User and admin training

WIFI: smex4,5

Password: v0lcan1c

Ground rules

About participants

About participants

Pair up and find out as much as possible about why your partner is here. Some questions to start you off:•Their organisation and role•What information do they need to store and why?•What work flows and business processes do they want to improve, and why?•What specific ways do they think CiviCRM can help?•How are they using CiviCRM at the moment?•Are there any other specific questions they want answering?

Aims

• Understand the principals of CiviCRM

• Be able to carry out day to day admin tasks

• Be able to set up and configure CiviCRM

• Have solutions to the problems you came here to solve

• Choose your lunch (before 10.30)

Day 1

Morning1.Meet CiviCRM2.Organising your data3.Custom fields4.Profiles

Afternoon•Component exercises

Day 2

Morning1.Configuring2.Importing data3.Website integration4.Deduping

Afternoon•Component exercises

About the project

What is CiviCRM?

• It’s Contact Relationship Management

• Task focused and ‘contact-centric’• Designed for non-profits, political,

and campaigning organisations

• Localized/Internationalized

• Open source and community led

• Web-based integrated with CMS

CiviCRM and your CMS

• Designed to work with a content management system (CMS)– i.e. Drupal and Joomla

• Advantages of integration with CMS– Website visitors can ‘self serve’ activities,

e.g. renew membership, event sign up, donate, manage email subscriptions

– you can share parts of your CRM data, e.g. upcoming events, online directories

– Single source of data to maintain, real time integration

CiviCRM & Drupal

Concern Worldwide

CiviCRM & JoomlaBrighton Permaculture Trust

Who uses it?

• Foundations – Wikimedia• Humanitarian orgs – Concern Worldwide• Community Arts – Wellington Circus Trust• Human Services – Physician Health Program• Membership – WWOOF UK• Political parties – NZ Green Party• Service delivery – GMCVO, VAW, etc.• Trade associations – Clean Economy Network• Government – NYS Senate• Educational, Religious , Others…

Community and growth• 375,000+ downloads• 3,500+ installations (via ping-back) running

v2.0+• 15,000 forum members make 50+ posts a day• NTEN report– Solid A’s for user satisfaction– Highest adoption rate for organizations up to $500k

• Two published books (one in its 3rd edition – we’ll send you a copy)

• Organisations sponsor major new features with MIH

Meet CiviCRM

Contact-centric model

Membership

Events

Contributions

Mailings

Activities Relationships

Cases

PledgesNotes

Campaigns

Surveys

Petitions

Home page

Search tools

• Quick search box• Search pages– Find contacts (basic search)– Advanced search– Full-text search– Search builder– Custom searches

• Component searches– Retrieve component records, not contacts

Search results

actions

contact type

Search actions

• For more than one contact

• Send an email

• Record an activity

• Add/remove a group/tag

• Create mailing labels

• Export data

• Merge duplicates

Viewing contacts

Adding contacts

• New contact form• Via components• Import– CSV (export from Excel, Access, other

apps )– SQL query– Match import fields to CiviCRM fields (map)– Save “mapping” for repeated imports

Contact actions

Exercises

Organising your data

Contacts

• Contacts split into types– individuals,

– households,

– organizations

• Can define sub-types– Staff

– Volunteer

– Funder

Contact fields

• Communication preferences and opt outs

• Addresses, email and phone, etc.– Location types

– Primary contact methods

• Shared address

• Current employer

• Latitude and longitude

Groups

• Used for– Mailing lists– Access control– Segmentation and categorisation

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

• Smart groups– Saved search - contacts in group if they meet

search criteria– Contacts may be added or removed manually

Tags

• Simple ‘attribute’ of a contact

• Flat or hierarchical categorization

• Easy to search

• Can use in smart groups

• No ‘history dimension’• Tagsets (free tagging)

Relationships

• Connect two contacts

• Can create new relationship types

• Can be disabled to allow historical tracking

• Can control related record permissions

Activities

• Built inMeetings and phone calls

• User defined activitiese.g. survey, interview

• Membershipsbecame a member of our organisation

• ContributionsDonated or pledged some money

• Participations (in events)registered / attended an event

• CasesFor scheduling and monitoring a set of activities

Tracking activities

• Automaticallyrecorded when contact ‘self serves’– You send a contact

an email

• Manually recorded when– Staff process donation or event

registration

– You record a manual activity (e.g. paper mailing, meeting)

Exercises

Custom data & modeling

Custom data

• Custom fields organized in sets

• Where does this belong? (what type of record?)

• Broad or specific? e.g.– Eye Color - used for Individuals but not

for other contact types

– Annual Budget - used for Organizations

Adding custom data

• First add custom field set– What is it used for• What records

• What types? All or some?

– (for contacts) inline or tab?

– Is it collapsed (search and display)

– Multiple or single records

• Then add custom fields…

Custom fields

• Field labels– fixed for back-office

screens

– can change forfront-end screens

• Data and input type

• Required? Searchable?

• Field help

How should I model X?

• a.k.a. custom data vs. groups vs. tags vs. relationships

• Important to look at what you want to do with the data (as opposed to what looks nicest)

• Is it needed?

• Examples from participants?

Example: adding activity fields

Use case:

• Carry out an annual evaluation of volunteers

• Record answers in CiviCRM

• Include when the evaluation was carried out and who carried it out.

Example: adding activity fields

Example: adding activity fields

Exercises

Profiles

What are profiles?

• A set of ‘pointers’ to existing fields. Many uses…

• Collecting and editing data– New contact pop-ups– Website user registration and view / edit user

(Drupal)– Online contribution, membership and event

registrations– Standalone forms– Batch (bulk data) update ‘grids’

• exposing data– Searchable directories– Search result views

User registration

Public searchable directory

New contact forms

Event registration

Creating profiles

1. Add the profile ‘container’– Title– Used for …– Help

2. Configure any necessary advanced settings– Limit listings to group– Add to group– Notify– User account creation– reCaptcha and mapping

3. Then add fields

Profile fields

1. Select record type and field2. Modify label as needed3. Required?4. Set visibility– User / Admin hides from other constituents– Public for searchable fields– Results column for listings

Exercises

User and admin training

WIFI: smex4,5

Password: v0lcan1c

Configuration

The admin section

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

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

location types …)

Configuration Checklist

• User interface

• System settings

• 3rd party services

• Permissions (Drupal)

• Component options

Configure contact screens• Hide Editing sections

(Administer » Configure » Global Settings)

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

location types …)

Dedupe

Dedupe

• Two types of default rules for interface– Strict: used when by users as part of

online registrations including Events, Membership, Contributions and Profile pages

– Fuzzy: used when contacts are added / edited by admins in the backend

• Can create other rules for dedupe admin

Imports

Imports

• Can import contacts

• Can also import activities, contributions, participants, memberships

• Can define duplicate checking rules and actions (skip, update, fill)

• Save mappings

• Memberships and contributions can be added or updated

Reports

Reports

• Come from predefined report templates– With variables

– Relative time periods

• Can add to dashboard

• Can add to menus with permissions

• View on screen (tables or graph) and export to PDF or CSV

• Can schedule reports to be emailed

Reports vs. searching

• Reports useful for repeatedly asking same question

• Relative time periods (‘last quarter’)

• Actions only available from searching (though some reports have add to group action)

Creating a report

• Start with a template• Criteria– Display columns– Filters– Group by (for summary reports)

• Settings– Title, etc.– Menus– Permissions

Report permissions

Membership report exampleUse case:

Senior management would like reports of all members lapsed in the last quarter on a quarterly basis

Membership report exampleSteps:

• Choose report template

• Create report instance

• Finalize report settings

• Create CRON job

Emailing

Ways to email

• The "send mail to contacts" action

• CiviMail (CiviCRM's 'mass mailer')

Benefits of email

• email sent is stored in the activity history

• Single address book

• Tokens

Benefits of CiviMail

• Bounced emails

• Recipients can manage subscriptions

• Statistics are available on opens and clicks

• Individual data on who is clicking on what

• Track and record incoming email

Configuring CiviMail

• System configuration is technical (get help, see book and wiki)

• Configure groups

• Configure mailing list subscription pages

• Create templates– Headers and footers

• Test

Contributions

Planning and configuring• Contribution types– e.g. event fees, member

dues, donations, grants…

– Reporting and analysis

– Accounting system integration

• Custom data for all or specific contribution types

• Offline vs. online donations

Online contribution pages• Create different pages for different purposes– For each campaign– For general donations– For membership signup and renewal

• Set contribution type• Recommended giving levels• Pay later option• Additional info to collect (profiles)• Premiums and thank-you gifts• More options (in honour of, tell a friend, etc.)

Contribution page example

Creating a contribution page• Use contribution page wizard

• Set processor, donation levels,pay later, pledges

• Thank-you and receipting

• Membership signup / renewal option

• Set profiles

• Personal campaign pages

• Contribution ‘widget’

Recording offline contributions• Start with– Record new contribution (adding a new

contact if necessary)– The contact record

• Choose to send an email receipt• Can also batch import contributions– Contacts must exist in DB– Key contribution to contact using external

or internal ID or email address or first and last name

– Can bulk send receipt after import

Processing transactions offline• Available on the contacts

contribution tab (Submit credit card contribution)

• Only available if using embedded credit card processing

• Will run transaction and create CiviCRM record

Pledges

• A container holding series of pledged contributions

• Defined by total donation + frequency (CiviCRM will calculate the individual payments)

• Payment reminders via email link to a corresponding contribution page

• Received contributions are logged against pledge payment records

Pledges & recurring contributions

• Pledges are a promise to pay

• Pledges generate reminders

• Future payments are dependent on constituent initiative

• Recurring Contributions are triggered automatically (depend on processor)

• Constituent may cancel at any time

Contribution search and export• Find contributions returns contributions• Advanced search returns contacts• Can search by– Date and / or amount ranges

– contribution page, contribution type, custom field and more…

• Create smart groups based on contribution history

• Export contributions– primary fields (contact and contribution data)

– select fields and save export mapping

Payment processors

• What is the fee structure?

• Recurring contribution support?

• Where do transactions occur? Their site or your site?

• http://wiki.civicrm.org/confluence/display/CRMDOC/CiviContribute+Payment+Processor+Configuration

Membership

When to use CiviMemberIf one or more of the following applies…

• You offer memberships with defined benefits and durations

• Your membership is paid for

• You want to allow online signup / renewal

• You want to limit access to website content or features

Memberships and contributions• Membership is an ongoing historical

record of the contact’s member-relationship with your organization

• The membership fee is handled as an associated but distinct contribution

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

Configuration

• Create membership types and associated custom data

• Create status rules (new, current, expired, grace)

• What organisation does this membership apply to?

• What are the membership fees?• What is the duration and period type?• Inherited membership (e.g. employer -

employee)• Message templates for renewal reminders• Set ‘CRON job’ to keep statuses updated and

send renewal reminders

Join/renew online

• Use an online contribution page

• Add a membership block

• Select membership type(s) to offer

• User account facilitates self-service renewals– Page will show existing membership if

logged in

– Contact matching will still renew membership

Recording memberships offline• Start with– Record new contribution (adding a new

contact if necessary)– The contact record

• Option to record associated payment• Option to send confirmation (and receipt)• Import– Contacts must exist in DB– Macth contribution to contact using external

or internal ID, email address or first and last name

Renew memberships offline• Renew from contact’s membership

tab or find members

• Renewal period follows from expiry date

• Renewing is different from (and better than) creating a new membership record

Search and export

• Find Members exports memberships

• Advanced Search exports contacts

• Export memberships– primary fields (contact and membership

data)

– OR select fields and save export mapping

Events

Global Event Configuration• Event Types

• Participant Roles

• Participant Statuses

• Confirmation/receipt templates

• Price Sets

• Custom data and profiles

Event Templates

• Defaults for recurring /similar events

• Can set most event properties

• Selecting a template when creating an event prepopulates the record with whatever is included in the template. You may then adjust/customize as needed

Event custom data

• Can appear in a few different places• Person data, e.g. age• Participant data, e.g. session choice,

event evaluation– Just for this event?– Just for specific types of participants, e.g.

speakers– Just for these type of events

• Event data for, e.g. what subjects are being covered at this event

Event fees and price sets• Basic fees– Single list of options, registrant selects one

– Can implement date-based discounts

• Price sets– Allows multiple sets of fees

– Fees may be presented as select box, checkboxes, radio buttons, or quantity/unit text box

– Value can be counted against max participants

– Cannot apply date-based discounts

Creating an Event

• Step 1 - Basic event information / settings– Participant listing?

– Max participants/waiting list options

– Map to event?

– Public event?

Step 2 - Location

• Sharing location between events

• Event contact information

• Hiding event location

Step 3 - Event Fees

• Free or paid

• Payment processor

• Pay later

• Simple fees or price set

• Discounts by signup date

• Other discount options?

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

and profiles)– Main vs. additional participant profiles

• Confirmation and receipting

Step 5 - Tell a Friend

• Configure default message

• What the user sees…

Registration workflows

• Use ‘Find Contributions’ to update pending Contribution Status

• If approval Required, use ‘Find Participants’ to change participant status

• Cron job required to expire Pending registrations

• Waitlist and registration approval workflows– Need to enable relevant participant statuses

(disabled by default)– Need to set up CRON job to process email

notifications and status changes

Test-driving event registration• Uses ‘testing’ processor setup

• Test registrations do NOT show up in contact event tab and event dashboard

• Use Find Participants » Find Test Participants

Offline Registration

• New event participant

• Submit credit card event registration

• Add contacts to event (from search)

• Import participants

Promoting Events

• Adding links to your website and mailings

• RSS feed and HTML event listings

• Drupal views integration

Event Management

• Event Dashboard

• Find Participants

• Name badges

• Attendee list

Case management

What is a case?

• Collection of activities surrounding a single topic or issue

• Defined workflow represented by series of activities which may be defined by a timeline

Case Configuration

• Case Types

• Case Activities

• Case Relationships

• Case configuration files (xml)

• Case statuses

• Redaction rules

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

display/CRMDOC/CiviCase+Configuration

• Used to define:– What case activities apply to a specific case

type

– What relationships are available as case roles

– Whether the case should be prepopulated with a defined timeline of activities

Definitions

• Case roles:– Individuals directly involved in case

resolution (e.g. staff, consultants, advisors, etc.)

• Case resources:– Contacts indirectly involved in case

resolution (e.g outside agencies, etc.)– Serves as a resource directory for all cases

• Other relationships:– Existing contact relationships are listed

within the manage case page for easy access

Creating a Case

• Create from “create new” or from the contact’s case tab

• Creates “open case” activity

• Thereafter, all work will be conducted in the manage case page– Most of the work is spent creating and

updated activities associated with the case resolution process

Case Configuration Files• Test thoroughly

• Receiving errors?– Are all the activities defined in the config

file present in your system?

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

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

Searching and reporting• Case dashboard

• Find cases

• Case reports– Case Summary Report

– Case Time Spent Report

– Contact Demographics Report

Campaign

Campaign

• Link together events, mailings, activities, and contributions

• Create petitions (online) and surveys (offline)

• Record levels of interest and engagement

• Set goals (monetary or other) for campaign

CiviSurvey - workflow

• For offline and backend surveys

• Creates printed surveys

• Reserve repondents = create a group of people to survey

• Respondents released from group after completing survey

CiviSurvey - building

• Create activity type for survey

• Create custom fields for survey

• Create profile which has custom fields

• Add these to the survey

• Add result options

CiviPetition - workflow

• Create a petition

• Add some extra data to the petition

• People sign online

• View signatories and results

CiviPetition - create

• Create necessary custom data about contact and activity

• Create profile for contacts and activities

• Attach profiles and intro text to petition

• Spread word with petition link

Customization

Customizing and extending• Upgrade-ability is key

• No changes to ‘core’ files if possible

• Good and bad ways to extend

• Customization options– Custom templates and CSS (look and feel)

– Hooks to add fields / add or change behavior

– APIs to integrate with other systems

• The subject of the other training course

Resources

Resources

• Talking to each other• Getting more involved• Project home http://civicrm.org• Documentation– http://documentation.civicrm.org– Understanding CiviCRM (

http://en.flossmanuals.net/civicrm)• Community Forum (support and

discussion) http://forum.civicrm.org