Localization Settings

The “Preferred Language Options” in the Localization ‘Settings’ area of Retention CRM allows Associations, Chambers of Commerce and Nonprofit organizations to configure how languages are displayed and used for their users. This includes specifying which languages are available, their order of preference, and any additional details.

General Functionality of “Preferred Language Options”

Here’s a breakdown of the listed fields and how a nursing association might utilize them:

• Label: This is the name that will be displayed to users when choosing a language. (e.g., English (US), French (Canada))
• Value: This is the internal code used by Retention CRM to identify the language. (e.g., en_US, fr_CA) – Don’t worry about memorizing these codes, Retention CRM will likely have a list of available options to choose from.
• Description: An optional field to provide additional information about the language, such as its regional dialect. (e.g., “French spoken in Canada”)
• Order: This determines the order in which languages appear in the user interface. Languages listed higher will be displayed first.
• Enabled?: This checkbox controls whether a language is actively offered to users. Disabled languages won’t be selectable.

How to Use “Preferred Language Options” in Association Management

Use Case for a Nursing Association

The nursing association might want to offer their website and Retention CRM interface in both English and Spanish to cater to a diverse membership base. Here’s how they can utilize the options:

1. Add Languages: Use this option to include both English (en_US) and Spanish (es_ES) as languages.
2. Label: Set user-friendly labels like “English (US)” and “Spanish (Spain)”.
3. Description: Consider adding a description for Spanish, for example, “For Spanish speakers in any region”.
4. Order: If English is the primary language, place it higher in the order.
5. Enabled?: Ensure both English and Spanish are enabled for user selection.

By configuring these options, the nursing association can provide a more inclusive user experience for their members who prefer to access information in Spanish.

The “Date Formats” feature in the Localization ‘Settings’ area of Retention CRM allows Nonprofits, Associations and Chambers of Commerce to customize how dates are displayed and entered throughout the CRM system. It uses standard codes to define the format, with US formats pre-set by default. You can also set allowed date ranges for specific fields.

How to Use “Date Formats” feature in Association Management

Here’s a breakdown of each available field.

• Date Display: These define how dates appear on screen.
  • Complete Date and Time: Useful for event registrations showing exact date and time (e.g., “Thursday, July 18th, 2024 at 2:00 PM”).
  • Complete Date: Good for reports or membership listings (e.g., “July 18th, 2024”).
  • Month and Year: For birthdates or reports where just month and year are needed (e.g., “July 2024”).
  • Year Only: For tracking membership years (e.g., “2024”).
  • Financial Batch: Specific format for financial data (e.g., “2407” for July 2024).
  • Short date Month Day Year: Another option for reports or listings (e.g., “07/18/2024”).
• Date Input Fields: These define how users enter dates.
  • Date Input Format: Matches the format users should use when entering dates (e.g., “MM/DD/YYYY” for US style “07/18/2024”).
  • Time Input Format: Sets the format for entering time (e.g., “HH:MM” for 24-hour clock or “hh:mm AM/PM” for 12-hour clock).
• Calendar:
  • Week begins on: Choose which day starts the week (Sunday or Monday) for the calendar used for date selection.
  • Fiscal Year Start: Set the beginning month of your association’s fiscal year, which can differ from the calendar year. This can be useful for reports or membership renewals tied to the fiscal year.

By customizing these formats, the nursing association can ensure dates are displayed and entered consistently, making data easier to understand and use for both staff and members.

More Use Cases for Chambers of Commerce, Associations and Nonprofits

Membership Renewals for a Nonprofit

A non-profit can use Retention CRM’s “Date Formats” to improve the membership renewal process. They can set the “Complete Date” format for membership listings to clearly show members their expiration date (e.g., “July 18th, 2024”). This allows members to easily see when their membership needs renewal. Additionally, they can set the “Date Input Format” to match the format used on the renewal form (e.g., “MM/DD/YYYY”). This ensures members can easily enter their expiration date when renewing online, reducing errors and streamlining the process.

Event Registration for a Chamber of Commerce

A chamber of commerce can leverage Retention CRM’s date formats for event registrations. They can set the “Complete Date and Time” format for event listings (e.g., “Thursday, July 18th, 2024 at 2:00 PM”). This clearly communicates the date and time of the event to potential attendees. Additionally, they can set the “Week begins on” to Sunday if that aligns with their work week. This ensures the calendar used for registration reflects their scheduling preferences.

Financial Reporting for an Association

An association can utilize Retention CRM’s date formats for financial reports. They can set the “Financial Batch” format (e.g., “2407” for July 2024) for internal financial reports. This concise format allows for quicker data entry and analysis by staff familiar with the code. Additionally, they can set the “Fiscal Year Start” to reflect their association’s fiscal year (e.g., July 1st). This ensures reports accurately track income and expenses based on their specific fiscal calendar, not just the calendar year.

The ‘Address Settings’ feature in the Localization ‘Settings’ area of Retention CRM lets Nonprofits, Associations and Chambers of Commerce control how addresses are displayed and formatted throughout the system, including on mailing labels, contact summaries, and data entry screens. You can choose which address fields are displayed and how they are ordered.

Using ‘Address Settings’ feature in Association Management

Here’s a breakdown of all the available fields in this feature.

• Mailing Labels & Mailing Label Format: This defines how addresses appear on physical mailing labels. You can use tokens like {contact.street_address} to insert specific address parts. A nursing association could use this to create personalized mailing labels for membership renewals, event invitations, or newsletters.
• Address Display & Address Display Format: This controls how addresses are shown on screens like contact summaries and event information. Similar to mailing labels, you can use tokens for customization. The association might use this to display a nurse’s contact information during event registration or to show a member’s address on their profile.
• Address Editing & Address Fields: This lets you pick which address fields are available for editing when adding or updating contact information. Standard options include street address, city, state, and postal code. The association could choose to include additional fields relevant to nurses, such as license number or hospital affiliation.
• Address Standardization: This is an optional feature that integrates with address verification services (USPS in this example) to ensure accurate and standardized address formats. This helps reduce errors in mailing and ensures important information reaches the right nurses.
• Latitude & Longitude: These capture geographical coordinates for addresses, allowing for potential integration with mapping tools. The association might use this in the future to develop a feature that shows member locations on a map.
• Address Name: This lets you create a custom label for an address (e.g., “Home Address” or “Work Address”). The association could use this to differentiate between a nurse’s personal and professional contact details.

By customizing these settings in Retention CRM’s ‘Address Settings,’ a nursing association can effectively manage and utilize their members’ contact information for various communication and organizational needs.

More Use Cases for Associations, Chambers of Commerce and Nonprofits

Sending out personalized mailing labels to members for an upcoming event (Association)

Scenario: A nursing association wants to send out personalized mailing labels to their members for an upcoming event. They want to include the member’s name, address, and license number on the labels.

• The association can use the Mailing Labels & Mailing Label Format section to define how the addresses will appear on the labels. They can use tokens like {contact.street_address} and {contact.license_number} (custom field) to insert the specific information.
• They can leverage the Address Standardization feature to ensure the addresses are accurate and formatted correctly, reducing errors and ensuring delivery to the right nurses.

Online directory of member businesses (Chamber of Commerce)

Scenario: A chamber of commerce wants to create an online directory of their member businesses. The directory will display the business name, address, and contact information.

• The chamber can use the Address Display & Address Display Format section to control how the business addresses are shown on the directory. They can customize the format to display the information in a user-friendly way.
• They can use the Address Editing & Address Fields section to ensure that all the necessary address fields are available for businesses to update their information.

Tracking locations of volunteers for better coordination and deployment (Nonprofit)

Scenario: A nonprofit organization wants to track the locations of their volunteers for better coordination and deployment during a fundraising event.

• The nonprofit can use the Latitude & Longitude feature to capture the geographical coordinates of volunteers’ addresses. This data can then be integrated with mapping tools to visualize volunteer locations.
• They can leverage the Address Name feature to differentiate between a volunteer’s primary address and any other relevant addresses, such as their preferred location for volunteering.

The “Languages, Currency, Location” feature in the Localization ‘Settings’ area in Retention CRM allows Chambers of Commerce, Nonprofits and Associations to configure Retention CRM to match their organization’s location and how they want to display information. This includes things like language, currency formatting, and default addresses for new contacts.

General Functionality of “Localization” settings

Here’s a breakdown of the fields you’ll find within “Languages, Currency, Location”:

• Language and Currency:
  • Default Language: This sets the primary language used by Retention CRM.
  • Inherit CMS Language: If enabled, Retention CRM will use the same language as your website platform (CMS).
  • Available Languages: Select the languages you want users to be able to switch between.
  • Default Language for contacts: This sets the default language for new contact records.
  • Partial Locales: Allow using languages with incomplete translations (some text might appear in English).
  • Default Currency: Choose the primary currency used by your organization.
  • Formatting locale: This determines how money and future dates are formatted (e.g., $, €).
• Contact Address Fields – Selection Values:
  • Default Country: This pre-selects a country when adding new contact addresses.
  • Pinned Countries: Highlight specific countries for easier selection.
  • Default State/Province: Pre-select a state/province for new addresses.
  • Available Countries: A list of all countries users can choose from.
  • Available States and Provinces (by Country): A list of states/provinces available within each country.

Using “Localization” settings in Association Management

Nursing Association Use Case:

Let’s say your nursing association operates in the United States and Canada. Here’s how you might use these settings:

• Language and Currency:
  • Default Language: English (assuming most members speak English)
  • Available Languages: English (default), French (Canadian members)
  • Default Currency: USD (primary currency)
  • Formatting locale: en_US (US formatting for money and dates)
• Contact Address Fields – Selection Values:
  • Default Country: United States
  • Pinned Countries: United States, Canada
  • Default State/Province: (Leave blank)
  • Available Countries: United States, Canada
  • Available States and Provinces (by Country): Include all US states and Canadian provinces

Remember, this is just an example. You can customize these settings based on your specific needs.

Note: The “Multiple Languages Support” section requires advanced database permissions and isn’t covered in this basic explanation.

More Use Cases for Associations, Chambers of Commerce and Nonprofits

Use Case for an Association

Let’s say your association operates internationally and has members from all over the world. You can use the Localization settings to configure Retention CRM to display information in multiple languages and currencies. For example, you can set the default language to English, but also make French, Spanish, and Mandarin available for users to switch between. You can also set the default currency to USD, but allow members to see donation amounts in their local currency.

Use Case for a Chamber of Commerce

Your chamber of commerce might serve a local community with businesses from different countries. You can use the Localization settings to pre-select the country to the United States for new member addresses and highlight Canada and Mexico as pinned countries for easier selection. This way, you can streamline the signup process for businesses from neighboring countries.

Use Case for a Nonprofit

Imagine your nonprofit organization operates in multiple countries with different regional offices. You can use the Localization settings to set the default language and currency for each regional office. For example, your office in France can use French as the default language and Euros as the currency, while your office in Brazil can use Portuguese and Brazilian Reals. This can help you better serve your local communities and donors.