New Activity

The ‘New Activity‘ feature in the ‘Contacts’ module of Retention CRM allows Associations, Chambers and Non-profits to record interactions between your organization and its contacts (members, volunteers, donors and other stakeholders). It provides a central repository to track communication, meetings, events, and other engagements, helps you in effective contact management.

General Functionality of ‘New Activity’ Feature

• Activity Type: Choose the type of interaction, e.g., Phone Call, Meeting (In-Person/Virtual), Email, Newsletter Sent, Webinar Attended.
• *Added by : This field is pre-populated with the logged-in user who’s creating the activity.
• With Contact: Select the member(s) the activity is associated with.
• Assigned to: Assign the activity to a specific staff member for follow-up or responsibility. Assignee will receive an email notification.
• Subject: Enter a brief description of the activity.
• Campaign: Link the activity to a specific campaign (e.g., Membership Drive, Educational Event).
• Engagement Index (Optional): Use a scoring system to track member engagement level based on activity type.
• Location: Specify the physical or virtual location of the activity (optional).
• *Date : Select the date the activity occurred.
• Duration (minutes): Enter the length of the activity (optional).
• *Activity Status : Choose the activity’s status, e.g., Completed, Planned, Not Completed.
• Details: Provide a detailed description of the activity and any relevant information.
• *Priority : Set the activity’s priority level (High, Medium, Low).
• Attach File: Upload relevant documents or attachments related to the activity (optional).
• *Repeats every : Set up a recurring activity, specifying the frequency (daily, weekly, etc.).
• Repeats on: Choose the weekdays for the recurring activity.
• Start Date: Define the starting date for the recurring activity.
• *Ends : Choose how the recurring activity ends: After a certain number of occurrences or on a specific date.
• Exclude Dates: Specify any dates within the recurrence period when the activity shouldn’t occur (optional).
• Schedule Follow-up Activity: Create a linked activity for future follow-up with the member.

Using ‘New Activity’ in Association Management

Scenario: A nursing association staff member conducts a virtual information session on “Stress Management Techniques for Nurses”

• Activity Type: Webinar Attended
• With Contact: All members who registered for the webinar (use advanced search to select a group).
• Assigned to: Staff member who presented the webinar (optional, for follow-up tasks).
• Subject: Stress Management Techniques for Nurses Webinar
• Campaign: Member Education Series (if applicable)
• Location: Virtual (link to recording if available)
• *Date : Date of the webinar
• Duration (minutes): Webinar duration
• *Activity Status : Completed
• Details: Provide a summary of the key points covered and any Q&A highlights.
• *Priority : High (important for member well-being)
• Attach File: Upload the webinar recording or presentation slides (optional)
• Schedule Follow-up Activity: Consider scheduling a follow-up email with additional resources or a survey to gauge member feedback.

More Use Cases for Associations

Follow-up after member inquiry

A potential member contacts your association with a question. You can use the New Activity option to record the details of your conversation, including the inquiry itself and any information you provided. This helps track the progress of potential membership and ensures all communication regarding the inquiry is documented.

Volunteer coordination

A volunteer signs up for an upcoming project. You can use the New Activity option to create a task reminding you to assign them specific duties or provide any necessary training materials. This helps keep track of volunteer assignments and ensures everyone is on the same page.

Meeting notes

Your association board has a monthly meeting. You can use the New Activity option to create a record of the meeting, including the date, attendees, key discussion points, and any action items. This provides a central location for documenting meeting details and ensuring everyone has access to the information.

Additional Points

• When creating a new activity, you can specify the type of activity (e.g., phone call, meeting, email), the contact(s) involved, the date and time of the activity, the subject, any notes or details about the interaction, and even attach relevant documents.
• Retention CRM allows you to assign activities to specific users and set reminders or deadlines for follow-ups.

Associations, Chambers of Commerce and Nonprofits can use “New Activity” feature to track member, donor and other stakeholders’ engagement in educational events, fostering a more connected and informed community.