CRM Getting Started Guide for System Administrators (Version 2+)

CRM Getting Started Guide for System Administrators (Version 2+)

1. Turn Off Content Blocking and Pop Up Blockers in Your Browser Settings

   We use Intercom to provide real-time, in-system notifications about updates to the system, important announcements, service outages, and more (these will pop up in the lower right corner of the screen and/or can be viewed by clicking on the dialog icon in the upper right hand corner of the screen).

   

   To make sure you can get these important in-system notifications, please be sure to turn off content blocking in your web browser (google "disable content blocking" and your browser (safari, firefox, chrome, internet explorer or check this tutorial). Please Note: even with content blocking turned off, in-system notifications will not appear when you are using a private browsing window, so be sure to view the CRM in a non-private browsing window.

   To make sure you can see pop up boxes, including dialog boxes when running reports, exporting reports/data to Excel, and exporting communications to Word or PDF, be sure to turn off pop up blockers in your web browser.

2. Watch Initial Training Video

   Get to know CRM and all it has to offer with this overview of system navigation and working with contact records.

3. Add Your Logo

   Upload your organization's logo in the Organization Information section of "My Account" (drop down next to your log in name in the upper right-hand corner of your screen) to have it used throughout the CRM's templates.  Take me there

4. Turn Off Unwanted Modules

   Turn off any modules (donations, memberships, and/or events) that will not be used by your organization to hide those features from the user interface (to avoid "clutter" and user confusion). Take me there

5. Configure Contact Information Fields

   Configure contact fields such as prefix, genders, housing status, contact types, contact tags, and newsletter lists/categories.  

6. Configure Default Salutations

   Configure the default formal and informal salutation for contact records. Take me there

7. Set Duplicate Prevention

   Configure your duplicate prevention settings to ensure duplicate records are not created in your system. Take me there

8. Set Hygiene Rules

   Hygiene rules provide an additional layer of quality control when entering a date. Take me there

9. Configure Payment Gateway

   If you wish to accept credit card payments through your CRM, you must first link your CRM account to a LumaPay (powered by Stripe account). Take me there

10. Set User Roles and Permissions & Add Users

    Your CRM subscription allows for an unlimited number of user roles and users. Be sure to configure a new user/user name/log-in for everyone using your system (including volunteers and interns), rather than allowing users to share log-ins (sharing log-ins creates security issues and also makes it impossible to know which specific person is responsible for any given data entry or changes in the system). Take me there

11. Configure Email Notifications

    Email notifications are confirmation or reminder communications that are automatically sent to contacts, including reminders of automatic pledge payments and membership renewal reminders. You can turn these emails on and off and configure the email text, sender name, and sender email address by selecting the relevant Notifications in each section of the main menu.

    

12. Custom Your System By Adding Custom Data Sets

    Learn how to expand and customize your system by creating custom data sets to create additional fields for capturing data.

13. Institute Internal Quality Controls To Keep Your Data Clean

    Watch our webinar recording for tips and tricks you can use to ensure accurate, consistent, and clean data throughout the CRM.

Getting Started with Fundraising

1. Configure Funds

   Funds are “type of money” being raised and/or restrictions on the donations (such as “general fund” for unrestricted operating funds, “Sponsorships” for event sponsorships, “Scholarships” for money given out to constituents as scholarships, etc.) according to your resource development/fundraising hat. A Fund is a required field and you must have at least one fund. Funds ONLY relate to donations. Take me there

2. Configure Chart of Accounts

   The Chart of Accounts is the list of your accounting or general ledger codes/how money is classified according to your account/CFO hat. These codes can be linked to financial transactions, such as donations, in your system. Take me there

3. Mapping Chart of Accounts to Funds in CRM - READ THIS TUTORIAL BEFORE CONFIGURING CHART OF ACCOUNTS OR FUNDS.

4. Configure Default Donation Acknowledgement Settings

   Before recording any donations in your system, you must first configure a few default settings, including creating a default donation acknowledgment letter template. Take me there