User and Administrator Training

1. User and Administrator Training CiviCRM (updated September, 2010)

2. 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?) • Functionality used (components, tools) • Areas of interest

3. Agenda • Introduction/CiviCRM project status • Contacts and their data/Activities • Custom data • Configuring your installation (overview) • Profiles: collecting and exposing constituent data • Contributions/Pledges • Reporting • Membership • Events • Mailings • Cases • Campaigns • Grants • Customizing and extending: best practices • Closing Q&A and participant feedback

4. What is CiviCRM? • Contact relationship management • For non-profits and other civic sector organizations • Web-based • Open source • Localized/Internationalized • A project of Social Source Foundation

5. What does it do? • Fundraising/financials/pledges • Communication tracking • Events • Memberships • Bulk email • Case management • Grants • Campaign management • Reporting

6. Constituent-Centric Model Campaigns Relationships Membership Activities Events Cases Notes Grants Mailings Contributions Pledges

7. CiviCRM and CMS’s • CiviCRM works together with another common piece of software: a content management system (CMS). • CMS is a tool for creating and managing websites • Drupal or Joomla (soon WordPress) • Advantages of CMS integration • visitors to your website can carry out many activities on their own, such as renewing their membership, signing up for events, requesting email updates, and donating money • you can share parts of your data throughout the site; such as event information or online search tools with site visitors • Maintain single data source with real time integration

8. CiviCRM+Drupal Example Concern Worldwide

9. CiviCRM+Joomla Example New York Public Transit Association

10. CiviCRM+Drupal Example NYS Senate/BlueBird

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

12. User Training Links • Agenda/Exercises:http://tinyurl.com/civicrmdc • Training sites:http://training-a.civicrm.org/(demo/demo) • Packt Book discount: CRMjb20 

13. Navigating and Working with Contacts Contacts and their Data

14. Contacts and Their Data Getting Started • Use online demos to ‘mess around’ • Installation guidelines online • Install sample data for a head-start • Use configuration checklist to walk through initial setup • Log in to Drupal/Joomla • Select CiviCRM from the CMS menu

15. Contacts and Their Data Moving Around the Interface • Main navigation menu • options will reflect what components are enabled • fully customizable • Left sidebar/blocks • Recent items • Breadcrumbs • Right-click context menus • Inline help throughout

16. Contacts and Their Data Contacts and their Data • Contact types: Individual, Household, Organization • Subtypes (optional): Staff, Volunteer, Funder… • One type per contact/mutually exclusive • Core (built-in) data includes name, address, phone, email, job title, demographics • Other core record types: • Activities • Relationships • Groups • Tags • Notes } core = not component dependent or custom data

17. Contacts and Their Data Contact » Related Records Individual (contact) Organization (contact) Employee/Employer (relationship) Subscribe to eNews (group/mailing list) Activities: Receive mailing Register for conference Phone call $50 contribution New membership Volunteer Send email Attend Conference (participant) Give $50 (contribution) Joined (membership)

18. Contacts and Their Data Contact » Related Records Related records may always be viewed through the lens of the contact.

19. Contacts and Their Data Search tools • Quick search • Find contacts (basic search) • Advanced search • Full-text search • Component searches • Retrieves related records, not just contacts • Search builder • Build logic statements, AND/OR • Custom searches

20. Contacts and Their Data Viewing contacts

21. Contacts and Their Data Viewing contacts • Contact summary screen • Actions button • Tabs (Contributions, Relationships…)

22. Contacts and Their Data Editing Contacts • Contact details • Current employer • Primary + additional email and phone • External ID - link to other systems • Address(es) • Configuration and Mapping • Mailing labels • Shared household • Communication Preferences • Greetings and Addressee info • Demographics • Groups and Tags • Custom Data

23. Contacts and Their Data Configure Contact Screens • Hide Editing sections (Administer » Configure » Global Settings) • Hide Address fields • Hide Tabs • Option list configuration (name prefix, location types …)

24. Contacts and Their Data Adding Contacts: Workflows • Quick add form • New contact form • Component integrated add (new contribution…) • Import • CSV (export from Excel, Access, other apps ) • SQL query • Match import fields to CiviCRM fields (map) • Save “mapping” for repeated imports

25. Knowing more: Notes • Best used for miscellaneous information about contacts • Record threaded comments • Mark as private (only visible to note author)

26. Contacts and Their Data Segment and categorize: Groups • Used for • Mailing lists • Access control • Internal segmentation • Regular group • Admin add or contact ‘subscribes’ • Added/removed status and date • Smart group • Saved search - contacts in group if they meet search criteria • Contacts may be added or removed manually

27. Contacts and Their Data Segment and categorize: Tags • Simple ‘attribute’ of a contact • Flat or hierarchical categorization • Easy to search • Can use in smart groups • No ‘history dimension’ • Tagsets (free tagging)

28. Building Relationships • Relationship = connection between any two contacts • May be hierarchal (employer/employee) • May be peer (spouse, member of household) • Special cases: • Current Employer (from contact edit) • Household (via shared address) • Case Manager, etc. (case creation)

29. Managing Relationships • Access from contact record (tab) • Create/disable/edit/delete • Ability to disable and track dates allows historical tracking • Employee retires or is laid off • Related record permissions • Current employer flag

30. Contacts and Their Data Common tasks • From search results (batch or single record) • Send email • Record an activity • Export • Add / remove group or tag • New smart group • Mailing labels • Merge dupes

31. Contacts and Their Data Activities: Tracking communication • Automatically recorded • Contribution • Event registration • Membership signup • Email or letter sent • Built-in • Phone-call • Meeting • Custom activity types • Move to cases

32. Collecting Organization-specific Data Custom Data

33. Custom Data Planning custom data • Custom fields organized in “sets” • Ask … • Is this data needed? How will we use it? • Applicable to what type of contacts or records? • Broad use vs specific record type? “Eye Color” - used for Individuals but not for other contact types “Annual Budget” - used for Organizations • Can not change ‘Used for’ later!

34. Custom Data Custom fields • Field labels • fixed for back-office screens • can change for front-end screens (‘Profiles’) • Data and input type • Required? Searchable? • Field help

35. Custom Data Entering and retrieving data • Inline vs. tab input (contact data only) • Search by custom field values • Advanced Search • Component searches • Export • Reporting

36. Custom Data Custom Fields: Activity Type Example: Annual Volunteer Evaluation

37. Custom Data Custom Fields: Activity Type Example: Annual Volunteer Evaluation

38. Taking a Step Back Initial Configuration

39. Custom Data Configuration Checklist • User interface • System settings • 3rd party services • Permissions (Drupal) • Component options

40. Exposing and Collecting Data Profiles

41. Profiles Build your own screens • Profile = set of ‘pointers’ to existing core and custom fields • Collect and expose data to constituents (public-facing website pages) • Data entry forms • Standalone forms • Built-in “New Contact” pop-ups • Website user registration • View / edit user accounts (Drupal) • Contribution and event registration forms • Searchable directories • Bulk data update ‘grids’

42. Profiles User registration

43. Profiles Event registration Core and custom fields

44. Profiles Public searchable directory

45. Profiles Built-in pop-up forms

46. Profiles Creating profiles • Add the profile “container” • Title • Used for … • Help • Advanced Settings • Limit listings to group • Add to group • Notify • User account creation • reCaptcha and mapping

47. Profiles Profile fields • Select record type and field • Modify label as needed • Required? • Visibility • User / Admin hides from other constituents • Public for searchable fields • Results column for listings

48. Profiles Integrating profiles in your website • Directories - add links in CMS pages or CMS menu • HTML snippet - paste into web pages • “Used for” checkbox in profile settings - user registration and edit user account • “Include profile” setting for online contribution pages and event registration

49. Handling Financial Records Contributions

50. Contributions Planning and configuring • Contribution types (event fees, member dues, donations, grants…) • Reporting and analysis • Accounting system integration • Custom fields - Ex: fundraising ‘tactics’ • Offline vs. online donations • Payment processor • Fee structure? • Recurring contribution support? • Credit card input on your site or processor site? (SSL cert requirement) • http://wiki.civicrm.org/confluence/display/CRMDOC/CiviContribute+Payment+Processor+Configuration