)Tabs (Contributions, Relationships…)
Contacts and Their Data
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
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
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
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)
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
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
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)
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
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
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
CUSTOM DATACUSTOM DATA
Collecting Organization-specific DataCollecting Organization-specific Data
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
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
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
Custom Fields: Activity TypeCustom Fields: Activity TypeExample: Example: Annual Volunteer EvaluationAnnual Volunteer Evaluation
Custom Data
Custom Fields: Activity TypeCustom Fields: Activity Type
Example: Example: Annual Volunteer EvaluationAnnual Volunteer Evaluation
Custom Data
INITIAL CONFIGURATIONINITIAL CONFIGURATION
Taking a Step BackTaking a Step Back
Configuration ChecklistConfiguration Checklist• User interfaceUser interface• System settingsSystem settings• 3rd party services3rd party services• Permissions (Drupal)Permissions (Drupal)• Component optionsComponent options
Custom Data
PROFILESPROFILES
Exposing and Collecting DataExposing and Collecting Data
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
User registrationUser registrationProfiles
Event registrationEvent registration
Core and custom fields
Profiles
Public searchable directoryPublic searchable directoryProfiles
Built-in pop-up formsBuilt-in pop-up formsProfiles
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
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
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
CONTRIBUTIONSCONTRIBUTIONS
Handling Financial RecordsHandling Financial Records
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
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
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
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
Online contribution page Online contribution page exampleexample
Contributions
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
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
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
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
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
MEMBERSHIPSMEMBERSHIPS
Managing MembersManaging Members
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
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
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
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
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
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
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
ReportingReporting• SummarySummary
• DetailDetail• LapsedLapsed
Membership
EVENTSEVENTS
Registration Forms and Participant ManagementRegistration Forms and Participant Management
Events OverviewEvents Overview
Events
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
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
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
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
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
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
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
Step 2 - LocationStep 2 - Location• Sharing location between eventsSharing location between events• Event contact informationEvent contact information• Hiding event locationHiding event location
Events
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
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
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
Step 5 - Tell a FriendStep 5 - Tell a Friend• Configure default messageConfigure default message• What the user sees…What the user sees…
Events
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
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
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
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
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
CASE MANAGEMENTCASE MANAGEMENT
Resolving issues/Defining workflowsResolving issues/Defining workflows
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
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
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
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?
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
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
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
GRANTSGRANTS
Manage grant disseminationManage grant dissemination
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
MAILINGSMAILINGS
Send broadcast emailsSend broadcast emails
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
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
CAMPAIGNSCAMPAIGNS
Survey and petition constituentsSurvey and petition constituents
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
CUSTOMIZING AND CUSTOMIZING AND EXTENDINGEXTENDING
Best PracticesBest Practices
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
RESOURCESRESOURCES
Getting Helper/Going DeeperGetting Helper/Going Deeper
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