Contacts

The “Add a Contact Rule” and “Add an Organization Rule” features in the Contact module of Retention CRM help Associations, Chambers of Commerce and Non-profit organizations in effective contact management by maintaining a clean and accurate database of contacts, members, and other stakeholders, enhancing their data management and communication efforts.

General Functionality of “Add a Contact Rule” / “Add an Organization Rule” Features

This feature allows you to set up automated rules to identify potential duplicate contacts or organizations within Retention CRM. These rules work by assigning weights to specific criteria (e.g., email address, phone number, partial name match) based on their importance in determining a duplicate. Contacts or organizations that meet a predefined weight threshold are flagged for further examination, helping you maintain clean and accurate data.

Options Explained

• Rule Name: Enter a clear and descriptive name for the rule that reflects its purpose (e.g., “Strict Name Match”, “Email + Partial Address Match”).
• Usage:
  • General: This is the default setting for most use cases. It allows you to create rules that apply broadly to contact or organization data.
  • Reserved (Advanced): Caution: This setting should be used with discretion. Once marked as “Reserved,” a rule cannot be deleted, and its fields and weights become locked, preventing future modifications. It’s intended for system-critical rules defined by Retention CRM developers.
• Fields: These represent the specific criteria used to evaluate potential duplicates. Common fields include:
  • First Name
  • Last Name
  • Email Address
  • Phone Number
  • Address (Street, City, State, Zip)
  • Custom Fields (if applicable)
• Length: This indicates the maximum number of characters allowed for a specific field in the matching process.
• Weight: Assign a numerical value (e.g., 1-10) to each field, reflecting its significance in duplicate detection. Higher weights indicate a stronger indicator of a duplicate.
  • For example, a full name match might receive a weight of 8, while a partial address match might get a weight of 3.
• Weight Threshold to Consider Contacts ‘Matching’: Set the minimum total weight required for a contact or organization to be flagged as a potential duplicate. This threshold acts as a filter, ensuring only entries exceeding the defined level of similarity are identified.

Using “Add a Contact Rule” / “Add an Organization Rule” Features in Association Management

Here’s how a nursing association can leverage this feature:

• Rule Name: “Strict Nurse Match”
• Usage: General
• Fields:
  • First Name (Weight: 5)
  • Last Name (Weight: 5)
  • License Number (Custom Field, Weight: 8) (assuming nurses have unique license numbers)
  • Email Address (Weight: 3) (optional, as email addresses can change)
• Length: (Adjust based on your data, e.g., 50 characters for Name fields, 20 for License Number)
• Weight Threshold: 16 (Sum of assigned weights: 5 + 5 + 8 + (optional: 3) = 16 or 19)

This rule prioritizes exact matches in First Name, Last Name, and License Number, giving them higher weights. The email address is included for additional validation but carries less weight. A contact exceeding the threshold of 16 (or 19) would be flagged for review.

Additional Considerations for Associations, Chambers and Nonprofits

• You can create multiple rules with varying criteria to cater to different scenarios (e.g., a less strict rule focusing on name and email for initial checks).
• Regularly review flagged contacts/organizations to determine actual duplicates and take appropriate actions (merge, deactivate, etc.).
• Refine your rules over time based on real-world data and your organization’s specific needs.

The ‘Find and Merge Duplicate Contacts’ feature in the contacts module of Retention CRM helps Associations, Chambers and Nonprofit Organizations identify and merge duplicate contact records within your CRM system. This helps in effective contact management by maintaining clean and accurate data, especially for organizations that rely on maintaining good member information.

General Functionality of the ‘Find and Merge Duplicate Contacts’ Feature

1. Manage Duplicate Detection Rules: Retention CRM allows you to define rules that determine how similar two contacts need to be to be considered duplicates. These rules can be based on various fields like name, address, email, or a combination.
2. Scan for Duplicates: Based on the chosen rule, Retention CRM scans your entire contact database or a specific group for potential duplicates.
3. Merge Duplicate Data: Once identified, you can review the details of each potential duplicate pair. You can choose which contact record to keep as the “primary” and then selectively merge information from the duplicate record into the primary one. This ensures you retain all relevant member data.

Using ‘Find and Merge Duplicate Contacts’ Feature in Association Management

Let’s imagine a nursing association with a large member base. Over time, duplicate member records might get created due to typos, data entry errors, or members updating their information from different devices.

Here’s how the “Find and Merge Duplicate Contacts” feature can be beneficial:

• Identify Duplicate Nurses: Using the “Name and Email” (Supervised) rule, the association can scan for contacts with similar names and matching or partially matching email addresses. This could catch duplicate entries created due to typos in names or slight variations in email addresses (e.g., [email address removed] vs. [email address removed]).
• Review and Merge Carefully: Since the “Name and Email” rule is supervised, a staff member can review each potential duplicate pair before merging. This ensures nurses with similar names but different email addresses (e.g., John Smith, a registered nurse, and Jane Smith, a nurse practitioner) aren’t accidentally merged.
• Maintain Data Accuracy: By merging duplicates, the association ensures they have a single, accurate record for each member. This improves data quality and leads to better communication and membership management.

Utilizing Other Options

• “Add Contact Rule”: The association can create a custom rule that includes additional fields relevant to nurses, such as license number or area of specialization, to identify duplicates more effectively.
• Household Rules: If the association tracks family members of nurses, they can define household-based duplicate detection rules using name or email.
• Organization Rules: If the association manages partner hospitals or clinics, they can utilize organization-specific duplicate detection rules based on name or email.
• Dedupe Exceptions: The association can define exceptions for specific scenarios where merging might not be ideal. For example, nurses with the same name but working at different hospitals might need separate records.

More Use Cases for Associations

Member On-boarding

During member on-boarding, especially when processing online applications, there’s a chance of duplicate entries due to typos or similar names. The “Find and Merge Duplicate Contacts” option can help identify these duplicates before they create issues in your database.

Merging Legacy Data

When transitioning from an older membership management system to Retention CRM, you might encounter duplicate records due to data migration processes. Utilizing “Find and Merge Duplicate Contacts” ensures a clean and accurate starting point for your data in the new system.

Improving Email Deliverability

Duplicate email addresses in your database can lead to delivery failures and hamper your communication efforts. Using “Find and Merge Duplicate Contacts” helps ensure you’re sending emails to unique and valid member addresses, improving overall email deliverability rates.

By leveraging the “Find and Merge Duplicate Contacts” feature and its various options, Associations, Chambers of Commerce and Nonprofit Organizations can significantly improve data quality, streamline member management, and ensure better communication with its members.

The “Add a Tag” feature in the Contacts module of Retention CRM allows you to categorize your contacts with keywords or labels. This helps Associations, Chambers and Nonprofit Organizations in filtering, searching, and segmenting their contact list for targeted communication and association management, and helps in effective contact management.

General Functionality of ‘Add a Tag’ Feature

• Label: This is the primary name of the tag displayed throughout Retention CRM. Keep it clear and concise.
• Description: (Optional) Provide a more detailed explanation of the tag’s purpose.
• Parent Tag: (Optional) Organize tags hierarchically by assigning them to broader categories. This helps with better information grouping.
• Used For: (Optional) While not strictly functional, this field helps document which types of records (Contacts, Activities, Cases) the tag applies to.

Using ‘Add a Tag’ Feature in Association Management

Let’s see how a nursing association can utilize the “Add Tag” feature:

• Label: “Continuing Education Attendee”
• Description: “Nurses who have attended a continuing education course offered by the association.”
• Parent Tag: “Educational Participation” (This could be a parent tag for various educational programs)
• Used For: Contacts

Scenario

The association is organizing a conference on “Advanced Wound Care.” They want to target registered nurses who haven’t attended any educational programs in the past year.

1. Create a Tag: Use “Continuing Education Attendee” as the label and “Educational Participation” as the parent tag (if applicable).
2. Assign the Tag: After the conference, tag all attendees with “Continuing Education Attendee.”
3. Targeted Communication: Use Retention CRM’s search functionality to identify registered nurses who don’t have the “Continuing Education Attendee” tag. This filtered list can be used to send targeted emails promoting future educational programs.

Additional Options

• Color: Assign a color to the tag for visual identification within Retention CRM.
• Reserved?: This option restricts deleting the tag unless it’s unchecked. Use it for essential categories.
• Selectable?: This determines if the tag is available for users to select when assigning tags to contacts.

More Use Cases for Associations

Member categorization

• Assign tags based on a member’s specialty (e.g., pediatrics, cardiology).
• Tag members based on their geographical location for regional outreach programs.
• Use tags to identify members who have volunteered for specific initiatives.

Event Management

• Tag events relevant to specific member interests (e.g., continuing education courses).
• Assign tags to attendees based on their participation level (e.g., full attendance, partial attendance).
• Use tags to track registrations for specific events or workshops.

Continuing Education Tracking

• Tag courses or resources based on the type of continuing education credit they offer.
• Assign tags to members who have completed specific courses to track their progress.
• Use tags to identify members who need to fulfill continuing education requirements.

By strategically using “Add Tag” and its options, associations, chambers of commerce and nonprofits can effectively manage their contact database for better member engagement and communication.

The ‘Manage Tags’ feature in the Contacts module of Retention CRM allows Associations, Chambers of Commerce and Nonprofit Organizations to categorize their contacts with relevant labels. These tags help in effective contact management by segmenting their contact list, personalize communication, and gain insights into specific groups within organization.

General Functionality of ‘Manage Tags’ Feature

• Tags: This section displays a hierarchical tree structure (Tag Tree) of all the existing tags. You can categorize tags further by creating sub-tags (e.g., Vendor -> Medical Equipment Vendor).
• Add to Default Shortcuts: This option allows you to add frequently used tags to a readily accessible list for quicker assignment to contacts.
• Error Message: This appears if you try to perform an invalid action, such as deleting a tag that is still assigned to contacts.

Using ‘Manage Tags’ Feature in Association Management

Scenario: Your nursing association manages a database of nurses with diverse specialties and locations.

• Tag Tree:
  • Vendor: Categorize vendors by type (e.g., Medical Equipment Vendor, Educational Resources).
  • Location: Organize nurses based on their practice location (e.g., City, State, Country).
  • Additional Tags (Examples):
    • Specialties: Critical Care, Pediatrics, Oncology.
    • Membership Status: Active, Expired, Pending Renewal.
    • Continuing Education: Completed Courses, Upcoming Events.
• Add to Default Shortcuts: Frequently used tags like “Active Member” or “Critical Care Nurse” can be added for quick assignment.
• Error Message: If you try to delete a tag still assigned to nurses (e.g., “Oncology Nurse”), Retention CRM will prompt you to reassign those contacts to a different tag before deletion.

By utilizing the “Manage Tags” feature effectively, your association can:

• Segment communication: Send targeted emails or newsletters to specific member groups (e.g., oncology nurses about upcoming conferences).
• Track trends: Analyze trends within your membership by filtering reports based on tags (e.g., identify locations with high concentrations of a specific specialty).
• Personalize outreach: Use tags to personalize greetings and tailor content in communication with members.

More Use Cases for Associations

Enhance Search and Reporting

• Assign tags to contacts based on specific characteristics (e.g., “donor”, “volunteer”, “inactive member”).
• Use tags for activities related to specific projects or campaigns (e.g., “fundraising campaign 2024”, “membership drive”).
• This allows for quicker and more targeted searches within your database. You can also use tags to create reports that focus on specific segments of your data.

Track Member Engagement

• Assign tags based on member interactions (e.g., “event attendee”, “website signup”, “donation received”).
• Use these tags to track member engagement levels and identify areas for improvement.
• For example, you can analyze which types of events attract members with the “donor” tag.

Simplify Communication and Outreach

• Assign tags based on interests or communication preferences (e.g., “interested in advocacy”, “prefers email communication”).
• Use these tags when crafting email campaigns or newsletters to personalize content and ensure it’s relevant to the recipient’s interests.

Additional Points about Tags

• Tags are not mutually exclusive. A single contact or activity can have multiple tags assigned.
• Unlike groups, tags are not hierarchical. They offer a more flexible way to categorize data without rigid structures.
• You can create tags that are specific to contacts, activities, cases, or use them universally across all three entities.

Remember, a well-organized tag structure is key to maximizing the benefits of this feature for Associations, Chambers and Nonprofit Organizations. Regularly review and update your tags to ensure efficient data management within your organization.

The “Add Group” feature in the Contacts module of Retention CRM allows Associations, Chambers and Nonprofits to create new groups to categorize your contacts. These groups help Associations, Chambers of Commerce and Nonprofit Organizations in segmenting their contact database/list for targeted communication and effective contact management.

General Functionality of ‘Add Group’ Feature

• *Public Group Title and Public Group Description (Optional): This defines the name and description displayed publicly. Consider it a label for members themselves.
• *Group Title and Group Description (Optional): This is the internal name and description for reference by administrators. Use clear names to identify the group’s purpose.
• Group Type: Choose a predefined category for your group, like “Chapter”, “Membership Level”, or create a custom type.
• Access Control: This determines who can add/remove contacts from the group:
  • Public: Anyone can add themselves.
  • User/User Admin: Only authorized Retention CRM users can manage membership.
  • Hidden: Only admins can see and manage the group.
• Mailing List: Check this box if you intend to use the group for email communication.
• *Visibility (Required): This controls who can see the group on various interfaces:
  • Public Pages: Visible on public-facing forms for user signups.
  • User and User Admin Only: Only visible to authorized users within Retention CRM.
• Reserved Group?: This restricts editing/deletion to users with special permissions, ensuring critical groups aren’t accidentally modified.
• Is active?: Check this box to make the group functional for adding contacts.
• Parents: Assign a group as a parent to create a hierarchy within your group structure.
• Associated Organization (Optional): Link the group to a specific organization within Retention CRM, useful for managing regional chapters within an association.

Using “Add Group” Feature in Association Management

Let’s see how a nursing association can utilize this feature:

1. Create a Group Type: If not already available, create a custom group type called “Membership Level” to categorize nurses based on their membership status (e.g., Student, Registered Nurse, etc.).
2. Add Membership Level Groups: Create individual groups within the “Membership Level” type, like “Student Nurse” and “Registered Nurse,” each with a clear description.
3. Set Access Control: Choose “User/User Admin” for access control to ensure only authorized association staff can manage group membership.
4. Mailing List: Check the “Mailing List” box for each group to enable targeted email communication based on membership level.
5. Public vs. User Visibility: Decide on visibility. You might choose “Public Pages” for the “Membership Level” group type to showcase membership options, while keeping individual membership level groups (“Student Nurse,” etc.) visible only to authorized users.
6. Parent Groups (Optional): Consider creating a parent group called “All Nurses” to encompass all membership levels for specific reports or communications.
7. Associate with Organization: If your association has regional chapters, link each membership level group to the corresponding chapter organization within Retention CRM.

By utilizing these options, Associations, Chambers of Commerce and Non-profits can effectively manage and communicate with its members/donors/stakeholders based on their specific membership level and other affiliation.

The ‘Manage Groups’ feature in the Contacts module of Retention CRM allows Associations, Chambers and Nonprofits to organize contacts into categorized groups for better contact management and communication. It provides a central hub for creating, editing, and managing all your groups.

General Functionality of ‘Manage Groups’ Feature

• Create Groups: Organize contacts based on shared characteristics, like committees, membership types, locations, or interests.
• Smart Groups: Build dynamic groups based on specific criteria (e.g., all nurses who graduated after 2020). These automatically update as your data changes.
• Manage Members: Add, remove, or view members within each group.
• Group Properties: Define settings like visibility (who can see/join), mailing list status (for sending emails), and access control (who can manage the group).

Using ‘Manage Groups’ in Association Management

Scenario: A nursing association wants to manage communication and events for different member segments.

‘Manage Groups’ Options in Action:

• Find Groups: Search for existing groups quickly using keywords.
• Group Name: View the list of all groups you’ve created (e.g., Steering Committee, New Graduate Nurses, Oncology Nurses).
• Created By (Name): See who created each group for reference.
• Visibility:
  • Public Pages: Allow members to join/leave groups themselves through signup forms. (e.g., New Graduate Nurses group)
  • User and User Admin Only: Restrict group management to authorized users (e.g., Steering Committee).
• Type:
  • Static Group: Manually add/remove members. (e.g., Steering Committee)
  • Smart Group: Dynamically populated based on criteria. (e.g., Oncology Nurses)
• Access Control: Define who can edit/delete the group (e.g., committee chairs for their groups).
• Mailing List:
  • Enabled: Use the group for email campaigns. (e.g., New Graduate Nurses group for orientation info)
  • Disabled: Group is for organizational purposes only.
• Status:
  • Enabled: Group is active and members can be added.
  • Disabled: Group is inactive and cannot be used for new members.

View Results As:

• Name: View groups by name.
• Count: See the number of members in each group.
• Created By: Identify who created the group.
• Description: Add a brief description of the group’s purpose.
• Group Type: See if it’s static or smart.
• Visibility: Check its access settings.
• Organization: (Optional) Assign groups to specific organizational units within the association.
• Settings: Access options to edit or delete the group.

‘Show entries’ allows you to control how many groups appear per page.

By utilizing these options, the nursing association can effectively manage communication and events:

• Target specific member groups for relevant information (e.g., upcoming oncology conference for the Oncology Nurses group).
• Automate communication with smart groups based on criteria (e.g., send welcome emails to new graduates joining the New Graduate Nurses group).
• Control who can see/join specific groups based on membership levels or roles.

More Use Cases for Associations

Targeted Communication

• Create groups based on specific criteria, such as membership type (student, professional, senior), interests (advocacy, networking), or event attendance.
• Use these groups to send targeted email campaigns, newsletters, or event invitations relevant to their interests.
• This helps ensure your communication is more personalized and engaging for your members.

Volunteer Management

• Create groups for different volunteer roles (e.g., fundraising committee, event volunteers, website maintenance).
• Use these groups to manage volunteer assignments, share resources and updates, and track volunteer activity.
• This streamlines volunteer communication and coordination within your association.

Member Segmentation

• Create groups based on factors like donation history, geographic location, or membership level.
• Analyze these groups to identify trends and gain insights into your member base.
• Use this information to develop targeted campaigns, membership renewal strategies, and other initiatives tailored to specific member segments.

Additional functionalities within “Manage Groups”

• Subgroups: Create hierarchical group structures by assigning subgroups to parent groups. This allows for more granular organization within your member base.
• Smart Groups: Define dynamic groups based on specific criteria. Contacts automatically become members or are removed from the group based on changes in their contact information. This ensures your groups stay up-to-date.
• Visibility and Permissions: Control who can see and manage specific groups. This ensures sensitive information is only accessible to authorized users.

This feature provides a single location for all group-related activities, making it easier for Associations, Chambers of Commerce and Nonprofit Organizations to maintain accurate and up-to-date contact information. With organized groups, these organizations can tailor their communication strategies to specific segments of their contact base, enhancing their overall member/donor/stakeholder relationships and engagement.

The ‘Import Custom Data’ feature in the Contacts module of Retention CRM allows you to efficiently integrate information about your association members from external sources (like spreadsheets or databases) into Retention CRM. This helps Associations, Chambers of Commerce and Nonprofits in effective contact management by streamlining data management and ensures you have up-to-date member details for effective communication and engagement.

General Functionality of ‘Import Custom Data’ Feature

1. Upload Data (Step 1 of 3)
   • Data Source: Leave this blank as you’ll be uploading a file directly.
   • Upload Data File: Click “Browse” to select your CSV file containing member data. Ensure it’s comma-separated and UTF-8 encoded for special characters.
   • Import Field Separator: Choose the comma (“,”) as it’s the most common separator.
   • Import Options:
     • Date Format: Select the format that matches your data (e.g., yyyy-mm-dd for December 25, 2023).
   • Saved Field Mapping: Leave this blank for the first import.

Using ‘Import Custom Data’ in Association Management

Let’s say your nursing association maintains a spreadsheet with member details, including:

• Name
• Email Address
• Phone Number
• License Number
• Membership Type (Registered Nurse, Licensed Practical Nurse, etc.)
• State of Practice

You want to import this data into Retention CRM to:

• Communicate membership renewals.
• Track continuing education credits.
• Organize events based on member interests and locations.

Using “Import Custom Data” in the Scenario

1. Upload Data:
   • Prepare a CSV file with the member data mentioned above.
   • Ensure it’s properly formatted with clear column headers.
2. Match Fields (Step 2 of 3):
   • Retention CRM will display the first few rows of your CSV data.
   • From the drop-down menus, match each column in your file with the corresponding Retention CRM field:
     • Name: “Contact Name”
     • Email Address: “Email” (Primary)
     • Phone Number: “Phone” (Primary)
     • License Number: Create a new custom field named “License Number” (explained later)
     • Membership Type: Create a new custom field named “Membership Type” (explained later)
     • State of Practice: Create a new custom field named “State of Practice” (explained later)
3. Preview (Step 3 of 3):
   • Review a sample of how the import will populate Retention CRM data.
   • Address any errors or inconsistencies.
   • If everything looks good, click “Import.”

Creating New Custom Fields

Since your data has fields not natively supported by Retention CRM (License Number, Membership Type, State of Practice), you’ll need to create custom fields:

1. Go to Retention CRM Admin > Customize Data and Screens > Custom Fields.
2. Click “Add Custom Field.”
3. Configure each field:
   • Field Name: “License Number,” “Membership Type,” and “State of Practice”
   • Data Type: Text (for License Number and State of Practice) or Select (for Membership Type) if you have predefined membership categories.
   • Where to Show: Select relevant locations where you want these fields to appear (e.g., contact information screens, membership forms).
4. Save each custom field.

Benefits for the Nursing Association

• Saves Time: Import data efficiently compared to manual entry.
• Reduces Errors: Ensures data accuracy and consistency.
• Improves Communication: Send targeted emails and organize events based on member information.
• Streamlines Operations: Manage member information and track engagement effectively.

More Use Cases for Associations

Track Member Preferences

Scenario: Your association wants to personalize communication and tailor member experiences based on individual preferences.

Custom Data: You create custom fields for interests (e.g., volunteering, advocacy, networking), preferred communication channels (email, phone, mail), or dietary restrictions for events (vegetarian, vegan).

Import Process: You gather this information through surveys, membership forms, or event registrations. This data can then be exported as a CSV file and imported using the Retention CRM Importer extension, associating it with the corresponding member contact records.

Benefits: By having this information readily available in Retention CRM, you can segment your member base for targeted communication, personalize event invitations based on interests, and accommodate dietary needs during events.

Manage Volunteer Skills and Availability

Scenario: Your association relies heavily on volunteers and needs to efficiently manage their skill sets and availability.

Custom Data: You create custom fields for volunteer expertise (e.g., graphic design, event coordination, fundraising), preferred days/times for volunteering, and any relevant certifications.

Import Process: You collect this data during volunteer sign-ups or through a dedicated volunteer application form. Export the data as a CSV file and import it using the Retention CRM Importer, linking it to the corresponding volunteer contact records.

Benefits: With this custom data, you can easily match volunteers with projects that suit their skills and availability. It also allows you to track volunteer certifications and identify training needs for your volunteer team.

Integrate Donation Data from External Platforms

Scenario: Your association uses a separate online donation platform besides Retention CRM.

Custom Data: You create custom fields in Retention CRM to capture specific donation details not readily available from the external platform, such as the donation designation (e.g., specific program support) or the motivation for giving (inspired by a specific campaign).

Import Process: Your online donation platform might offer an export option (often CSV) that includes basic donation information. You can customize this exported data to include your desired custom fields and then import it into Retention CRM using the Retention CRM Importer extension, associating it with the corresponding donor contact records.

Benefits: This allows you to maintain a comprehensive view of your donors’ giving history within Retention CRM, including their donation motivations and preferences. This data can be valuable for future fundraising efforts and donor stewardship.

By integrating member data from external sources, Associations, chambers and Non-profits can improve their overall member/donor/stakeholder experience and build stronger relationships with them.

The ‘Import Activities’ feature in the Contacts module of Retention CRM is a powerful tool for efficiently bringing activity data from external sources into your Retention CRM system. This is particularly beneficial in effective contact management for associations, chambers and nonprofits that deal with a high volume of interactions with members, volunteers, and other stakeholders.

Here’s a breakdown of the feature and its options, along with a hypothetical scenario for a nursing association:

General Functionality of ‘Import Activities’ Feature

The Import Activities Wizard streamlines the process of uploading activity records from spreadsheets or other applications into Retention CRM. This allows you to:

• Consolidate data: Merge activity information from various sources into a central location, improving data organization and accessibility.
• Save time: Eliminate manual data entry for recurring activities, freeing up staff for more strategic tasks.
• Improve accuracy: Reduce errors by importing verified data sets instead of manually entering each detail.

Using ‘Import Activities’ in Association Management

Let’s imagine the Evergreen Nursing Association (ENA) wants to import activity data related to member interactions. They’ve been capturing this information in a spreadsheet, including details like:

• Date: Interaction date (e.g., appointment, phone call, webinar attendance)
• Contact: ENA member name
• Activity Type: Meeting, Phone Call, Event Attendance
• Subject: Discussion topic or event name
• Notes: Brief summary of the interaction

Using the Import Activities Wizard

1. Upload Data (Step 1 of 3):
   • Choose Data Source: Select “Upload CSV File”
   • Import Data File: Browse and upload the ENA’s spreadsheet containing member interaction data.
   • Import Field Separator: Choose the appropriate separator used in the CSV file (e.g., comma)
   • Date Format: Select the format that matches the dates in the spreadsheet (e.g., yyyy-mm-dd)
   • Saved Field Mapping: Leave this blank for now (it can be used for future imports from similar sources)
2. Match Fields (Step 2 of 3):
   • Retention CRM displays the first two rows of the uploaded spreadsheet.
   • In the right-hand column, map each data column in the spreadsheet (e.g., “Date”, “Contact”, “Activity Type”) to the corresponding Retention CRM field using the dropdown menu (e.g., “Activity Date”, “Contact ID”, “Activity Type”).
   • For any irrelevant columns in the spreadsheet, choose “- do not import -“.
3. Preview (Step 3 of 3):
   • Retention CRM displays a preview of how the imported data will look within the system.
   • Review the data mapping and make any necessary corrections.
   • If satisfied, proceed with the import.

Benefits for the ENA

• By importing this data, the ENA gets a comprehensive record of member interactions within Retention CRM. This allows them to:
  • Track individual member engagement levels.
  • Identify areas for improvement in member communication and support.
  • Segment member communication based on their activity history.

Additional Considerations

• Activities in Retention CRM need to be linked to existing contacts. So, it’s recommended to import your contact data first (if not already in Retention CRM) and ensure proper matching during the activity import.
• Before importing your entire dataset, try with a small sample to identify and fix any potential issues with formatting or field mapping.
• Ensure the data source is accurate and reliable before importing.
• Standardize data formats (dates, names) for smooth import.
• Consider using the “Saved Field Mapping” feature if you plan to import similar data sets regularly.

By effectively utilizing the Import Activities feature, the ENA can save time, gain valuable insights, and strengthen member relationships.

More Use Cases for Associations

Merging Data from a Membership Management Platform (MMP)

An association might have switched from a dedicated MMP to Retention CRM for managing members. Importing activity data like membership renewals, event registrations, or volunteer sign-ups from the old MMP into Retention CRM allows them to consolidate their entire member history in one place. This creates a more complete picture of each member’s engagement with the association.

Integrating Event Data

An association might use a separate event management software for running events. Importing activity data related to event participation (registrations, attendance, feedback) into Retention CRM allows them to track member involvement in events alongside their other interactions with the association. This can help identify trends in member engagement and tailor future events accordingly.

On-boarding New Data

An association might be starting fresh with Retention CRM or integrating data from multiple sources. Importing historical activity data from spreadsheets or other databases allows them to populate Retention CRM with past member interactions. This data can then be used for targeted communication, personalized outreach, or analyzing member engagement over time.

With this feature, Associations, Chambers of Commerce and Nonprofits can simplify data management related to activities of your contacts i.e. members, donors and other stakeholders, and reduce the risk of losing data from the past system (the CRM system they were using, or spreadsheets) and data inconsistencies.

The ‘Import Contacts’ feature in the Contacts module of Retention CRM is a powerful tool that allows Associations, Chambers of Commerce and Nonprofit Organizations to seamlessly upload contact information from external sources into your contact database. This helps in effective contact management by streamlining data entry, saves time, and ensures data consistency.

The General Functionality of ‘Import Contacts’ Feature

1. Choose Data Source: This initial step lets you specify how you’ll be providing the contact data. In most cases, you’ll choose “Upload CSV File.”
2. Match Fields: Here’s where you map the data columns in your file (e.g., “Email,” “Last Name”) to the corresponding fields in Retention CRM (e.g., “Email Address,” “Last Name”). This ensures Retention CRM imports your data accurately.
3. Preview: This step provides a glimpse of how the imported data will look within Retention CRM. You can identify any errors or inconsistencies before finalizing the import.

Using ‘Import Contacts’ in Association Management

Let’s imagine the Evergreen County Nursing Association (ECNA) wants to import contact details of its members from a spreadsheet. Here’s how they can utilize the ‘Import Contacts’ feature:

Choose Data Source

• ECNA will select “Upload CSV File” and browse to their member spreadsheet.

Import Options

• Contact Type: Since ECNA deals with individual members, they’ll choose “Individual.”
• Subtype: (Optional) If ECNA has member categories (e.g., Registered Nurse, Licensed Practical Nurse), they can define sub-types here.
• For Duplicate Contacts:
  • Skip: If a duplicate email address exists, ECNA can choose to skip that entry to avoid creating a new contact with the same email.
  • Update: Existing contact information will be updated with the new data (if any) from the import file.
  • Fill: Empty fields in existing contacts will be filled with data from the import file (if available).
  • No Duplicate Checking: This is not recommended as it might create duplicate entries.
• Dedupe Rule: (Optional) Retention CRM can automatically identify and merge potential duplicate contacts based on specific criteria (e.g., email address, combination of first and last name).
• Date Format: ECNA will need to select the date format used in their spreadsheet (e.g., yyyy-mm-dd) to ensure accurate import of birth dates or other date fields.

Match Fields:

During this step, ECNA will map the columns in their spreadsheet to the corresponding Retention CRM fields:

Save this field mapping: If ECNA plans to import member data regularly from the same spreadsheet, they can check this box to save the current mapping for future use.

Step 3: Preview

ECNA will review a sample of imported data to identify any errors. Once satisfied, they can proceed with the final import, populating their Retention CRM database with member information.

More Use Cases for Associations

New member list

Your association has a list of new members from a recent event. You can export the list from your event registration platform and then import it into Retention CRM using the Import Contacts option. This saves time compared to manually creating individual contact records.

Merging from another system

Your association is transitioning from a different membership management system. You can export your member data from the old system and import it into Retention CRM to populate your new database.

Volunteer sign-up sheet

You collect volunteer sign-ups at an event on a physical sheet. You can transcribe the data into a CSV file and then import it into Retention CRM to create contact records for your new volunteers and manage their volunteer activity effectively.

By effectively using the ‘Import Contacts’ feature, Associations, Chambers and Not-for-profit organizations can free up staff to focus on more strategic tasks, and ensure their contact data is accurate, up-to-date, and easily accessible.

The ‘New Email’ feature in the Contacts module of Retention CRM allows Associations, Chambers of Commerce and Nonprofit organizations to compose and send personalized emails to individual contacts or groups within your database. It provides functionalities beyond a basic email client, offering features specifically useful for organizations managing relationships.

General Functionality of the ‘New Email’ Feature

• From: This field specifies the email address the message will appear to be sent from. By default, it might be your personal address, but it can be set to the organization’s official email address or a specific department address.
• Recipient(s): This is where you designate who will receive the email. You can enter individual contact email addresses or choose a group from your contact database.
• Add CC & Add BCC: These options allow you to include additional recipients in the email’s Carbon Copy (CC) or Blind Carbon Copy (BCC) fields. People in the CC field will see each other’s email addresses, while BCC recipients remain hidden from everyone.
• Use Template: Retention CRM lets you pre-design email templates with common content and formatting. You can select a template here to populate the email with pre-written content and then customize it further.
• Subject:* This is the email’s title line that recipients will see in their inbox. It’s crucial to craft a clear and concise subject line to encourage them to open the email.
• Campaign: If the email is part of a larger marketing or communication campaign, you can assign it to a specific campaign here for better tracking and reporting.
• Tokens: Retention CRM offers tokens, which are placeholders that automatically insert dynamic content into your email. For example, a “[name]” token would be replaced with each recipient’s actual name when the email is sent.
• HTML format & Plain Text format: You can choose to compose the email in HTML format for rich formatting options like images and styles, or plain text for wider compatibility.
• Attachments: Attach relevant documents, flyers, or other files to share with the recipients.
• Schedule Follow-up: This allows you to schedule a follow-up activity related to the email. You can set a date and time, assign a subject, and designate a staff member responsible for the follow-up.

Using ‘New Email’ in Association Management

Let’s consider how a nursing association can utilize the “New Email” feature:

• Scenario: The association wants to inform its members about an upcoming educational webinar on “Managing Stress in the Workplace for Nurses.”
• From: The “From” address can be set to the association’s main email address (e.g., [email address removed]).
• Recipient(s): You can choose the “Nurses” group from your contact database to send the email to all members.
• Subject: A clear subject line like “Free Webinar: Managing Stress in the Workplace for Nurses” would be effective.
• Use Template: You might have a pre-designed email template for member communication. Select that template and customize it with details about the webinar.
• Campaign: Create a new campaign called “Stress Management Webinar” to track the email’s performance.
• Tokens: Use tokens like “[name]” to personalize the email greeting for each member.
• HTML format: Use HTML format to include a visually appealing flyer or banner about the webinar in the email body.
• Attachments: You can attach the webinar registration link or any additional resources related to stress management.
• Schedule Follow-up: Schedule a follow-up email a few days after the webinar reminding members about the recording or sharing feedback options. Assign the follow-up activity to the staff member responsible for webinar logistics.

By using the “New Email” feature effectively, Associations, Chambers and Nonprofits can efficiently inform its members, promote valuable resources, and strengthen communication within the organization.

More Use Cases for Associations

Here are 3 use cases in the context of associations on how they can use the New Email option:

Personalized communication

You need to send a personalized email to a specific member, such as a birthday greeting or a thank you note for a donation. You can use the New Email option to craft a message tailored to the individual and leverage their contact information stored in Retention CRM.

Targeted group emails

You want to announce an upcoming event or share important news with a specific group of members, like volunteers or members with a particular interest area. You can use the New Email option and leverage the group functionality to target your message to the relevant recipients.

Campaign blasts

Your association is launching a fundraising campaign or advocacy initiative. You can use the New Email option to create a template for your email and then send it out to a large group of contacts through ‘Ret Email’, a built-in mass emailing tool within Retention CRM.

By leveraging this feature, Associations, Chambers and Nonprofits can automate workflows, create targeted campaigns, and leverage data-driven insights to deliver the right message to the right audience at the right time. This personalized approach enhances member/donor/stakeholder satisfaction, drives retention, and ultimately contributes to long-term success.