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| | At its core, the membership management system is a sophisticated database with an easy to use interface that allows you to track and summarize all relevant data regarding your contacts and members. Adding contacts and updating information is a snap. You’ll never lose your contact information and you’ll have access to your data anytime, anywhere. | | At its core, the membership management system is a sophisticated database with an easy to use interface that allows you to track and summarize all relevant data regarding your contacts and members. Adding contacts and updating information is a snap. You’ll never lose your contact information and you’ll have access to your data anytime, anywhere. |
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| − | =='''<span style="color:#800080">Add a New Organization Contact'''</span>== | + | =Add a New Organization Contact= |
| − | ----
| + | |
| − | #Click the '''Quick Actions''' button in the header bar. | + | #Click the '''Quick Actions''' button |
| | #Click '''Contacts - Add Organization''' | | #Click '''Contacts - Add Organization''' |
| − | #:[[File:Add Org.jpg|center]]
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| | #Fill in the Contact Information | | #Fill in the Contact Information |
| − | ##'''Phone, email or website''' - once this field is entered, a drop-down list will be displayed to select further details, such as the type of phone number. If you wish to add additional phone numbers, emails or websites, click the '''+''' button. | + | ##'''Phone, email or website''' - once this field is entered, a drop-down list will be displayed to select further details |
| | ##'''Address Information''' (optional) | | ##'''Address Information''' (optional) |
| − | ##'''Individuals''' (optional) - you may add individuals to associate to this organization. To add additional individuals, click the '''+''' button. | + | ##'''Individuals''' (optional) |
| | #Click '''Done''' | | #Click '''Done''' |
| | | | |
| − | The new organization contact is now added to your database. The organization's membership status will be set to the default status you have selected under '''Setup > Contact Status Options'''. | + | The new organization contact is now added to your database. |
| − | | |
| − | [[File:Contact Status Options 1.jpg|center]]
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| − | | |
| − | ==='''<span style="color:#800080">Add a New Organization Contact'''</span>===
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| − | ----
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| − | | |
| − | The '''Merge Contacts''' functionality may be used if you have duplicate contacts in your database, if if your contact businesses have merged together.
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| − | | |
| − | #Select '''Contacts''' in the left hand navigation panel.
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| − | #Select the contact that you wish to merge into another contact.
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| − | #Click the '''Actions''' button.
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| − | #:[[File:Merge button.jpg|center]]
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| − | #Select '''Merge Contact'''.
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| − | #:[[File:Merge Org.jpg|center]]
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| − | #Enter the name of the organization to which you wish to merge.
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| − | #Click '''Done'''.
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| − | | |
| − | All of the information (i.e. profile information, contacts, communication, billing, etc.) from the originating organization will be merged into the destination organization. You may wish to review/update memberships and recurring schedules.
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| | | | |
| − | {| class="wikitable"
| + | <div class='note'>'''NOTE:''' Click the '''+''' button adjacent to an option to add additional contact information. For Example, click the '''+''' adjacent to Phone, email or website to add another contact option </div> |
| − | |-
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| − | [[File:One Row.png|25px]]
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| − | | style="width: 100%"|'''NOTE:''' When two individuals are merged and both individuals have log-in credentials:
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| − | *When individuals are merged, if the individual has log-in credentials and permission in both, the destination contact's login and permissions are maintained, and the merged contact's log-in credentials will no longer work.
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| − | *When two individuals are merged and one has a login and the other doesn't, the existing log-in credentials and permissions are maintained..
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| − | |}
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| | | | |
| | =Add New Contact - Individual= | | =Add New Contact - Individual= |
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| | ##'''Address''' | | ##'''Address''' |
| | ##'''Organization''' – you can associate the individual to an existing organization contact, or assign a new organization. | | ##'''Organization''' – you can associate the individual to an existing organization contact, or assign a new organization. |
| − | #Click '''Done'''. | + | #Click '''Done''' |
| − | | |
| − | ==Merge Contacts==
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| − | | |
| − | In the event that you have duplicate individual contacts in your database, you can use the '''Merge Contacts''' function to combine the contacts together. All information, billing history, communications, activity, etc. will be merged to the destination contact.
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| − | | |
| − | #Click '''Contacts''' in the left-hand navigation panel OR begin typing the name of the contact you wish to merge in the global search box in the header bar.
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| − | #Select the individual contact you wish to merge.
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| − | #Click the '''Actions''' button.
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| − | #:[[File:Merge button.jpg|200px|center]]
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| − | #Select '''Merge Contact'''.
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| − | #:[[File:Add Merge Person.jpg|center]]
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| − | #Enter the name of the contact to which you wish to merge this individual.
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| − | #Click '''Done'''.
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| − | | |
| − | Background jobs need to process the merge, so the actual merge may take a few minutes. The message shown below will be displayed in the upper right-hand corner of the screen.
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| − | | |
| − | [[File:Success merge.jpg|300px|center]]
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| − | {| class="wikitable"
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| − | [[File:One Row.png|25px]]
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| − | | style="width: 100%"| '''NOTE:'''
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| − | *When individuals are merged, if the individual has log-in credentials and permission to the Info Hub in both, the destination contact's login and permissions are maintained, and the merged contact's log-in credentials will no longer work.
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| − | *When two individuals are merged and one has a login and the other doesn't to the Info Hub, the existing log-in credentials and permissions are maintained..
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| − | |}
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| − | | |
| − | ='''<span style="color:#800080">View Contacts'''</span>=
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| − | ----
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| − | | |
| − | Click '''Contacts''' in the left-hand navigation panel.
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| − | [[File:Contacts Cards.jpg|800px|center]]
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| − | All contacts in your database are displayed by default. You can view contacts in a card format by clicking the [[File:Card view.jpg|30px]] icon, or in a list view by clicking the [[File:List view.jpg|30px]] icon.
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| − | | |
| − | Additional filtering options are available in the '''Show Only''' drop-down list. These options are described in the table below:
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| − | {| class="wikitable"
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| − | ! Show Only Option !! Description
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| − | |-
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| − | | Orgs || Select this option to filter the list to only organization type contacts.
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| − | | Individuals || Select this option to filter the list to only individual type contacts.
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| − | |-
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| − | | Staff || Select this option to filter the list to only your staff members.
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| − | | Owe Money || Select this option to filter the list to only those members who have open invoices.
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| − | |-
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| − | | Assigned to Me || If you assign members to specific staff members, this option will allow the staff member logged in to view only the members to which he/she is assigned.
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| − | |-
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| − | | Active || Select this option to filter the list to only active members
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| − | | Task Due/Overdue || If using the projects/tasks module, select this option to display only members for which your staff has due or overdue tasks
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| − | |-
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| − | | Task Due/Overdue Assigned to me|| This option will allow the staff member logged in to view only the members to which he/she is assigned for whom he/she has task that are due or overdue.
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| − | | Event Attendees Potential Contacts || Select this option to view individual who have attended your events. This is a way to identify potential prospective members; or associate individuals to appropriate organizations.
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| − | |}
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| − | You may also filter the results by clicking the '''Customize Results''' button, and selecting additional options.
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| − | [[File:Contacts Customize Results.jpg|700px|center]]
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| | =Managing Contacts= | | =Managing Contacts= |
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| − | ==Update Contact/Organization Logo/Image== | + | ==Update a Contact Organization/Business Profile Information== |
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| − | You can easily upload a contacts logo to the database from the contact's page.
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| | | | |
| − | #Click the image icon to the left of the contact name.
| + | The Profile tab for a contact provides the ability to update a variety of information about a business/organization. |
| − | #:[[File:CP Add Image to Contact.jpg|center]]
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| − | #:The '''Image Manager''' dialog box will open.
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| − | #:[[File:Image Manager.jpg|center]]
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| − | #Drag and drop the desired image or click '''Upload''' to browse and select the desired file. '''NOTE:''' If you have previously uploaded the desired image, you can click '''Select Existing''' to choose the image from the '''Cloud'''.
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| − | #Crop the image as desired and click '''Crop and Save'''.
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| − | | |
| − | ==Update Organization/Individual Membership Status==
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| − | | |
| − | The status field below the organization/individual name is an indication of membership status. This field is driven by the status shown in the '''Membership''' section on the profile tab.
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| − | | |
| − | [[File:Membership Status.jpg|center]]
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| − | | |
| − | Best practice is to allow the system to dynamically update the status. However, if you do wish to change the status, '''Allow users to manually update status''' must be enabled under '''Setup > Contact Status Options'''.
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| − | | |
| − | [[File:Contact Status Options 1.jpg|center]]
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| − | | |
| − | To change the status:
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| − | #Click the status next to the organization/individual's name.
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| − | #Select the desired status from the drop-down list.
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| − | #Click the [[File:Red check icon.jpg]] icon to save the status.
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| − | | |
| − | =='''<span style="color:#800080">Add Tags to an Organization/Individual'''</span>==
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| − | ----
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| − | | |
| − | You can add tags to your Organization/Individuals to make it easy to track something specific about that organization/individual. For example, if an individual has expressed interest in volunteering, you could add "volunteer" as a tag. The '''[[Contact_Management#Contacts_Report|Contacts Report]]''' may be used to generate a report based on specific tags.
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| − | [[File:Tags.jpg|center]]
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| − | | |
| − | To add a tag:
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| − | | |
| − | #Type the tag name in the '''Add Tags''' text box. If you have previously used the tag, the type ahead functionality will find the tag name.
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| − | #Click enter on your keyboard.
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| | | | |
| − | You can add as many tags as you wish. To remove a tag, click the '''x''' next to the tag name.
| + | #Click '''Contacts''' in the Navigation Panel to view and search for the contact '''OR''' type the name of the contact in the header search box. |
| | + | #On the profile tab, you may update the following information: |
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| | + | ===Add Additional Contact Info=== |
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| − | {| class="wikitable"
| + | This function allows you to add additional email, phone, address information to a contact. |
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| − | |
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| − | [[File:Smallest.png|25px]]
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| − | | style="width: 100%"| '''NOTE:''' You can view and edit all tags by going by going to '''Setup > Miscellaneous > Tags'''. See '''[[Contact_Management#Add_Tags_to_an_Organization.2FIndividual|View/Manage Tags]]''' for instructions.
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| − | |}
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| | | | |
| − | ==='''<span style="color:#800080">View/Manage Tags'''</span>===
| + | #Click the '''+''' icon in the Contact Info Section. |
| − | ----
| + | #On the '''Add Contact Info''' screen you may add additional phone numbers, email addresses, address information, etc. |
| − | | |
| − | Under '''Setup > Miscellaneous > Tags''' you can see a list of all tags and how they are being used in your system. You can also edit the name of a tag or globally delete a tag.
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| − | | |
| − | #Click '''Setup''' in the left-hand navigation panel.
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| − | #Click '''Tags''' in the '''Miscellaneous''' section.
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| − | #:[[File:Tags1.jpg|800px|center]]
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| − | A list of all current tags and the number of usage (by module) will be displayed.
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| − | | |
| − | ===='''<span style="color:#800080">Edit a Tag Globally'''</span>====
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| − | ----
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| − | #Click '''Setup''' in the left-hand navigation panel.
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| − | #Click '''Tags''' in the '''Miscellaneous''' section.
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| − | #:[[File:Tags1.jpg|800px|center]]
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| − | #Click the tag that you wish to edit.
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| − | #:[[File:Edit tag.jpg|600px|center]]
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| − | #Edit the name of the tag.
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| − | #Click '''Done'''.
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| − | | |
| − | ===='''<span style="color:#800080">Delete a Tag Globally'''</span>====
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| − | ----
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| − | #Click '''Setup''' in the left-hand navigation panel.
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| − | #Click '''Tags''' in the '''Miscellaneous''' section.
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| − | #:[[File:Tags1.jpg|800px|center]]
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| − | #Click the tag that you wish to delete.
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| − | #:[[File:Edit tag.jpg|600px|center]]
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| − | #Click '''Delete'''.
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| − | #:[[File:Confirm Delete 1.jpg|400px|center]]
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| − | #Click '''OK''' to confirm the delete. | |
| − | | |
| − | =='''<span style="color:#800080">Update a Contact Organization/Business Profile Information'''</span>==
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| − | ----
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| − | | |
| − | The Profile tab for a contact provides the ability to update a variety of information about a business/organization.
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| − | | |
| − | Click '''Contacts''' in the Navigation Panel to view and search for the contact '''OR''' type the name of the contact in the header search box.
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| − | | |
| − | On the profile tab, you may update the following information:
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| − | | |
| − | ==='''<span style="color:#800080">Add Contact Info'''</span>===
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| − | ----
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| − | #Click the [[File:orange plus icon.jpg]] icon in the '''Contact Info''' section.
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| − | #On the '''Add Contact Info''' screen you may add additional phone numbers, email addresses, address information, etc. The system will recognize what type of information you are entering, and allow you to further classify it. For example, if you are entering a phone number, you will be able to select Toll Free, Main, etc. | |
| | #Click '''Done''' when completed. | | #Click '''Done''' when completed. |
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| − | {| class="wikitable"
| + | ===Add Additional Individual Contacts to an Organization/Business=== |
| − | |-
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| − | |
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| − | [[File:Smallest.png|25px]]
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| − | | style="width: 100%"| '''NOTE:''' In cases where the billing address is different than a physical or mailing address, you can differentiate that detail in an organizations profile. When adding address information, you can select the '''Usage''' of the address. This provides the ability to identify an address as shipping or billing. This is helpful when processing invoices, as the usage (as well as any notes you may have provided for the address) will be display in the address drop-down.
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| − | |}
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| − | ===='''<span style="color:#800080">Send an Email asking the Contact to validate/update their profile information via the Info Hub'''</span>====
| + | #On the Contact '''Profile''' tab, click the '''+''' sign adjacent to '''Contacts'''. The '''Add New Contact''' screen will display. |
| − | ----
| + | #Enter the desired information for the new contact. |
| − | | |
| − | An email template '''Verify Business Contact Information''' has been designed for you to easily send the information that is currently stored in your database. The email includes a link for the member to log into the Info Hub, so that they can update their own information, saving your chamber/association staff time.
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| − | | |
| − | [[File:Verify Info 1.jpg|center]]
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| − | | |
| − | See [[Communications_Basics#Create_and_Manage_Email_Templates]] for further information on working with email templates.
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| − | | |
| − | [[File:Use for Billing1.jpg|center]]
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| − | | |
| − | ==='''<span style="color:#800080">Edit Contact Information'''</span>===
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| − | ----
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| − | | |
| − | '''Contact Info''' that has been previously entered may be edited by clicking the pencil icon adjacent to the item to be edited.
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| − | [[File:Edit email action.jpg|center]]
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| − | {| class="wikitable"
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| − | [[File:Smallest.png|25px]]
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| − | | style="width: 100%"| '''NOTE:''' When editing address information, you will be prompted to select whether the address should be updated for for other Contacts that have this same address. This is enabled by default. Deselect the check-box if you do not wish the address to be changed for all contacts.
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| − | |}
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| − | [[File:Edit Adress1.jpg|center]]
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| − | {| class="wikitable"
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| − | [[File:Smallest.png|25px]]
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| − | | style="width: 100%"| '''NOTE:''' When editing an email address, and additional field is displayed '''Assistant Email Address'''. If this field is populated with an email address all emails sent to the main contact email will also be copied to the '''Assistant Email Address'''.
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| − | |}
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| − | [[File:Edit Email Contact.jpg|center]]
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| − | | |
| − | ===='''<span style="color:#800080">Managing Invalid Email Address'''</span>====
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| − | ----
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| − | | |
| − | If a users email address has been noted as invalid, a red yield sign [[File:Red Yield Sign CP.jpg]] will be displayed in the contact info section next to the email.
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| − | | |
| − | [[File:Invalid Contact Info.jpg|800px|center]]
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| − | | |
| − | The software provides you the ability to recheck the email, mark an invalid email as valid or edit email address and recheck.
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| − | | |
| − | #On the contact's '''Profile''' tab, click the invalid email.
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| − | #:[[File:Recheck Email.jpg|600px|center]]
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| − | #Select the desired action:
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| − | #*'''None''' - select this option to simply leave the email address as invalid.
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| − | #*'''Mark as valid''' - select this option to mark the email as valid. If you've personally verified this address is good even though the verification system indicates it is not, we've given you an option to mark it as good and remove it from the Quarantine list. Please do not abuse this option; we want to protect your email sender reputation.
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| − | #*'''Recheck address''' - select this option to recheck the email address. If the address is found to be valid, will be removed from the invalid list. If the address is found to be invalid, it will remain on the invalid list.
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| − | #*'''Edit email address and recheck''' - selecting this option will open a text box for you to enter a new email address. This system will check the new email address, and if valid the email will no longer be marked as invalid.
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| − | #Click '''Close'''.
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| − | | |
| − | ===Add Individual Contacts to an Organization/Business===
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| − | | |
| − | You may add/edit contacts to an organization in the '''Contacts''' section of the organization's '''Profile''' tab. The '''Contacts''' section displays the last 20 updated contacts sorted by last update date. To view a full list of the contacts for this organization, click the [[File:List link.jpg]] to view the full list of contacts for this organization.
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| − | | |
| − | To add a new contact:
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| − | | |
| − | #On the Contact '''Profile''' tab, click the [[File:Orange plus icon.jpg]] icon adjacent to '''Contacts'''. The '''Add New Contact''' screen will display.
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| − | #:[[File:Add Contact.jpg|center]] | |
| − | #Configure the following:
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| − | #:*'''First Name''' and '''Last Name'''.
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| − | #:*'''Common Name''' - This is an optional field which may be used for a nickname, or similar. This will be stored in the database and may be used as a database field in emails.
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| − | #:*'''Mark As Primary''' - Select this check-box if this contact is to be the primary contact for the organization. Reports may be filtered by primary contacts.
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| − | #:*'''Show as Related Contact in Directory''' - This setting is enabled by default. By enabling this setting, if the organization has directory display settings that include '''Show Related Contacts''' this contact will automatically be displayed. If the contact is not to be displayed, disable this check-box. See '''[[Getting_Started#Setup_Directory_Display_Settings|Directory Display Settings]]''' for further information on displaying related contacts.
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| − | #:*'''Title''' - Optional
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| − | #:*'''Role Start''' - Optional, you may enter when the contact started in their role.
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| − | #:*'''Role End''' - Optional, you may enter when the contact's role ended.
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| − | #:*'''Phones / Emails / Websites '''
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| − | #:*'''Addresses'''
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| | #Click '''Done'''. | | #Click '''Done'''. |
| | | | |
| − | ====Provide Info Hub Access to Individual Contacts==== | + | ====Provide Info Hub Access to new Individual Contact==== |
| | | | |
| | Once you have setup a new individual contact in the database, you will need to send the log-in instructions to the Info Hub | | Once you have setup a new individual contact in the database, you will need to send the log-in instructions to the Info Hub |
| | | | |
| − | <div class='note'>'''NOTE:''' You must be on the individual's page not the business page to follow these instructions. </div> | + | <div class='note'>('''NOTE:''' You must be on the individual's page not the business page to follow these instructions): </div> |
| | | | |
| | #Click the '''Actions''' button to view common tasks. | | #Click the '''Actions''' button to view common tasks. |
| | #Click '''User Login'''. | | #Click '''User Login'''. |
| − | #:[[File:Edit User Access 1.jpg|center]] | + | #:[[File:User Access1.jpg|center]] |
| | #Select the access level you wish to assign to this individual. | | #Select the access level you wish to assign to this individual. |
| − | #:*In the '''User Access''' level drop-down at the top of the dialog box, you are selecting the access level that the user has if they are not associated to an organization. By default, this will be set to the access level you have set in the '''Log-in''' settings. Additionally, if you offer individual memberships, this is the
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| − | #:*The '''User Access''' level selected in the '''Access Level with Associated Organizations''' section is the permissions that the user will have as a part of the associated organization. Users may be associated to multiple organizations, and have different permission levels for each.
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| − | #::<div class='note'>'''NOTE:''' The access level provided here must be equal to or greater than the access level set at the user level. If this user should not have access to the organization information, do not select an access level. When the user logs into the Info Hub, the system will grant them the higher of the two access levels</div>
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| | #Login Info | | #Login Info |
| − | #:*'''Username''' - this is the user name for the individual. If no user name is listed, the individual has never logged in.
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| | #:*'''Password Reset Email''' - This field will be populated with the email address entered when the individual was added to the system. You may change this if needed. | | #:*'''Password Reset Email''' - This field will be populated with the email address entered when the individual was added to the system. You may change this if needed. |
| | #:*'''Send Login Instructions Email''' - Click this check-box to send an email to the individual which will provide the instructions to setup their log-in credentials. | | #:*'''Send Login Instructions Email''' - Click this check-box to send an email to the individual which will provide the instructions to setup their log-in credentials. |
| − | #'''Set Temporary Password''' - If the user already has log-in credentials, but has forgotten their password and wishes you to set a temporary password, enter the password here. The user would then be able to change their password in the Info Hub.
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| | #Click '''Done'''. | | #Click '''Done'''. |
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| | The individual will be able to step through setting up access to the Info Hub. | | The individual will be able to step through setting up access to the Info Hub. |
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| − | <div class='note'>'''NOTE:''' You will be able to review which users have access to the Info Hub by generating the '''User Account Report'''.</div>
| + | ====Reset an Info Hub Users Password==== |
| − | | |
| − | ====Send Reset an Info Hub Password email to a User==== | |
| | | | |
| | If an Info Hub user has forgotten his/her password, you can send a reset password email from the individual's page. | | If an Info Hub user has forgotten his/her password, you can send a reset password email from the individual's page. |
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| | #Click the '''Actions''' button to view common tasks. | | #Click the '''Actions''' button to view common tasks. |
| | #Click '''User Login'''. | | #Click '''User Login'''. |
| − | #:[[File:Edit User Access 3.jpg|center]] | + | #:[[File:User Access2.jpg|center]] |
| | #Click the '''Send Password Reset Email''' check-box. | | #Click the '''Send Password Reset Email''' check-box. |
| | #Click '''Done'''. | | #Click '''Done'''. |
| | | | |
| − | An email will be sent with instructions for resetting the password: | + | An email will be sent with instructions for resetting the password. |
| − | | |
| − | [[File:Acct Reset Instructions.jpg|center]]
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| − | | |
| − | | |
| − | <div class='note'>'''NOTE:''' A '''Forgot your Username or Password?''' link is displayed on the Info Hub log-in page, this allows the user to use his/her user name or email address to reset own password. </div>
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| − | | |
| − | ====Set a Temporary Password for an Info Hub User====
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| − | | |
| − | #Click the purple '''Actions''' button to view common tasks.
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| − | #Click '''User Login'''.
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| − | #:[[File:Edit User Access 3.jpg|center]]
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| − | #Enter a temporary password in the '''Manually Set Password''' text box.
| |
| − | #Click '''Done'''.
| |
| − | | |
| − | There is no automation when you manually reset the password from the back-office, you must communicate the new password to the member. The password is only temporary, when the user logs into the Info Hub with a manually reset password, the user is immediately presented with the change username/password screen.
| |
| − | | |
| − | <div class='note'>'''NOTE:''' A '''Forgot your Username or Password?''' link is displayed on the Info Hub log-in page, this allows the user to use his/her user name or email address to reset own password. </div>
| |
| − | | |
| − | ===Deactivate an Individual Contact===
| |
| − | | |
| − | If an individual contact is no longer a part of a business organization, you may deactivate them. '''NOTE:''' It is not recommended that you delete individuals, as the database maintains historical information about you individuals.
| |
| − | | |
| − | #On the Business Contact's '''Profile''' tab, click the pencil icon adjacent to the individual you wish to deactivate.
| |
| − | #:[[File:Deactivate Contact.jpg|center]]
| |
| − | #De-select the '''Active''' check-box. The '''End Date''' will automatically be populated with the current date.
| |
| − | #:[[File:Deactivate Contact 2.jpg|center]]
| |
| − | #Click '''Done'''.
| |
| − | | |
| − | The de-activated individual will no longer be associated to the business, however, an individual record will be maintained and the individual will have a status of non-member.
| |
| − | | |
| − | '''NOTE:''' The individual's access to the info hub is not automatically revoked.
| |
| − | | |
| − | ====(Staff) Impersonating a Member in the Info Hub====
| |
| − | | |
| − | Staff may “impersonate” a representative in order to see what the rep would see in the Info Hub and perform tasks on their behalf. This may be useful if a member is having difficulty using the Info Hub, and you wish to view the Info Hub as they are seeing it to assist them.
| |
| − | | |
| − | <div class='note'>'''NOTE:''' When staff impersonates the member, the staff member has the same rights granted to the member. If the member does '''NOT''' have an Info Hub account, the access level granted to staff is the default level of access configured under '''Setup > Users > Login Settings'''.</div>
| |
| − | | |
| − | #On the Individual's '''Profile''' tab, click the [[File:Orange Arrow.jpg]] in the '''Contact Info''' section.
| |
| − | #:[[File:Contact Info for Info Hub Access.jpg|center]]
| |
| − | #The '''Info Hub''' will open.
| |
| | | | |
| | ===Add/Remove a Business/Organization to Lists/Committees=== | | ===Add/Remove a Business/Organization to Lists/Committees=== |
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| | <div class='note'>'''NOTE:''' If you have a very long list of lists/committees, you can filter the list by selecting a '''Category'''. </div> | | <div class='note'>'''NOTE:''' If you have a very long list of lists/committees, you can filter the list by selecting a '''Category'''. </div> |
| | | | |
| − | ===Add/Update a Business/Organization Categories=== | + | ===Update a Business/Organization Categories=== |
| | | | |
| − | #On the Contact '''Profile''' tab, click the [[File:Orange pencil Icon.jpg]] pencil icon adjacent to '''Categories'''. A list of the categories that are configured in your system will be displayed. The categories to which the contact already belongs will be selected. | + | #On the Contact '''Profile''' tab, click the pencil icon adjacent to '''Categories'''. A list of the categories that are configured in your system will be displayed. Those categories to which the contact already belongs will be selected. Deselect the check-box to remove the contact from a category. |
| − | #:[[File:Edit Categories CP.jpg|center]]
| |
| − | #Deselect the check-box to remove the contact from a category.
| |
| − | #:'''OR'''
| |
| | #Click the check-box for those categories to which you wish to associate this contact. | | #Click the check-box for those categories to which you wish to associate this contact. |
| | #Click '''Done'''. | | #Click '''Done'''. |
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| | ===Assign Staff to a Business/Organization=== | | ===Assign Staff to a Business/Organization=== |
| | | | |
| − | #On the Contact '''Profile''' tab, click the [[File:Orange plus icon.jpg]] icon adjacent to '''Assigned Staff'''. | + | #On the Contact '''Profile''' tab, click the '''+''' icon adjacent to '''Assigned Staff'''. |
| − | #:[[File:Assigned Staff CP.jpg|center]]
| |
| | #On the '''Assigned Staff''' screen: | | #On the '''Assigned Staff''' screen: |
| − | #:*Select a '''Related Person''' from the drop-down list. All of your staff members will be displayed in the list. You may add additional related persons by clicking the [[File:Plus icon.jpg]] icon. | + | #:*Select a '''Related Person'''' from the drop-down list. All of your staff members will be displayed in the list. You may add additional related persons by clicking the '''+''' icon. |
| − | #:*Select a '''Relationship Type''' from the drop-down list. You may add additional relationships by clicking the [[File:Plus icon.jpg]] icon. | + | #:*Select a '''Relationship Type''' from the drop-down list. You may add relationship types by clicking the '''+''' icon. |
| | #Click '''Done'''. | | #Click '''Done'''. |
| | | | |
| − | ===Add a Parent Relationship to a Business/Organization=== | + | ===Add Related Organizations to a Business/Organization=== |
| | | | |
| − | If you have organizations that are connected to other organizations, you can configure the system to recognize these relationships. For Example, a Main Bank Branch may be parent to many other branches. A benefit in setting up a Parent/Child relationship is the ability to assign billing for a child organization to the Parent organization.
| + | #On the Contact '''Profile''' tab, click the '''+''' icon adjacent to '''Related Organizations'''. |
| − | | + | #On the '''Related Organization''' screen: |
| − | #On the Contact '''Profile''' tab, click the [[File:orange plus icon.jpg]] icon adjacent to '''Parent Businesses'''. | |
| − | #:[[File:Parent Business1.jpg|frame|center]]
| |
| − | #On the '''Add Related Organization''' screen: | |
| − | #:[[File:Related Organizations CP.jpg|center]]
| |
| | #:*Type in the '''Related Organization''' name. If the related organization exists in the database, the field will automatically populate. If the related organization does not exist in the database, you will first need to set it up as a contact prior to setting up the relationship. | | #:*Type in the '''Related Organization''' name. If the related organization exists in the database, the field will automatically populate. If the related organization does not exist in the database, you will first need to set it up as a contact prior to setting up the relationship. |
| − | #:*Select '''Parent''' from the ''''Relationship Type''' drop-down list, or click the [[File:plus icon.jpg]] icon to add a new relationship type. See '''[[Contact_Management#Contact_Relationship_Types|Contact Relationship Types]]''' for information on setting up relationship types. | + | #:*Select a '''Relationship Type''' from the drop-down list. You may add relationship types by clicking the '''+''' icon. |
| | #Click '''Done'''. | | #Click '''Done'''. |
| | | | |
| − | Once a parent relationship has been created, the system will automatically create a child relationship for the child contact.
| + | ==Update a Contact's Directory Listing== |
| − | | |
| − | <div class='note'>'''NOTE:''' When creating a '''Parent/Child''' relationship, the parent will be available for selection when creating invoices for the child.</div>
| |
| − | | |
| − | ====Contact Relationship Types==== | |
| − | | |
| − | Contact relationships are used through-out the software to identify connections between organizations, individuals or even to your staff. For example, when working to on-board a new member, you may setup a relationship between that member and your on-boarding staff.
| |
| − | | |
| − | The system provides several relationship types, which are displayed for selection when you are working with your contacts.:
| |
| − | | |
| − | *'''Org to Org''': This relationship type is used to relate two organizations. For Example: You may have a main Bank, related to multiple branches. This type of relationship is assigned in '''Related Organizations''' on an organization's '''Profile''' tab.
| |
| − | *'''Person to Person''': This relationship type allows you to relate individuals. For Example: You may wish to assign an existing individual as an ambassador to a new individual contact. This type of relationship is assigned on the '''Related Individuals''' section on the individual contact '''Profile''' tab.
| |
| − | *'''Person to Org''': This type of relationship is used to assign staff members to new organizations or contacts. You may assign this relationship on both the Organization and Individual profiles.
| |
| − | | |
| − | To create new relationship type:
| |
| − | | |
| − | #Select '''Setup''' in the left-hand navigation panel.
| |
| − | #Select '''Contact Relationship Types''' in the '''Miscellaneous''' section.
| |
| − | | |
| − | ==Update a Business/Organization Directory Listing==
| |
| | | | |
| | How a contact is displayed on your web-site can be configured and updated on the'''More Info''' tab of a contacts page. You can maintain internal notes, fill in description of the contact, enter key words, and manage custom fields. | | How a contact is displayed on your web-site can be configured and updated on the'''More Info''' tab of a contacts page. You can maintain internal notes, fill in description of the contact, enter key words, and manage custom fields. |
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| | You can also manage a contacts directory listing and web content of the '''Web Content''' tab of the contacts page. | | You can also manage a contacts directory listing and web content of the '''Web Content''' tab of the contacts page. |
| | | | |
| − | #On the '''Web Content''' tab, click the '''Add Directory Listing''' button. | + | # On the '''Web Content''' tab, click the '''Add Directory Listing''' button. |
| − | #:[[File:Add Directory Listing CP.jpg|center]]
| |
| | #;<div class='note'>'''NOTE:''' If a directory has already been configured for the contact, you may click the pencil icon in the actions column to edit that directory. </div> | | #;<div class='note'>'''NOTE:''' If a directory has already been configured for the contact, you may click the pencil icon in the actions column to edit that directory. </div> |
| − | # On the '''Add/Edit Directory Listing''' screen, configure the following ('''NOTE:''' The options that will be displayed for configuration will be dependent on your directory type listing configuration): | + | # On the '''Add/Edit Directory Listing''' screen, configure the following |
| | + | #;<div class='note'>('''NOTE:''' The options that will be displayed for configuration will be dependent on your directory type listing configuration): </div> |
| | #:*'''Directory''' - Select the desired directory from the drop-down list. This list will be populated with the directories that you have configure in your system. | | #:*'''Directory''' - Select the desired directory from the drop-down list. This list will be populated with the directories that you have configure in your system. |
| | #:*'''List Level''' - Select the desired Directory Listing Type from the drop-down list. The list will be populated with the directory listing types you have configured in your system. | | #:*'''List Level''' - Select the desired Directory Listing Type from the drop-down list. The list will be populated with the directory listing types you have configured in your system. |
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| | #:*'''Images''' - You may add images for this directory. | | #:*'''Images''' - You may add images for this directory. |
| | # Click '''Done'''. | | # Click '''Done'''. |
| − |
| |
| − | ==Add a Project to a Contact==
| |
| − |
| |
| − | Projects may be beneficial when you are managing a prospect, or during the new member on-boarding process. To add a project:
| |
| − |
| |
| − | # Select the desired contact.
| |
| − | #Click the [[File:Orange plus icon.jpg]] in the '''Projects''' section on the contact's '''General''' tab.
| |
| − | #:[[File:CP Projects Section.jpg|center]]
| |
| − | #See '''[[Projects#Create_a_New_Project|Create a New Project]]''' for further instructions on creating the project.
| |
| − |
| |
| − | ==Working with Contact Custom Fields==
| |
| − |
| |
| − | Custom Fields are designed to give ultimate flexibility in managing your data. When adding a custom field, you will create a database field that is available for tracking additional desired information about the contact.
| |
| − |
| |
| − | ===Add a Contact Custom Field===
| |
| − |
| |
| − | # In the Contact's record, click the '''More Info''' tab. Currently created custom fields will be displayed at the bottom of the page. You can close or expand sections by clicking the drop-down arrows on the right hand side of each section. If you have a large number of custom fields, you can enter text into the filter box to locate a particular field.
| |
| − | #:[[File:Contact Custom Fields with updates.jpg|center]]
| |
| − | #Click the '''Manage Custom Fields''' button.
| |
| − | #:[[File:Edit Manage Custom Fields.jpg|center]]
| |
| − | #Click the [[File:Orange plus icon.jpg]] icon.
| |
| − | #:[[File:Add Edit Custom Field 3.jpg|center]]
| |
| − | #Configure the following:
| |
| − | #:*'''Field Area''' - The field area will default to '''Business''' and should not be changed. This indicates that this custom field will be available as a contact field.
| |
| − | #:*'''Name''' - Enter a name for the custom field. This will be used internally by the database.
| |
| − | #:*'''Display Name''' - Enter a display name. This is the field that will be displayed on screens in your system, as well as on forms presented to the public.
| |
| − | #:*'''Custom Field Data Type''' - Select the data type for the custom field.
| |
| − | #:<div class='note'>'''NOTE:''' Selecting '''Drop-down''' will allow you to setup a list of options, and one option may be chosen. Selecting '''Drop-down with fill-in''' will allow the user to fill in an option. '''Multi-choice''' would allow the user to select more than one option.</div>
| |
| − | #:*'''Usage/Behavior''' - (Optional/Advanced Option) Select the expected usage/behavior of this custom field. '''IN DEVELOPMENT'''.
| |
| − | #:*'''Group/Section''' - (Optional) Select the desired group section of this custom field. The group/section indicates where the field will be displayed on the '''More Info''' tab. You can add additional groupings by clicking the [[File:plus icon.jpg|plus icon.jpg]] icon.
| |
| − | #:*'''Characters Allowed''' - This option would limit the number of characters that could be entered in a text box response. If you have selected a text box option (text or multi-text) you '''MUST''' enter in the number of characters allowed, and the value may not be 0.
| |
| − | #:*'''Properties''' - Define the properties for the custom field:
| |
| − | #:**'''Public''' - Select this check-box if you wish this field to be displayed for the public. For example, if you are creating a custom field for a membership application form, you will want to ensure this checkbox is selected.
| |
| − | #:**'''Member Editable''' - (Advanced Option) Select this check-box if you want to allow members to view and edit this field in Info Hub. The Info Hub user must have the appropriate access level to edit the field.
| |
| − | #:**'''Required''' - (Advanced Option) Select this check-box to make this field required.
| |
| − | #:**'''Archived''' - (Advanced Option) If you no longer wish to use this custom field, select this check-box.
| |
| − | # Click '''Done'''.
| |
| − |
| |
| − | ==Manage Contact Communications==
| |
| − |
| |
| − | All communications with a contact are logged on the contact's '''Communications''' tab.
| |
| − |
| |
| − | [[File:Contact Communications.jpg|center]]
| |
| − |
| |
| − | ===Send Email to Contact===
| |
| − |
| |
| − | #On the contact's '''Communications''' tab, click the '''Send Email''' button.
| |
| − |
| |
| − | ===Log Notes/Phone Calls===
| |
| − |
| |
| − | The GrowthZone software may be used as one location to keep track of all interactions with your contacts.
| |
| − |
| |
| − | #On the contact's '''Communications''' tab, click the '''Log Note''' button.
| |
| − | #:[[File:Add Note.jpg|center]]
| |
| − | #Select a '''Category''' from the drop-down. Categorizing your notes will make it easy for you to search and filter your notes. If needed click the [[File:plus icon.jpg]] to add a new category.
| |
| − | #Enter the '''Date''' of the interaction with your contact. Date will default to the current date.
| |
| − | #Select a '''Contact'''. This is the name of the person you interacted with. All individuals associated to the contact will be displayed in the drop-down.
| |
| − | #Enter a '''Subject'''.
| |
| − | #Enter '''Notes/Message'''.
| |
| − | #If this note is relevant to a '''Project''', begin typing the name of the project in the text box. Type ahead functionality will populate a list of your projects from which you cna select the desired project.
| |
| − | #Select a '''Type''' from the drop-down. Types are a way by which you will be able to easily search and filter your notes.
| |
| − | #If you wish to create a follow-up reminder, click the '''Create Follow Up Reminder''' check box.
| |
| − | #:[[File:Create Follow Up Reminder CP.jpg|center]]
| |
| − | #:*Enter the '''Date''' by which the follow-up should occur.
| |
| − | #:*Select the staff member to which you wish to assign this reminder from the '''Assigned To''' drop-down. All active staff members in your database will be displayed. When assigning a reminder to another staff member, they will be able to see their tasks by clicking into the task list in the header bar.
| |
| − | #:*Select a '''Priority''' from the list.
| |
| − | #:*Enter a '''Follow-up Name'''.
| |
| − | #:*Enter a '''Follow-up Description'''.
| |
| − | #(Optional) You may add files to the note by clicking the '''Attach Files''' button.
| |
| − | #Click '''Done'''.
| |
| − |
| |
| − | ==Contact Activity==
| |
| − |
| |
| − | You may view activity related to your contacts on the '''Activity Tab'''. The following categories of activity will be displayed:
| |
| − |
| |
| − | *'''Membership''': New membership added, renewals, drops, reactivations, upgrades, downgrades, adjustments and deleted memberships. Additionally, a purchase activity will be logged when a new membership is purchased.
| |
| − | *'''Events''': Event submissions, event registration deletions, event registrations, event cancellations,
| |
| − | *'''Sales Funnel''': New sales opportunity and closed sales opportunity.
| |
| − |
| |
| − | [[File:Activity Tab.jpg|center]]
| |
| − |
| |
| − |
| |
| | | | |
| | ==Manage an Individual Contact's Billing== | | ==Manage an Individual Contact's Billing== |
| Line 539: |
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| | | | |
| | [[File:Billing Tab.jpg|frame|center]] | | [[File:Billing Tab.jpg|frame|center]] |
| − |
| |
| − |
| |
| − | ==='''<span style="color:#800080">Storing Credit Cards'''</span>===
| |
| − | ----
| |
| − | If your payment gateway is GrowthZone Pay or Authorize.Net, credit cards can easily be stored through the back-office for future use. '''NOTE:''' Members may also store credit cards through the Info Hub (See '''[[Info_Hub#Store_Credit_Cards_in_Info_Hub|Store Credit Cards in Info Hub]]''') or anytime they are paying an invoice on-line they may choose to save their card.
| |
| − |
| |
| − | can easily store your members credit cards for future use.
| |
| − |
| |
| − | #On the contact's '''Billing''' tab, click the [[File:orange plus icon.jpg]] in the '''Stored Payment Profiles''' section.
| |
| − | #:[[File:Store Pay Prof.jpg|center]]
| |
| − | #:The '''Add Payment Profile''' dialog box will open.
| |
| − | #:[[File:Add Payment Profile.jpg|center]]
| |
| − | #Select a payment gateway '''Type''' from the drop down list.
| |
| − | #Select the desired '''Payment Gateway'''.
| |
| − | #:[[File:Card Information.jpg|center]]
| |
| − | #Enter all required '''Card Information'''.
| |
| − | #Click '''Done'''.
| |
| − |
| |
| − | See '''[[Billing#Invoice_Processing_for_Stored_Payment_Profiles|Invoice Processing for Stored Payment Profiles]]''' for further details on how automated payment processing works.
| |
| − |
| |
| − |
| |
| − | {| class="wikitable"
| |
| − | |-
| |
| − | |
| |
| − | [[File:Smallest.png|50px]]
| |
| − | || '''NOTE:''' ACH Bank Account information may also be stored, but the member must enter the information. Staff can not store bank information through the back office. See '''[[Info_Hub#Store_Bank_Account_Profile_in_Info_Hub|Store Bank Account Profile in Info Hub]]''' for further information.
| |
| − | |}
| |
| | | | |
| | ===View an Individual Contact Balance=== | | ===View an Individual Contact Balance=== |
| Line 571: |
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| | The balance for an individual contact will be displayed in the '''Balances''' section of the contact's '''Billing''' tab. This section will also display any credits the contact currently has. | | The balance for an individual contact will be displayed in the '''Balances''' section of the contact's '''Billing''' tab. This section will also display any credits the contact currently has. |
| | | | |
| − | ==='''<span style="color:#800080">View a Contact's Membership Recurring Fee Schedule'''</span>=== | + | ===View an Individual Contact Recurring Fee Schedule=== |
| − | ----
| |
| | | | |
| − | The recurring fee schedule for an individual contact may be viewed in the '''Memberships''' section of the contact's '''Billing''' tab. '''[[Membership_Management#Manage_Member_Recurring_Fee_Schedule|Click Here]]''' for further information on setting up the recurring fees schedule. | + | The recurring fee schedule for an individual contact may be viewed in the '''Billing Fees and Schedule''' section of the contact's '''Billing''' tab. |
| | | | |
| − | [[File:Membership Recurring Fee Schedule1.jpg|800px|center]]
| + | ===View/Delete/Add an Individual Contact Stored Payments=== |
| | | | |
| − | Click the action button to perform tasks such as upgrading, downgrading and adjusting memberships. See '''[[Membership_Management#Manage_Membership_Change|Managing Membership Change]]''' for further details.
| + | Contacts may choose to store payment methods from the Info Hub, or may request that you store a payment from the back-office. Payment methods that have been stored for a contact may be viewed in the '''Stored Payments Profile''' section of the contact's '''Billing''' tab. |
| | | | |
| − | ===='''<span style="color:#800080">Apply Stored Credit Cards/Bank Accounts to Membership Recurring fees'''</span>==== | + | <div class='note'>'''NOTE:''' Credit Card numbers are masked. </div> |
| − | ----
| |
| | | | |
| − | If your member wishes, you can setup your system to automatically charge recurring fee items to a stored credit card or bank account.
| + | [[File:Stored Payment Profiles.jpg|frame|center]] |
| | | | |
| − | #On the contact's '''Billing''' tab, click the '''Actions''' button for the item to which you wish to add a stored profile.
| + | You may delete a stored payment by clicking the hyper-link for the payment in the '''Profile Name''' column. |
| − | #:[[File:Membership Recurring Fee Schedule1.jpg|800px|center]]
| |
| − | #Click '''Billing Settings'''.
| |
| − | #:[[File:Billing Settings.jpg|600px|center]]
| |
| − | #Click the [[File:Cp orange pencil.jpg|25px]] in the actions column.
| |
| − | #:[[File:Edit Scheduled Billing1.jpg|600px|center]]
| |
| − | #Select the desired '''Payment Profile''' from the drop-down list.
| |
| − | #Click '''Done'''.
| |
| | | | |
| − | {| class="wikitable"
| + | '''Add a New Stored Payment (IPP)''' |
| − | |-
| |
| − | |
| |
| − | [[File:One Row.png|25px]]
| |
| − | | style="width: 100%"| '''NOTE:''' If a bank account or credit card is stored, when the invoice is generated for a recurring fee item, the credit card/bank account will be immediately charged.
| |
| − | |}
| |
| | | | |
| − | ==='''<span style="color:#800080">Manage Other Scheduled Billing'''</span>===
| + | #Click the the '''+''' button in the '''Stored Payments Profile''' section of the contact's '''Billing''' tab. |
| − | ----
| + | #:[[File:Payment Profile 2.jpg|frame|center]] |
| − | | + | #'''Type''' - Select '''Integrated Payment Processing'''. |
| − | | + | #'''Payment Gateway''' - Select the appropriate payment gateway from the drop-down list. |
| − | On the contact's '''Billing''' tab, you can manage additional scheduled billing for your contacts. For example, if the contact has a recurring fee for the monthly news magazine, you will be able to create a schedule.
| + | #Enter '''Card Information'''. |
| − | | |
| − | ===='''<span style="color:#800080">View/Edit Other Scheduled Billing'''</span>====
| |
| − | ----
| |
| − | | |
| − | #For the desired contact, click the '''Billing''' tab. Any non-membership related scheduled billing will be displayed in the '''Other Scheduled Billing''' section.
| |
| − | #:[[File:Other Scheduled Billing.jpg|800px|center]]
| |
| − | #Click the hyper-link of the scheduled billing to view and edit details.
| |
| − | #:[[File:Edit recurring other.jpg|600px|center]]
| |
| − | | |
| − | ===='''<span style="color:#800080">Add Other Scheduled Billing'''</span>====
| |
| − | ----
| |
| − | | |
| − | To easily manage billing for non-membership related items (for example: a monthly news magazine subscription), you can setup a recurring schedule for "other" billings.
| |
| − | | |
| − | {| class="wikitable"
| |
| − | |-
| |
| − | |
| |
| − | [[File:One Row.png|25px]]
| |
| − | | style="width: 100%"| '''NOTE:''' Only non-membership recurring items should be setup in this manner. Recurring schedules for membership are managed on the '''Profile''' tab.
| |
| − | |}
| |
| − | | |
| − | #For the desired contact, click the '''Billing''' tab. Any non-membership related scheduled billing will be displayed in the '''Other Scheduled Billing''' section.
| |
| − | #:[[File:Add recurring billing1.jpg|600px|center]] | |
| − | #Click the orange action button. | |
| − | #Click '''Add Recurring Billing'''.
| |
| − | #:[[File:Add Recurring Billing3.jpg|600px|center]]
| |
| − | #Select the '''Billing Contact''' from the drop-down list. This will be the name on the recurring invoice.
| |
| − | #Select the '''Billing Address''' from the drop-down list. This will be the billing address included on the invoice (if applicable). | |
| − | #Select the '''Billing Email''' from the drop-down list. This will be the email used when sending the invoice out via email (if applicable).
| |
| − | #Configure '''Item''' options: | |
| − | #*Select the goods/service from the '''Item''' list.
| |
| − | #*Update the '''Description''' of the item, if needed. The description displayed by default is the description entered when the fee item was initially setup.
| |
| − | #*Enter the '''Qty'''.
| |
| − | #*Update the '''Price''' of the item, if needed. The price displayed by default is the price entered when the fee item was initially setup.
| |
| − | #Configure the '''Date Settings''':
| |
| − | #*'''Frequency''': select the frequency at which the item should be billed.
| |
| − | #*'''Start Date''': Enter the first bill date for this schedule. This will default to the current date, but may be changed.
| |
| − | #*'''End Date''': Enter the date this schedule will end.
| |
| − | #*'''Next Bill Date''': Enter the next bill date.
| |
| − | #Configure any applicable '''Discounts'''.
| |
| − | #Configure '''Invoice Settings''': The invoice settings allow you to configure how the contact wishes to receive future invoices. You may select '''Print Invoice''' and/or '''Email Invoice'''. When invoices are pending delivery, the selection made here will be displayed.
| |
| − | #*'''Term''': Select the desired term for the invoice. The selection you have made in your finance settings will be displayed by default.
| |
| − | #*'''Payment Profile''': Optional - if the contact has a stored payment profile, and has authorized you to charge this recurring billing, select the payment profile from the drop-down list.
| |
| | #Click '''Done'''. | | #Click '''Done'''. |
| | | | |
| − | ==='''<span style="color:#800080">Manage an Individual Contact's Invoices/Payments'''</span>=== | + | ===Manage an Individual Contact's Invoices/Payments=== |
| − | ----
| |
| | | | |
| | Transaction History for an individual contact may be viewed and managed in the '''Billing History''' section of the contacts '''Billing''' tab. From this tab, you will be able to accept cash/check/credit card payments, create write-offs, download or email invoices. | | Transaction History for an individual contact may be viewed and managed in the '''Billing History''' section of the contacts '''Billing''' tab. From this tab, you will be able to accept cash/check/credit card payments, create write-offs, download or email invoices. |
| Line 658: |
Line 173: |
| | [[File:Billing History.jpg|frame|center]] | | [[File:Billing History.jpg|frame|center]] |
| | | | |
| − | ====Create an Invoice==== | + | ====Accept Payments==== |
| | | | |
| − | #On the Organization's '''Billing''' tab, click the '''Actions''' button.
| + | '''Accept a Check Payment''' |
| − | #:[[File:Add Invoice 3.jpg|center]]
| |
| − | #Click '''Add Invoice'''.
| |
| − | #:[[File:Add Invoice 2.jpg|center]]
| |
| − | #Configure the following as required:
| |
| − | #*'''Invoice Number''': The system will automatically assign an invoice number. If you wish to use your own sequence of invoice numbers, click the '''Auto-assigned''' link and assign the number.
| |
| − | #*'''Invoice Date''': The current date will default. You may change this date if needed.
| |
| − | #*'''Term''': Terms for the invoice will default to those you have configured in your '''[[Billing#Configure_Finance_Defaults_.26_Logo_for_Invoices_.26_Statements|General Finance Settings]]'''. You may select different terms or (when '''Select a Term''' is visible in the drop-down) click the [[File:Plus icon.jpg]] to add a new term.
| |
| − | #*'''Due Date''': The due date for the invoice is driven from the terms you have selected. For Example: If you have selected '''Due on Receipt''' the due date would be the current date. If you wish a specific due date, enter the date or click the calendar to select a date.
| |
| − | #*'''PO #''': This is an optional field which may be entered when the invoice is created, or afterwards.
| |
| − | #*'''Purchase Date''': Optional, default to the current date. If you wish a specific purchase date, enter the date or click the calendar to select a date.
| |
| − | #*'''Payment Gateway''': This option is only displayed if you have checked the '''Advanced Options''' check-box. Select the payment gateway to be used to process credit card payments for this invoice. If Advanced Options are not enabled, the system will use the default template you selected in '''[[Billing#Configure_Finance_Defaults_.26_Logo_for_Invoices_.26_Statements|General Finance Settings]]'''.
| |
| − | #*'''Customer''': The customer field will be populated with the name of the organization or individual you are working with.
| |
| − | #*'''Contact''': Select the contact to whom this invoice should be delivered from the drop-down. All related contacts of the organization will be available for selection.
| |
| − | #*'''Address''': Select the address to be used to deliver this invoice. If no addresses are available, or you wish to add a new address, click the [[File:Plus icon.jpg]] to add a new address.
| |
| − | #*'''Email''': Select the email address to be used to deliver this invoice. If no email address is available, or you wish to add a new email address, click the [[File:Plus icon.jpg]] to add a new email address.
| |
| − | #*'''Message''': (Optional) Enter a message to be displayed on the invoice.
| |
| − | #*'''Internal Memo''': (Optional) Enter any notes you wish to view internally in regards to this invoice.
| |
| − | #*'''Invoice Template''': The invoice template settings is only displayed if you have enabled '''Advanced Options'''. You may select a new invoice template if desired. If you do not enable the Advanced options, the system will use the template you have set as default in the '''[[Billing#Configure_Finance_Defaults_.26_Logo_for_Invoices_.26_Statements|General Finance Settings]]'''.
| |
| − | #*'''Mark to Print''': Select this option if the invoice is to be printed and mailed for delivery.
| |
| − | #*'''Mark to Email''': Select this option if the invoice is to be emailed for delivery.
| |
| − | #*'''Balance''': The balance will be populated once you have selected the items to be included on this invoice.
| |
| − | #*'''Item''': Select the goods/service to be billed for on this invoice. All goods/services you created under '''[[Billing#Set_Up_Goods.2FServices|Setup > Goods/Services]]''' will be available in the list.
| |
| − | #*'''Description''': The description of the goods/service is automatically populated with the description entered when the goods/service was configured. You may over-ride if needed.
| |
| − | #*'''Qty''': Enter the quantity of the item purchased.
| |
| − | #*'''Price''': The price will default to the price entered when the goods/service was configured. You may over-ride the price if needed.
| |
| − | #*'''Tax''': If the good/service you have selected is taxable, the system will automatically calculate the appropriate tax. '''NOTE''': The tax calculation occurs after the invoice has been saved, and is not displayed while you are creating the invoice.
| |
| − | #*'''Shipping''' N/A
| |
| − | #*'''Disc''': To add a discount to this invoice, click the '''Disc''' link. '''NOTE:''' Discounts may only be added to an invoice when the invoice is first created.
| |
| − | #:[[File:Edit Sales Discount.jpg|center]]
| |
| − | #:::Select the '''Discount''' you wish to apply. If you have no discounts created, or wish to add a new discount, click the [[File:Plus icon.jpg]] to add a new discount.
| |
| − | #:::Enter a '''Description'''. The description will default to the description entered when the discount was first created, but you may over-ride it.
| |
| − | #:::Enter an '''Expiration Date''' for this discount. If this is a recurring goods/service, the discount will only be applied through the expiration date.
| |
| − | #:::Enter a '''Discount Amount'''. This is the dollar value that will be deducted from the item prices. This field will be automatically populated by the discount amount associated to the discount you have selected, but you may over-ride it.
| |
| − | #:::'''OR'''
| |
| − | #:::Enter a '''Discount Percent'''. This is the percentage by which you will reduce the goods/service price. This field will be automatically populated by the discount percent associated to the discount you have selected, but you may over-ride it.
| |
| − | #:::Click '''Done'''
| |
| − | #Click '''Done'''.
| |
| | | | |
| − | ====Accepting Payments====
| + | #Click the drop-down arrow on the '''Actions''' button for the invoice you want to pay. Click '''Enter Check'''. |
| − | | + | #:[[File:Enter Check Payment - ind.jpg|frame|center]] |
| − | '''Accepting Check Payments'''
| |
| − | | |
| − | #On the Organization's '''Billing''' tab, click the drop-down arrow on the '''Actions''' button for the invoice you want to pay. iscount | |
| − | #Click '''Enter Check Payment'''.
| |
| − | #:[[File:Enter Check Payment New.jpg|center]] | |
| | #Enter the following: | | #Enter the following: |
| | #:*'''Payment From''' - This will automatically be populated with the name associated to the invoice. | | #:*'''Payment From''' - This will automatically be populated with the name associated to the invoice. |
| Line 711: |
Line 184: |
| | #:*'''Check Number''' - Enter the check number as a reference number. | | #:*'''Check Number''' - Enter the check number as a reference number. |
| | #:*'''Amount''' - Enter the amount of the check. | | #:*'''Amount''' - Enter the amount of the check. |
| − | #:*If multiple invoices are displayed, select the invoice(s) to which you wish to apply this payment. | + | #:*If multiple invoices are displayed, select the invoice to which this payment is to be applied. |
| − | #::'''NOTE:''' If the organization wishes to pay for related contacts invoices, click '''Advanced Options'''. The '''Display Related Contacts Invoices''' setting will be displayed. Enable this check-box to include invoices from related contacts in the list.
| |
| | #Click '''Done'''. | | #Click '''Done'''. |
| | | | |
| Line 727: |
Line 199: |
| | #:*Amount - enter the amount to process in this transaction. The amount due on the invoice will be displayed by default, but you may change this. | | #:*Amount - enter the amount to process in this transaction. The amount due on the invoice will be displayed by default, but you may change this. |
| | #:*If multiple invoices are displayed, select the invoice to which this payment is to be applied. | | #:*If multiple invoices are displayed, select the invoice to which this payment is to be applied. |
| − | #::'''NOTE:''' If the organization wishes to pay for related contacts invoices, click '''Advanced Options'''. The '''Display Related Contacts Invoices''' setting will be displayed. Enable this check-box to include invoices from related contacts in the list.
| |
| | #Click Done to process the credit card payment. | | #Click Done to process the credit card payment. |
| | + | |
| | + | '''Accept Cash Payment''' |
| | + | |
| | + | On an individual contact's Billing tab |
| | + | |
| | + | #Click the drop-down arrow on the '''Actions''' button for the invoice you want to pay. |
| | + | #Click '''Enter Cash'''. |
| | + | #Enter the following: |
| | + | #:*'''Payment From''' - This will automatically be populated with the name associated to the invoice. |
| | + | #:*'''Payment Date''' - The date will default to the current date, and may be changed. |
| | + | #:*'''Amount''' - Enter the amount of the check. |
| | + | #:*If multiple invoices are displayed, select the invoice to which this payment is to be applied. |
| | + | #Click '''Done'''. |
| | | | |
| | ====Create A Write-off==== | | ====Create A Write-off==== |
| Line 743: |
Line 227: |
| | #Click '''Done''' to complete the write-off. | | #Click '''Done''' to complete the write-off. |
| | | | |
| − | ===='''<span style="color:#800080">Create a Refund'''</span>==== | + | ====Create a Refund==== |
| − | ----
| |
| − | #On the Contact's '''Billing''' tab, click the down arrow in the '''Actions''' column for the payment that you wish to refund.
| |
| − | #:[[File:Billing History 2.jpg|center]]
| |
| − | #Click '''Create Refund'''.
| |
| − | #:[[File:Create a Refund.jpg|center]]
| |
| − | #Enter '''Notes'''.
| |
| − | #The amount of the payment is automatically displayed as the '''Refund Amount'''. If you wish to give a partial refund, you may over-write the '''Refund Amount'''. '''NOTE:''' If the payment has already been refunded, the '''Refund Amount''' will display 0.
| |
| − | #Click '''Done'''.
| |
| − | | |
| − | <div class='note'>'''NOTE:''' You may also create refunds within the '''Billing''' module. '''[[Billing#Refund_a_Payment|Click Here]]''' for more information.</div>
| |
| − | | |
| − | ===='''<span style="color:#800080">Print an Individual Statement'''</span>====
| |
| − | ----
| |
| − | | |
| − | You can print a statement for an individual member from the member's '''Billing''' tab.
| |
| − | | |
| − | #Click the '''Actions''' button.
| |
| − | #:[[File:CP Print Statement.jpg|400px|center]]
| |
| − | | |
| − | ==Update Member Directory Information (More Info)==
| |
| − | | |
| − | On the Member '''More Info''' tab, you can update the information that will be displayed in the directory on your web-site.
| |
| − | [[File:More Info.jpg|center|frame]]
| |
| − | | |
| − | <div class='note'>'''NOTE:''' The information displayed for this member will be driven by the '''Directory Listing Type''' included in their membership. You can view the directory listing type on the '''Web Content''' tab.</div>
| |
| − | | |
| − | The following information can be viewed and/or updated on the '''More Info''' tab:
| |
| − | | |
| − | *'''Notes''' for internal use.
| |
| − | *'''Directory Info'''
| |
| − | **'''Short Description''' - The short description will be displayed on the search page in your directory.
| |
| − | **'''Description''' - This is a longer description displayed for the members individual page in your directory.
| |
| − | **'''Key Words''' - Key words are used to search your directory.
| |
| − | **'''Highlights (for Directory)''' - Additional description of the member displayed on the members individual page in your directory.
| |
| − | **'''Established Date''' - You may include the date a business was established in your directory.
| |
| − | *'''Custom Fields''' - Custom Fields that you have previously associated to your businesses will automatically be displayed. Click the '''Manage Custom Fields''' button to add or remove additional custom fields.
| |
| − | [[File:Manage Fields.jpg|frame|center]]
| |
| − | | |
| − | | |
| − | '''[[Getting_Started#Custom_Fields|Click Here]]''' for further information on creating custom fields.
| |
| − | | |
| − | =='''<span style="color:#800080">Contact Management Reports'''</span>==
| |
| − | ----
| |
| − | | |
| − | ==='''<span style="color:#800080">Contacts Report'''</span>=== | |
| − | ----
| |
| − | | |
| − | The '''Contacts Report''' provides you the flexibility to generate a list of your contacts based on a variety of different criteria, as well as custom filters. For example, if you wish to generate a list of all of you prospective members, you can filter the report based on '''Membership Status'''.
| |
| − | | |
| − | The following standard filtering criteria are available:
| |
| − | | |
| − | *Membership Status
| |
| − | *Membership Type
| |
| − | *Membership Category
| |
| − | *Contact Type
| |
| − | *Assigned To
| |
| − | *List/Committee
| |
| − | *Tags
| |
| − | *Last Communication Date
| |
| − | *Directory
| |
| − | | |
| − | You may choose to display only '''Primary Reps''' or '''Active Reps''' in your results.
| |
| − | | |
| − | #Click '''Reports''' in the Navigation Panel
| |
| − | #Select '''Contacts Report'''.
| |
| − | #Select your search filtering criteria.
| |
| − | #Click '''Run Report'''.
| |
| − | | |
| − | [[File:Contacts Report 2.jpg|center]]
| |
| − | | |
| − | See '''[[Reports#Common_Report_Functions|Common Report Functions]]''' for performing the following:
| |
| − | | |
| − | *'''Export as PDF'''
| |
| − | *'''Export as Excel'''.
| |
| − | *'''Export Summary as PDF'''
| |
| − | *'''Export Summary as Excel'''
| |
| − | *'''Email Report'''
| |
| − | *'''Add to List'''
| |
| − | *'''Save as New Report'''
| |
| − | *'''Add as Favorite Report'''
| |
| − | | |
| − | {| class="wikitable"
| |
| − | |-
| |
| − | |
| |
| − | [[File:Smallest.png|25px]]
| |
| − | | style="width: 100%"| '''Did You Know'''... You can make the '''Contacts Report''' available to your members in the Info Hub. Fields that would not be displayed in the Info Hub report are: Balance, Credit Balance, Last Communicated with, Last Communication Date. '''[[Info_Hub#Customize_Info_Hub_Display|Click Here]]''' for instruction on displaying the Contacts Report in the Info Hub..
| |
| − | |}
| |
| − | | |
| − | ==='''<span style="color:#800080">User Account Report'''</span>===
| |
| − | ----
| |
| − | | |
| − | The '''User Account Report''' can be used by staff to find information such as:
| |
| − | | |
| − | *Which members don't have an account setup yet
| |
| − | *Which members have logged in recently to the Info Hub, and what their usernames are
| |
| − | *What access levels do members at a specific organization (with many employees) have
| |
| − | *Which members have recently created accounts (e.g. within the last week)
| |
| − | | |
| − | {| class="wikitable"
| |
| − | |-
| |
| − | |
| |
| − | [[File:Smallest.png|25px]]
| |
| − | | style="width: 100%"| '''Did you know'''... You can easily create a group from this report to send the '''Invite Members to Login and Access Benefits''' email. See '''[[Reports#Add_Report_Contacts_to_a_List.2FCommittee|Add Report Contacts to Lists/Committee]]''' for instruction on creating a list/committee from your report..
| |
| − | |}
| |
| − | | |
| − | | |
| − | You can filter the User Account Report by:
| |
| − | | |
| − | *'''Access Level Type''': This option will allow you to select between your staff users, and your Info Hub users.
| |
| − | *'''Access Level''': This option will allow you to see users with specific access level(s). For Example: If you wish to see all the users that have Full Control in the Info Hub.
| |
| − | *'''Account Created Within''': This option will allow you to set a specific date range within which accounts were created.
| |
| − | *'''Has Account''': Deselecting this option will allow you to view just those users who do not have accounts created.
| |
| − | | |
| − | To generate the report:
| |
| − | | |
| − | #Click '''Reports''' in the Navigation Panel
| |
| − | #Select '''User Account Report'''.
| |
| − | #:[[File:User Account Report.jpg|center]]
| |
| − | #Select your search filtering criteria.
| |
| − | #Click '''Run Report'''.
| |
| − | | |
| − | [[File:User Account Report Results.jpg|center]]
| |
| − | | |
| − | See '''[[Reports#Common_Report_Functions|Common Report Functions]]''' for performing the following:
| |
| − | | |
| − | *Export as PDF
| |
| − | *Export as Excel
| |
| − | *Export Summary as PDF
| |
| − | *Export Summary as Excel
| |
| − | *Email Report
| |
| − | *Add to List
| |
| − | *Save as New Report
| |
| − | *Add as Favorite Report
| |
