CRM iPhone App Contents:
Add or Edit Contact Information
Edit Interaction/Task & Add Notes
Overview of CRM App
- This tutorial is a basic overview of the CRM iPhone app. The CRM app is only available for iPhone users and can be downloaded in the App Store.
- The CRM App can be used to view and update contact information, add interactions and tasks, and check in attendees to events.
- Once the app is downloaded, tap the icon on your screen and entire the user name and password you use to login to the CRM. Depending on your internet speed and the size of your database, it may take several minutes to load the content.
- Once your data is loaded, you'll be taken to the home screen. On the home screen, you'll see a list of all individual contacts.
- To view all organization contacts, tap "ORG."
- To view all individual donors, tap "IND" above "DONORS."
- To view all organization donors, tap "ORG" above "DONORS."
- To send an email to a contact, tap their email address as it appears on the home screen (see Search for Contacts). A new message to this contact will be created with the CRM in BCC to ensure the email will appear in Engagement History/Timeline.
- If you click Cancel from this screen, you can save or delete the draft and it will save to the Mail app of your iPhone.
- Similarly, you can tap the phone number on the contact record to initiate a call through your iPhone.
- After ending the phone call, you will be prompted to add a call note (optional). The call note will appear on the contact record in the Comments widget.
- To add an image to the contact record, tap the silhouette (or uploaded image) next to the contact name and select from the option menu.
- To view the main menu, tap the three bars on the top right corner of your screen.
- From there, you can navigate to interactions, the event check in screen, back to contacts, or log out from the app.
- To learn more about the CRM App, please select from the topics listed below or scroll down.
Contacts
Add or Edit Contact Information
Contacts Overview
- When selecting a contact record, you'll see the Engagement History/Timeline: a roll-up of all engagements with this contact including communications, donations, event history, etc.
- The top of the screen shows First Give, Latest Gift, and Lifetime Gift from Giving History. Tap Financial Summary to view the contact's Total Amount, Total Credit, and Total Paid. Please note that this information is updated overnight, so any financial transactions or donations recorded today will not be reflected on these summaries. Financial Summary and Giving Summary will appear at the top of the screen in all tabs on the contact record.
- For individuals, the other three icons on the bottom of the screen represent Contact Information, Work Information, and Relationships.
- For organizations, the other two icons at the bottom of the screen represent Basic Contact Information and Employee Information.
- To continue to learn more about contacts, select from the topics below or scroll down.
Add or Edit Contact Information
Add Contact
- From the home screen, click the plus sign at the bottom right corner of the screen.
- Select the type of contact you want to create: Individual or Organization.
- From the Add Contact screen, add contact name, phone number, and mailing address. As with any CRM contact, first name and last name is always required for individual contacts.
- Organization name is required for all organization contacts.
- When done, tap Save.
Search for Contacts
- To search for existing contacts, tap the Search Contacts field from the home screen.
- Using your iPhone keyboard, enter the name of the contact. You may also use dictation to search the contact name by tapping the microphone icon at the bottom right corner.
- The contact should appear on the screen as you are typing the name.
- As mentioned in the overview above, contacts can be emailed or called from this screen.
Add or Edit Contact Information
Basic Contact Information
- First, select a contact (see Search for Contacts) and tap the Contact Information icon.
- Individual contacts: To add or edit Contact Source, Prefix, First Name, Last Name, Suffix, Gender, or Date of Birth, tap the pencil icon next to Profile.
- Organization contacts: To add or edit Contact Source, Organization Name, Number of Employees, or Year Founded, tap the pencil icon next to Profile.
- Tap Save after the requisite changes have been made, or click Close to exit out of the Edit Contact popup.
Phone Number
- First, select a contact (see Search for Contacts) and tap the Contact Information icon.
- To add Phone Number, click the plus sign next to Phone. Select Country from the dropdown if applicable (defaults to USA), add Extension if applicable, and enter the phone number in the Phone Number field.
- If this is a primary phone number, tap the toggle button next to Primary Phone. Note: Only one primary phone number can be selected per contact.
- Phone Type can be selected by tapping the toggle button next to any one of the types below. These fields are configured in CRM, and this is not a required field.
- Tap Save after the requisite changes have been made, or click Close to exit out of the Add Phone popup.
- To edit a phone number, tap the phone number from the Contact Information screen. After making the necessary changes, tap Save or click Close to exit the Edit Phone pop-up.
- First, select a contact (see Search for Contacts) and tap the Contact Information icon.
- To add Email, click the plus sign next to Email. Type the email in the Email field.
- If this is a primary email, tap the toggle button next to Primary Email. Note: Only one primary email can be selected per contact.
- Email type can be selected by tapping the toggle button next to any one of the types below. These fields are configured in CRM, and this is not a required field.
- Tap Save after the requisite changes have been made, or click Close to exit out of the Add Email popup.
- To edit an email, tap the email from the Contact Information screen. After making the necessary changes, tap Save or click Close to exit the Edit Email pop-up.
Address
- First, select a contact (see Search for Contacts) and tap the Contact Information icon.
- To add Address, click the plus sign next to Address. Select the Address Type from the menu: Mailing Address, Billing Address, or Other Address. Only one mailing or billing address can be selected per contact. If a mailing and/or billing address already exists, this will not appear as an option when adding a new address.
- Enter the address in the fields in the Add Address pop-up.
- Tap Save after filling out the necessary information, or click Close to exit out of the Add Address popup.
- To edit an address, tap the address from the Contact Information screen. After making the necessary changes, tap Save or click Close to exit the Edit Address pop-up.
- To delete an address, swipe to the left on the address and tap the red Delete button.
Add or Edit Work Information (Individual contacts only)
- First, select a contact (see Search for Contacts) and tap the Work Information icon.
- To add new work information, tap the plus sign on the bottom right corner of the screen.
- Select an existing organization contact. Start to type the organization name in the Organization Name Field and select the organization from the dropdown as it appears.
- To create a new organization contact, type the name in the Organization Name field and toggle the Add as Organization button. To add work info without creating a new organization record, enter the organization name in the Organization Name field but leave the Add as Organization button untoggled.
- Fill out Job Title and Contact For, if applicable.
- If adding past work information, untoggle the Current Organization button.
- After making the necessary changes, tap Save or click Close to exit the Add Work Information pop-up.
- To edit work information, tap the organization on the Work Information tab.
- Make any necessary changes, and tap Save or click Close to exit the Edit Work Information pop-up.
Add or Edit Relationships (Individual contacts only)
- First, select a contact (see Search for Contacts) and tap the Relationships icon. Note: contact must already be created to add a relationship.
- To add a new relationship, tap the plus sign on the bottom right corner of the screen.
- Select the Relationship Type and type the contact name in the Choose Contact field.
- If the contacts do not share a household, unselect the Same Household toggle.
- Tap Save or click Close to exit the Add Relationship pop-up.
- To edit a relationship, tap the contact from the Relationships tab. Make any changes, and tap Save or click Close to exit the Edit Relationship pop-up.
Add or Edit Employees (Organization contacts only)
- First, select an organization contact (see Search for Contacts) and tap the Work Information icon. Note: contact must already be created to add them as an employee.
- To add a new employee, tap the plus sign on the bottom right corner of the screen.
- Choose the contact by typing the name in the Contact Name field and selecting the contact from the dropdown. If applicable, fill out the Job Title and Contact For fields.
- If entering a former employee, unselect the Current Organization toggle.
- If entering the primary contact, select the Primary toggle.
- Tap Save or click Close to exit the Add Employee pop-up.
- To edit an existing employee, tap the contact from the Employee Information tab.
- Make any changes, and tap Save or click Close to exit the Edit Employee pop-up.
Interactions
Edit Interaction/Task & Add Notes
Interactions Overview
- Tap the three bars on the top right corner of the screen and select from Open, In Progress, or On Hold Interactions.
- Select between Interactions or Tasks on the top of the screen.
- To search for an existing interaction or task, scroll down until the Search Interactions - Tasks field appears.
- To view details in an existing interaction or task, tap the interaction or task.
Add New Interaction/Task
- To add a new interaction or task, tap the plus sign on the bottom right corner of the screen.
- If entering a Task, select the Task button on the top of the screen.
- For interactions, enter the title, select the CRM user from the User Name dropdown, and select the Date & Time, Interaction Type, and Interaction Status.
- For tasks, enter the title, select the CRM user from the User Name dropdown, and select the Date & Time and Status.
- Tap Save to save the interaction/task or Close to exit out of the Add Interaction pop-up.
Edit Interaction/Task & Add Notes
- Tap the interaction or task.
- To change the status, tap the three dots on the top right corner and select between In Progress, On Hold, or Completed.
- To add a note, tap the plus sign on the bottom right corner.
- Enter the note in the the Add Note popup and select Add to save or Cancel to exit out.
Event Check-In
- From the main menu, select Event Check In.
- If you don't see any events listed, scroll down until you see the spinning wheel to refresh the page.
- You should see a list of all registrants from the selected event.
- Tap the name of the event to switch to a different event.
- Below, you'll find the total number of tickets sold as well as the number of attendees who are checked in.
- Attendees who have already been checked in are indicated with a green checkmark.
- To search for a specific registrant, tap Search for registrant and type in the registrant name.
- To check in an attendee, tap the attendee name. From the Registrant Details pop-up, you may adjust the number of attendees (applicable only if multiple tickets or group tickets were purchased).
- To check-in all attendees under the registration, tap the Check In button at the bottom of the popup.
- Tocheck-in only some of the attendees under the registration, tap Check In/Out Attendees.
- From the Attendees pop-up, select Check In next to the applicable attendees.
- Select Done to Save or Cancel to exit without saving.
- To check out an attendee, tap the name of the checked in attendee.
- Tap the Check Out button to check out all attendees under the registration.
- To check out select attendees from a group ticket or registration with multiple tickets, tap Check In/Out Attendees.
- From the Attendees pop-up, select Check Out next to the applicable attendees.
- Select Done to Save or Cancel to exit without saving.
- To scan a barcode on a ticket, tap the barcode scanner icon on the top right corner. Angle the camera viewfinder over the barcode until the app registers the barcode. Follow the process to check in the attendees.
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