General Information Overview... 6 Organization of ProclaimCRM... 6 About this Document... 6 Additional Resources ProclaimCRM...

Transcription

1 User s Guide

2 Contents General Information... 6 Overview... 6 Organization of ProclaimCRM... 6 About this Document... 6 Additional Resources... 7 ProclaimCRM... 8 Getting Started... 8 System Requirements... 8 Logging In Navigation Registration Keys People Person Families Personal Dates Talents and Interests Managing Duplicates Groups Create a Group Group Membership Background Checks Setting up Background Checks with Protect My Ministry Running a Background Check Retrieving a Background Check Financial Funds Contributions Pledges Receipts Events Events Recurring Events Event Registrations User Guide Page 2

3 Attendance Volunteer Management Volunteer Opportunities Volunteers Background Checks Marketing Campaigns Reporting Views Dashboards Charts Administration Users Security Settings Locations Audit History Customization Forms and Fields Workflows ProclaimCRM Check Scanner Getting Started Overview System & Scanner Requirements Installation Users Contribution Processing Logging In Batches Creating in ProclaimCRM Creating in the Check Scanner Opening an Existing Batch Contributions Entering Splitting across Funds User Guide Page 3

4 ProclaimCRM Portal Getting Started Overview System Requirements Logging In Navigation Profile Connecting to ProclaimCRM Person Editing Profile Privacy Contribute Contribution Dashboard Making a One-Time Donation Checking Out Creating a Recurring Donation Updating an Existing Recurring Donation Pledge Making a Pledge Volunteer Volunteering Cart Current Items Removing an Item Directory Searching the Directory Events Register for an Event Managing Available Events Setup Initial Configuration ProclaimCRM Connection Credentials Portal Administrators Directory Readers Directory Writers Available Funds User Guide Page 4

5 Available Opportunities User Guide Page 5

6 General Information Overview Welcome to ProclaimCRM! This document will guide you through the basics of navigating and using ProclaimCRM to help your church connect, serve, and grow. Organization of ProclaimCRM ProclaimCRM is divided into four software components. ProclaimCRM for Staff Members ProclaimCRM for staff members is the core piece of ProclaimCRM. It is a web site where church staff (or trusted volunteers) can enter or update information about church members, contributions, events, etc. See p. 8 for further information. ProclaimCRM Check Scanner The ProclaimCRM check scanner is a Microsoft Windows-based application for scanning member donations and quickly associating those contributions with a fund and person. See p. 75 for further details. ProclaimCRM Member Portal The ProclaimCRM member portal is a web site hosted by a ProclaimCRM partner or by your church directly and allows everyone in your congregation to make donations by check or credit card as well as to manage the basic demographics of their profile (like mailing address, birthday, name, etc.). See p. 80 for further details. ProclaimCRM Check-In The ProclaimCRM check-in module is used to track attendance at events where that level of detail is desired. Additionally, ProclaimCRM Check-In may be used to manage the check-in process for member s children at a church-supervised childcare location. See p. Error! Bookmark not defined. for further details. About this Document This document is intended as a user guide for the main components of ProclaimCRM. Although some attention has been given to implications of using certain fields and settings, this document is not intended as an administrators guide (with the exception of the Setup section of the ProclaimCRM Portal guide, p. 92). For further details on configuring ProclaimCRM for your organization, please contact your reseller. User Guide Page 6

7 Additional Resources ProclaimCRM is built upon the foundation of Microsoft Dynamics CRM. Therefore, much of the documentation for Microsoft Dynamics CRM is valid for ProclaimCRM. This additional documentation is particularly useful for understanding how to extend ProclaimCRM through Microsoft Dynamics CRM s extensive customization capabilities. Microsoft Dynamics CRM Support Overview: Microsoft Dynamics CRM Developer Center: Additional Support / Questions: support@proclaimcrm.com User Guide Page 7

8 ProclaimCRM Welcome to ProclaimCRM! ProclaimCRM is a web-based tool designed to help your church connect to and serve its members and community as well as manage its growth. This guide will help you understand how ProclaimCRM works and what it can do for your ministry. Getting Started System Requirements The main ProclaimCRM application requires three computer roles and the requirements for each are listed below. If you purchased ProclaimCRM online, then the server components do not apply to you. Client For most staff members, their connection to ProclaimCRM will come through a web browser on their local workstation. Supported Operating Systems Windows 7 (all versions) Windows Vista (all versions) Microsoft Windows XP Professional SP3 Microsoft Windows XP Tablet SP3 Windows XP Professional x64 Edition Supported Web Browsers Internet Explorer 7, 8 and 9 Minimum PC Specifications: 2 GB of RAM Single core CPU 1.5 GHz or higher At least 1.5 GB of free disk space Recommended PC Specifications 4+ GB of RAM Multi-core CPU 1.8 GHz or higher At least 2.0 GB of free disk space Supported Productivity Applications Microsoft Office Microsoft Office System SP2 Microsoft Office 2003 SP3 User Guide Page 8

9 Web Server (On-Premise only) Supported Operating Systems Windows Server 2003, Web Edition SP2 Windows Server 2003, Standard Edition SP2, or Windows Server 2003 R2, Standard Edition SP2 Windows Server 2003, Enterprise Edition SP2, or Windows Server 2003 R2, Enterprise Edition SP2 Windows Server 2003, Datacenter Edition SP2, or Windows Server 2003 R2, Datacenter Edition SP2 Windows Server 2003, Small Business Edition R2, Standard Windows Server 2003, Small Business Edition R2, Premium Windows Server x Standard Edition SP2, or Windows Server 2003 R2 64x Standard Edition SP2 Windows Server x Enterprise Edition SP2, or Windows Server 2003 R2 64x Enterprise Edition SP2 Windows Server x Datacenter Edition SP2, or Windows Server 2003 R2 64x Datacenter Edition SP2 Windows Server 2008 Standard (32-bit and x64 versions) Windows Server 2008 Enterprise (32-bit and x64 versions) Windows Server 2008 Datacenter (32-bit and x64 versions) Windows Web Server 2008 (32-bit and x64 versions) Windows Small Business Server 2008 Standard edition Windows Small Business Server 2008 Premium edition (32-bit and x64 versions) Windows Essential Business Server 2008 Standard and Premium editions Supported Internet Information Services (IIS) Versions Internet Information Services (IIS) 6.0 IIS 7.0 in IIS with Compatibility Mode enabled SQL Server (On-Premise only) Supported Operating Systems Windows Server 2003, Standard Edition SP2, or Windows Server 2003 R2, Standard Edition SP2 Windows Server 2003, Enterprise Edition SP2, or Windows Server 2003 R2, Enterprise Edition SP2 Windows Server 2003, Datacenter Edition SP2, or Windows Server 2003 R2, Datacenter Edition SP2 Windows Server 2003, Small Business Edition R2, Standard Windows Server 2003, Small Business Edition R2, Premium Windows Server x Standard Edition SP2, or Windows Server 2003 R2 64x Standard Edition SP2 Windows Server x Enterprise Edition SP2, or Windows Server 2003 R2 64x Enterprise Edition SP2 Windows Server x Datacenter Edition SP2, or Windows Server 2003 R2 64x Datacenter Edition SP2 User Guide Page 9

10 Windows Server 2008 Standard (32-bit and x64 versions) Windows Server 2008 Enterprise (32-bit and x64 versions) Windows Server 2008 Datacenter (32-bit and x64 versions) Windows Web Server 2008 (32-bit and x64 versions) Windows Small Business Server 2008 Standard edition Windows Small Business Server 2008 Premium edition (32-bit and x64 versions) Windows Essential Business Server 2008 Standard and Premium editions Supported Microsoft SQL Server Editions Microsoft SQL Server 2005, Standard Edition with SP3 Microsoft SQL Server 2005, Enterprise Edition with SP3 Microsoft SQL Server 2005, Developer Edition with SP3 Microsoft SQL Server 2005, Workgroup Edition with SP3 Microsoft SQL Server 2005, Standard Edition, x64 with SP3 Microsoft SQL Server 2005, Enterprise Edition, x64 with SP3 Microsoft SQL Server 2005, Developer Edition, x64 with SP3 Microsoft SQL Server 2008, Standard Edition Microsoft SQL Server 2008, Enterprise Edition Microsoft SQL Server 2008, Standard Edition, x64 Microsoft SQL Server 2008, Enterprise Edition, x64 Logging In The login page for ProclaimCRM is designed to be quick and painless, while offering the best in Microsoft security. To login you will need a User name and Password. This user will need to correlate with an Active Directory user on your Domain. This alleviates the need for you and your employee s to remember yet another password; simply use your Windows login information! User Guide Page 10

11 Navigation Navigating ProclaimCRM is a simple process, although it may take time to get used to. Follow the steps in this guide as you create your first few records and you will be a professional in no time Global Ribbon The global ribbon bar is a standard Microsoft menu system. In the global ribbon you may Create, Edit, Delete, etc. records. This is represented as Number 1. Navigation The navigation bar is the primary method for jumping from section to section. This is where you will find links to all the major record s lists you manage. This is represented as Number 2. User Guide Page 11

12 View Selector The view selector allows you to switch between different canned and custom views of any list in ProclaimCRM. This is represented as Number 3. Registration Keys ProclaimCRM requires a valid registration key which is routinely validated. If you are experiencing errors related to your registration key or your trial period has expired, please contact InterDyn Artis technical support at support@proclaimcrm.com. To edit the RegKey: 1. Navigate to the Settings section by clicking Settings in the left-hand navigation (for more details on navigation, please see the Navigation section under Getting Started on p. 11). 2. Navigate to the ProclaimCRM Settings list by clicking ProclaimCRM Settings in the left-hand navigation. User Guide Page 12

13 3. Check the RegKey list item by clicking the Checkbox to the left of the RegKey list item. 4. Click the Edit button in the global ribbon. 5. The registration key is stored in the Value field. People One of the primary functions of ProclaimCRM is connecting church staff to members of the congregation. In order to do that more effectively, ProclaimCRM facilitates recording information about church members so that it can be quickly and easily communicated to other staff members and to the congregants themselves. When a member updates their address through the member portal or discusses their move with a pastor, ProclaimCRM can be updated and everyone at the church has the correct information. Person The central place to find all of the information ProclaimCRM houses about a person starts with the person record. User Guide Page 13

14 Create a New Person 1. Navigate to the person list by clicking People in the left-hand navigation (for more details on navigation, please see the Navigation section under Getting Started on p. 11). 2. Click the New button in the global ribbon. 3. Enter information about the person: Salutation: the title used in formal correspondence (i.e. Mr. Mrs., etc.) First Name: the person s first name. Middle Name: the person s middle name. Last Name*: the person s last name. Suffix: any suffix portion of the person s name (i.e. Jr., III, etc.) Nickname: the person s nickname, if any the person s address. This address will be used for any systemgenerated and will also be used to connect the person s member portal profile with the person. Family: the person s family (see the Families section on p. 17 for more information). Informal Mail Salutation: if desired, an informal salutation for mail (e.g. Dear, etc.) How Did You Hear About Us: associate the person with a campaign tracking how that person heard about the church. This can help track the effectiveness of those campaigns (see the Campaigns section under Marketing on p. 53 for more information). Prior Church: the church the person attended before joining your church. Location: if using multiple locations, the person s primary location (or campus). Home Phone: the person s home phone number. User Guide Page 14

15 Home Number Status: the visibility level of the person s home phone number to other members (e.g. in the member portal). Choose from: o All visible to everyone. o Group Members and Staff visible only to other group members and to church staff. o Staff Only visible to only church staff. o Published not used. o Unpublished not used. Mobile Phone: the person s mobile (cell) phone number. Mobile Number Status: the visibility level of the person s mobile phone number to other members (e.g. in the member portal). Choose from: o All visible to everyone. o Group Members and Staff visible only to other group members and to church staff. o Staff Only visible to only church staff. o Published not used. o Unpublished not used. Business Phone: the person s business (work) phone number. Business Phone Status: the visibility level of the person s mobile phone number to other members (e.g. in the member portal). Choose from: o All visible to everyone. o Group Members and Staff visible only to other group members and to church staff. o Staff Only visible to only church staff. o Published not used. o Unpublished not used. Fax: the person s fax number. Membership Status: the person s status with the church. This is a customizable field (for instructions, see the Forms and Fields section under Customization on p. 56) and often serves as an important component in assimilation workflows (for additional details, see the Workflows section under Customization on p. 72). ProclaimCRM ships with the following options: o Guest o Member o Regular Attendee o Youth 4. Enter the person s address: Address 1: Address Type: People can be associated with multiple addresses, although for most person records, the Address 1: Address Type will be their Primary address. Address Name: If desired, a name can be given to the address, but most of the time, this field is left empty. Street 1: Line 1 of the person s street address. Street 2: Line 2 of the person s street address (e.g. apartment number). Street 3: Line 3 of the person s street address. City: The city where the person lives. State/Province: The state or province where the person lives. ZIP/Postal Code: The person s zip code or postal code. 5. Enter details about the person: User Guide Page 15

16 Gender: The person s gender (male / female). Marital Status: The person s current marital status. Choose from: o Single o Married o Divorced o Widowed Former Name: If relevant, the person s former name (i.e. maiden name). Birthday: The person s birth date. Age: The person s age in years. This value is calculated automatically once the record is saved and cannot be entered directly. Age Group: For reporting purposes, it is useful to place people in an age group (i.e. 5 years 12 years old, 13 yeas 18 years old, etc). This list is customizable (see the Forms and Fields section under Customization on p. 70 for details). This value is calculated automatically once the record is saved and cannot be entered directly. Birth Month: the month in which this person was born. This is useful for generating reports (for example, all people who have a birthday in January). This value is calculated automatically once the record is saved and cannot be entered directly. 6. Review preferences for the person record Owner: this field plays a role in record security (see the Security section under Administration on p. 63 for details). Sync to Portal Needed: this field controls whether or not the sync to the member portal will process the record on the next pass. This field is set to Yes automatically when key fields on the person record are modified, but a sync can be forced by manually setting the value to Yes and saving the record. Portal ID: the person s ID within the portal database. This is a value used primarily for technical support and troubleshooting. However, any person record that has successfully synched to the member portal will have a value in this field. 7. Enter contact methods for the person. Preferred: the person s preferred method of contact. Choose from: o Any (e.g. no preference) o o Phone o Fax Mail whether or not this person allows s. Phone: whether or not this person allows phone calls. Mail: whether or not this person allows direct mail. Send Marketing Materials: whether or not this person allows promotional material. Preferred Calling Time: the time of the person prefers to be called. Choose from: o Morning o Evening o Weekend o Daytime o Never o No Pref Bulk whether or not the person allows Bulk . Fax: whether or not the person allows fax information. Last Date Included in Campaign: the last time this person was sent targeted in a campaign (see the Campaigns section under Marketing on p. 53 for more information). User Guide Page 16

17 8. Enter personal information for the person. Employer: who the person works for. Job Title: the person s position with their company. Industry: the person s employment field. 9. Enter demographic information for the person. Ethnicity: the person s race. Choose from: o American Indian and Alaska Native o Asian o Black or African American o Native Hawaiian and Other Pacific Islander o Some Other Race o Two or More Races o White 10. Click the Save button in the form s ribbon. At this point, the person may be related to other records in the system. For example, a number of significant dates (like baptism, first communion, etc.) may be entered (for details on significant dates, see the Personal Dates section under People on p. 21). Families The Family record is used to associate multiple people with a single group. This type of group helps describe the personal relationship between its members, and allows for a Head of Household. The Family record provides a single contact person for communications, and more realistic reporting groups. User Guide Page 17

18 Create a New Family 1. Navigate to the Families list by clicking Families in the left-hand navigation (for more details on navigation, please see the Navigation section under Getting Started on p. 11). 2. Click the New button in the global ribbon. 3. Enter information about the family: Group Name: the family s last name. Primary Contact: the family s head of household. Account Number: an identifier for the family with the church (i.e. envelope number). the address to use when contacting the household in general. This can be the same or different than the head of household s Person record (i.e. thesmithfamily@gmail.com). Group Type: the type of group. This is set to Family by default and should not be changed in this case. Family Salutation: the title used in formal correspondence for the head of household (i.e. Mr., Mrs., etc.), Location: the location of the family, for organizations with multiple locations. Status Reason: the status of a Family record. Choose from: o Active: the Family record is active and useable. Main Phone: the primary telephone number for contacting the head of household. Other Phone: a secondary telephone number for contact the head of household or spouse. 4. Enter Address information: Address 1: Address Type: a family can be associated with multiple addresses, although for most Family records, the Address 1: Address Type will be their Primary address. Address Name: (optional) a name can be given to the address, but most of the time, this field is left empty. User Guide Page 18

19 Street 1: line 1 of the family s street address. Street 2: line 2 of the family s street address (e.g. apartment number). Street 3: line 3 of the family s street address. City: the city where the family lives. State/Province: the state or province where the family lives. ZIP/Postal Code: the family s zip code or postal code. County/Region: the family s county or region. Phone: the telephone number associated with the address. 5. Enter Description information: Description: any information pertinent to the family as it affects the organization (i.e. Very helpful with youth outreaches ). 6. Click the Save button on the form s ribbon. Add a New Person to Family 1. Navigate to the Family Members list by clicking Family Members in the left-hand navigation of the form (for more details on navigation, please see the Navigation section under Getting Started on p. 11). User Guide Page 19

20 2. Click the Add New Person button on the form s ribbon. 3. Follow the steps in this document to create a new person (see Create a New Person section under People on p. 14). Add an Existing Person to Family 1. Navigate to the Family Members list by clicking Family Members in the left-hand navigation of the form (for more details on navigation, please see the Navigation section under Getting Started on p. 11). 2. Click the Add Existing Person button on the form s ribbon. 3. Select one or more people by clicking the Checkbox to the left of their name. 4. Click the OK button on the bottom right-hand side of the form. User Guide Page 20

21 Personal Dates Person Dates allow you to track important anniversary dates of your congregation and staff. For example, weddings, baptisms, confirmations, date joined, etc. Create a New Personal Date 1. Navigate to the Personal Dates list by clicking Personal Dates in the left-hand navigation (for more details on navigation, please see the Navigation section under Getting Started on p. 11). 2. Enter General information: Person: the person for whom the personal date is subject. Date: the date the personal date will or has occurred. Location: the location of the personal date. This can be used for organizations with multiple locations. Type: the type of the personal date (i.e. baptism, anniversary, joined, etc.). 3. Click the Save button on the form s ribbon. Talents and Interests Talents and Interests is a great way to manage the congregation s ever growing abilities. For example, let s imagine an outreach program whose goal is to construct new houses for those in need, and you need to know how many qualified carpenters are available to you. Or, in the absence of your usual lead guitarist, who is capable of taking the stage. User Guide Page 21

22 Create a New Talent or Interest 1. Navigate to the Talents and Interests list by clicking Talents and Interests in the left-hand navigation (for more details on navigation, please see the Navigation section under Getting Started on p. 11). 2. Click the New button on the global ribbon. 3. Enter General information: Person: the person for whom the talent or interest belongs. Last Validated: the last known date the talent or interest was confirmed to be valid. Location: the location of the talent or interest. This can be used for organizations with multiple locations. Talent or Interest: the talent or interest possessed by the specified person. 4. Click the Save button on the form s ribbon. User Guide Page 22

23 Managing Duplicates Duplicate records can cause headaches and confusion. It is always important to keep your data as clean, and accurate as possible. When forced to deal with duplicates, consider merging the two records. Merge Duplicate Records Merging duplicate records allows you to take the best of the best information from two records and merge them into one finally accurate one. For this example we will work with the Person records. 1. Navigate to the Person list by clicking People in the left-hand navigation (for more details on navigation, please see the Navigation section under Getting Started on p. 11). 2. Select two Person records by clicking their Checkboxes to the left of their names. 3. Click the Merge button on the global ribbon. 4. Select the correct information for each field by clicking the appropriate radio button. 5. Click the OK button on the bottom right-hand side of the form. User Guide Page 23

24 Groups Groups are used for a number of purposes in ProclaimCRM. Groups are used to manage church groups, families (a family is a Group of type Family) and, in some cases, access to certain resources on the ProclaimCRM member portal. Create a Group 1. Navigate to the Groups list by clicking Groups in the left-hand navigation. 2. Click the New button in the ribbon. 3. If necessary, in the form listing in the top-left of the new Group window, select the ProclaimCRM Group Form (because Families are also groups, ProclaimCRM has a separate form for editing User Guide Page 24

25 Families). 4. Enter General information: a. Group Name: a name to identify the group. b. Primary Contact: The Person that should be listed as main contact for the group. c. Account Number: The number associated with this group, if desired. d. Parent Group: Sometimes a group can be part of a larger group. The larger group can be set here and used for reporting purposes. e. The address that may be displayed for general contact for the group. f. Group Type: The category of the group (If you are having trouble with your group saving as a family, you want to set this to a different type other than Family). g. Status: What status the group is in currently. h. Main Phone: Primary contact phone to be listed. i. Other Phone: Optional secondary phone number to be listed. j. Fax: Number for Faxes k. Web Site: The URL for any website associated with the group to be listed l. Overseer: The Person that is responsible for overseeing the group can be selected here. 5. Enter Address information: a. Address Type: What category of address is being provided billing etc b. Address Name: A reference name to recognize the location represented by the address. c. Street 1: The street number and name. d. Street 2: Any suite number, or apartment number. e. Street 3: Any additional street information that needs to be included. f. City: The city where the street is contained. g. State/Province: The state or province where the city is contained. h. ZIP/Postal Code: Postal code of the address. i. Country/Region: The country or region where the address is contained. j. Phone: Phone number related to the address 6. Enter Description information a. This description of the function of the group as it should be listed. 7. Enter Membership information a. Enrollment: Whether enrollment is allowed b. Frequency: How often the group meets. c. No. of Members: The number of group members. User Guide Page 25

26 d. Minimum Age: The lowest age of possible group member. e. Default Meeting Location: The general location where meetings will be held. f. Gender Requirement: The genders which are allowed to participate. 8. Click the Save button in the form s ribbon. Group Membership Groups are a great way to keep organized. For example, you have a Men s Bible study every Wednesday evening, and you need to get the word out that the time has changed from seven o clock to eight o clock. With group membership you know who exactly you need to get in contact with and how. Add New Membership 1. Navigate to the Groups list by clicking Groups in the left-hand navigation (for more details on navigation, please see the Navigation section under Getting Started on p. 11). 2. Select a Group by clicking the Checkbox to the left of the list item. User Guide Page 26

27 3. Click the Edit button in the global ribbon. 4. Navigate to the Membership list by clicking Membership in the left-hand navigation of the form. 5. Click the Add New Membership button in the form s ribbon. 6. Enter General information: Person: the person joining the group. Role: the role the person will be fulfilling for the group (i.e. Member, Leader, etc.). Start Date: the date the person joined the group. Location: the location of the group. This is useful for organizations with multiple locations. Group: the group in which the person will be assigned. This should not be changed in this case. End Date: the date the person left the group. This is useful for historical data. Comment: a detailed summary of the person s involvement, achievements, or other information pertaining to the group. User Guide Page 27

28 7. Click the Save button in the form s ribbon. Review Membership 1. Select which Membership view you would like to use to review different membership categories such as Expired Membership Records 2. Click the checkbox next to a membership. 3. Click the Edit button in the ribbon. 4. On this edit screen you can change details of the membership. For instance, you can update the selected Person s Membership End Date, if they are no longer a member of this Group. User Guide Page 28

29 Background Checks ProclaimCRM has an Integrated Background Check portal built in. In to get started, you can visit this link and fill out the registration information. When this is completed, you will need to set up your login credentials within ProclaimCRM. Setting up Background Checks with Protect My Ministry When you finish registering with Protect My Ministry, they should provide you with an Organization ID and Password. You will need to register this information in ProclaimCRM to enable the Background Check functionality. Setting up your Integrated Background Check 1. Navigate to the Settings section by clicking Settings in the left-hand navigation (for more on navigation, please see the Navigation section under Getting Started on p. 11). 2. Navigate to ProclaimCRM Settings in the ProclaimCRM Navigation Pane. User Guide Page 29

30 3. Click the New button in the global ribbon. 4. Enter VerityOrganizationId as the Key. Be sure to pay attention to the case. 5. Enter your Organization Id provided by Protect My Ministry as the Value. 6. Click the Save and Close button in the global ribbon. 7. Click the New button in the global ribbon again. 8. Enter VerityOrganizationPassword as the Key. Be sure to pay attention to the case Enter your Password related to your Protect My Ministry account as the Value. User Guide Page 30

31 11. Click the Save and Close button in the global ribbon. Running a Background Check In order to run a Background Check, or even view the Background Check information, a User must have the proper permissions. (To learn more about Users see the related section on p. 61) 1. Navigate to the Background Checks section by clicking Background Checks in the left-hand navigation (for more on navigation, please see the Navigation section under Getting Started on p. 11). 2. Click the New button in the global ribbon. 3. Fill out the General Information related to the person you want to start a Background Check on. a. Person: The person you want to run the Background Check on. b. Date Completed: The date the Background Check was completed, this will be filled out by ProclaimCRM. c. Expiration Date: The date that the Background Check will no longer be valid. d. Type: The type of Background Check to be run. 4. Click the Save button in the global ribbon. 5. If this is your first time running a background check, you will want to click the Register button in the global ribbon after the Background Check opens. You may also need to contact the administrator of your Protect My Ministry account to have them link your ProclaimCRM User to Protect My Ministry. 6. Click the Begin Check button in the global ribbon. 7. Fill out the form that appears in the new window. a. Date: The current date, will be automatically filled out. b. First Name: The first name of the Person you wish to run a Background Check on. This will be filled out automatically. c. Middle Name: The middle name of the Person you wish to run a Background Check on. This will be filled out automatically. d. Last Name: The last name of the Person you wish to run a Background Check on. This will be filled out automatically. User Guide Page 31

32 e. Other Names Used: This field is optional, if you check the box more names fields will appear below, you can use the Add button to enter multiple Other Names. f. Social Security: The Social Security Number of the Person you wish to run a Background Check on. If you do not know this number, enter all 1 s. g. D.O.B.: The date of birth of the Person you wish to run a Background Check on. h. Sex: The sex of the Person you wish to run a Background Check on. i. Ethnicity: The ethnicity of Person you wish to run a Background Check on. j. Phone: The phone number of the Person you wish to run a Background Check on. k. Drivers License: The drivers license number of the Person you wish to run a Background Check on. l. SL State: The state where the drivers license of the Person you wish to run a Background Check on was issued. m. The address of the Person you wish to run a Background Check on. n. Address Information: The address information of the Person you wish to run a Background Check on. i. Addr. From: How long this person has lived at this address. ii. Street: The street address. iii. City: The city of the street address. iv. State: The state the city is in. v. Zip: The zip or postal code of the address. 8. Click the Submit button to go to the next screen. 9. Fill out the Background Check order information. a. Name: Verify the name is correct. b. Billing Ref: Verify the billing reference number. c. Package: Choose the package type. d. Background Checks: Check the options available in the package you wish the background check to cover. e. Order and Invite for Training: Choose if you would like any training invitations sent related to the background check. 10. Click the Next button to go to the next screen. 11. Enter the Criminal Search information in the form. a. Choose a search type: Chose whether to have the check done by county, or state wide. b. State: Verify the state where the search is performed. c. County: Verify the county where the search is performed. d. There is also an option for advanced search with a link marked click here. 12. Click the Next button to go to the next screen. 13. Fill out the Education Verification information. a. Institution Name: Name of the location being added. b. Institution Location: The City and State where this Institution is located. c. Degree Earned: Whether a Degree was attained. d. Type of Degree: The name of the course of study at this Institution. e. Dates Attended: The range of dates this Institution was attended. f. Date of Graduation: If a Degree was earned, this date is required. 14. Click the Next button to proceed to the next screen. 15. Enter the Employment Verification information in the forms. 16. Click Next to continue to the next screen. 17. Double Check the Summary of the background check being ordered. 18. Click the Submit for Background Check button to finalize the order of the Background Check. User Guide Page 32

33 Retrieving a Background Check Once you begin a Background Check, there is a short time period for processing the actual check. When this time period is underway, the status of the Background Check will appear as Pending. Once this status changes you can view the results. 1. Navigate to the Background Checks section by clicking Background Checks in the left-hand navigation (for more on navigation, please see the Navigation section under Getting Started on p. 11). 2. Select the Background Check you wish to view. 3. Click the Edit button in the global ribbon. 4. Click the View Results button in the global ribbon. Financial The financial area will help you manage your congregation s contributions to the funds that drive your community. In connection with the ProclaimCRM Portal the members of your church will have full access to the church s needs and the needs of their peers in a convenient and expedient fashion. Funds Funds can be set up in a variety of ways, but the purpose is to track contributions for a specific goal. For example, a member of the congregation has decided to embark to a remote country as a missionary trip and requires financial support. A goal can be set for this mission and monitored in both ProclaimCRM and ProclaimCRM Portal. Members can give using the Portal and track the fruits of their generosity. User Guide Page 33

34 Create a New Fund 1. Navigate to the Funds list by clicking Funds in the left-hand navigation (for more details on navigation, please see the Navigation section under Getting Started on p. 11). 2. Click the New button in the global ribbon. 3. Enter General information: Name: the name of the fund as it will be displayed. Campaign Type: the type of campaign. This will default to Fund and should not be changed for this use. GL Account: the general ledger account associated with this fund. This field can then be used when exporting contribution Advanced Find results to create a general ledger import file for your financial system. Parent Fund: a fund can be a part of a larger campaign. This is for tracking and reporting purposes. Recipient: (optional) the person whom is to receive the funds, if in fact an individual is to receive them. Location: the location of the fund. This is useful for organizations with multiple locations. Status Reason: the current status of the fund. Choose from: o Proposed: the initial stage of planning. o Ready to Launch: once the fund has been approved and arranged. o Launched: the fund is ready to begin collecting contributions. o Completed: the fund has reached its goal or its time has elapsed. o Canceled: the fund is no longer viable or needed. o Suspended: the fund is on hold until further notice. Revenue Goal: the amount in which the fund can be considered successful. Description: a detailed summary of the funds purpose. 4. Description: Information about the fund and any other details that need to be available. 5. Enter Schedule information; Proposed Begin Date: the date assumed the fund can begin. Proposed End Date: the date assumed the fund would reach its designated goal. User Guide Page 34

35 Actual Begin Date: the date the fund launched. Actual End Date: the date the fund was either completed or canceled. 6. Enter Financials information: Total Cost of Campaign Activities: read-only field that calculates total cost of activities associated with the fund. Miscellaneous Costs: additional general expenses associated with the campaign. Budget Allocated: the amount allocated to the fund for expenses. 7. Enter Portal information: Show in Portal: whether or not the campaign should be displayed in the ProclaimCRM Portal. Display Order: a numeric value that weighs the record when being sorted. Allow Pledging On Portal: whether or not individuals may make Pledges via the ProclaimCRM Portal. 8. Click the Save button on the form s ribbon. Contributions Contributions are any payments made to a particular fund. There are several supported payment types including: Cash, Check, Credit Card, ACH, and Gift in Kind. Cash can be entered manually, while checks can be scanned. Notably, once a check has been scanned the image will be displayed on the Contribution record in the Check Image section. Also, members of your congregation may make credit card or ACH payments online via ProclaimCRM Portal. Create a New Contribution 1. Navigate to the Contributions list by clicking Contributions in the left-hand navigation (for more details on navigation, please see the Navigation section under Getting Started on p. 11). User Guide Page 35

36 2. Click the New button in the global ribbon. 3. Enter General information: Batch: Used to group contributions, typically for use in an Advanced Find when retrieving financial information. The batch grouping is arbitrary, but common uses are to group by date, church service or special event. Contributions entered through the ProclaimCRM Check Scanner must be associated with a batch (see ProclaimCRM Check Scanner, p. 75). Location: The location of the contribution. This is useful for organizations with multiple locations. Donated By: The person who made the payment. Received On: The date the contribution was made. Fund: The fund for which the contribution belongs. Payment Method: The type of tender use to make the payment. This is helpful for grouping contributions correctly when reconciling to bank deposits through your financial system. Choose from: o Cash: cash money. o Check: a personal check. This payment option allows you to scan an image of the check which will be displayed in the Check Image section on the Contribution record. o Credit Card Unspecified: a debit or credit card. o Credit Card [Type] (Visa, Mastercard, etc.): a debit or credit card of the specified type. Used to group by credit card vendor, again useful for grouping similarly to how payments from the credit card processor will likely be grouped when deposited to your bank account. o ACH: Automatic Clearing House. An electronic transfer from one account to another. o Gift in Kind: a gift of any kind, generally something of subjective value and not hard currency, like a car. Reference Number: a number that can be used for sequencing multiple payments or cross-referencing other data. For instance, when scanning checks through the ProclaimCRM Check Scanner (see - ProclaimCRM Check Scanner, p. 75), the donor s check number is written to this field. Similarly, when contributions are integrated from member portal (see User Guide Page 36

37 ProclaimCRM Portal, p. 80) the credit card / ACH processor confirmation number is written to this field. Amount: the gross contribution amount. Advantage Amount: the value of any goods or services received in connection with this donation (for example, if the donation is for a charity dinner, then the advantage amount would be the actual value of the food consumed). Net Amount: The tax-deductible value of the contribution, automatically calculated as the contribution Amount less the Advantage Amount. Received On: the date the payment was received. Memo: if relevant, the Memo field of a received check. 4. Enter Advantage Description information: Advantage Description: a detailed summary of the Advantage Amount. 5. Enter Gift Description information: Gift Description: a detailed summary of what was giving in kind. For example, a dozen heavy blankets for the shelter. 6. Click the Save button in the form s ribbon. Split a Contribution It is possible for contributions to be split between funds. Although this is generally done with checks using the Check Scanner application, it may be done manually as well. Associating records in this matter are considered Connections. For example, if someone writes a check for one hundred dollars, and writes in the memo line that they would like fifty dollars to be attributed to Fund A and the other fifty dollars to go to Fund B, you will need to enter both transactions and Connect them. There are two types of splits that you can perform, one that splits a contribution into multiple new contributions, and one that joins existing contributions together. In both cases, the contributions will have a reference to each other. Splitting a Contribution Into Related Contributions 1. Select a Contribution record in the Contributions list by clicking the Checkbox to the left of the list item. 2. Click the Edit button in the global ribbon. User Guide Page 37

38 3. Click the Split button in the global ribbon. 4. Choose the desired Fund or Sub Fund for each split. 5. Add the first value of the Split in the input fields. You can also choose an advantage amount if there is one present in the current contribution. 6. Click the Add button to add this split to the list. You must continue adding splits until the Total Amount and Advantage of the Contribution is Split. You can verify this when Remaining and Remaining Advantage is $ Click the Save button in the bottom right to finalize your Split. This will automatically generate the new contributions and associate them with each other. 8. Note: You can Split a contribution that has been split before. 9. Note: If you make a mistake while adding a Split, you can always click the Remove button. Connecting Two Existing Contributions 1. Select a Contribution record in the Contributions list by clicking the Checkbox to the left of the list item. User Guide Page 38

39 2. Click the Edit button in the global ribbon. 3. Click the Splits container to activate the splits menu in the form s ribbon (a blue border will outline the container). 4. Click the Connect button in the form s ribbon. 5. Enter Connect To information: Name: the name of the related contribution. Click the Lookup icon to open the lookup form. Follow these steps to select a contribution: o Select Contribution in the Dropdown labeled Look for: o Select the Contribution that is associated with this record. o Click the OK button on the bottom right-hand side of the form. As this role: the role this connection will play. This should be set to Split. Description: a detailed summary of the connection. 6. Click the Save button in the form s ribbon. User Guide Page 39

40 Pledges Pledges are commitments people make to contribute when the time is right for them. Your congregation can make pledges through the ProclaimCRM Portal for Funds they feel convicted to support but do not yet have means to do so. Create a New Pledge 1. Navigate to the Pledges list by clicking Pledges in the left-hand navigation (for more details on navigation, please see the Navigation section under Getting Started on p. 11). 2. Click the New button in the global ribbon. 3. Enter General information: Amount: the pledged amount. Fund: the fund for which the pledge belongs. Pledged By: the person that made the pledge. Start Date: the start of the pledge period. This is typically a calendar or fiscal year period (i.e General Fund would start on January 1, 2013). Location: the location for which the location belongs. This can be used for organizations with multiple locations. Pledge Date: the date the pledge was made. End Date: the end of the pledge period. This is typically a calendar or fiscal year period (i.e General Fund would end on December 31, 2013). 4. Click the Save button in the form s ribbon. User Guide Page 40

41 Receipts Encourage the act of giving by providing contribution receipts for your congregation. Receipts can be generated automatically using the ProclaimCRM process. Generate Receipts 1. Navigate to the ProclaimCRM Processes area by clicking ProclaimCRM Processes in the lefthand navigation (for more details on navigation, please see the Navigation section under Getting Started on p. 11). 2. Navigate to the Generate Receipts process by clicking Generate Receipts in the left-hand navigation. 3. Enter Date information: Date From: the start date for which you wish to generate receipts. Date To: the end date for which you wish to generate receipts. 4. Enter Setup information: Charity Name: the name of the charity you wish to be displayed on the receipts. Charity BN/Registration #: the Charity s identification number indicating their charity status. This is a BN/Registration # in Canada or 501(c)(3) EIN in the US. Charity Address: the address of the charity you wish to be displayed on the receipts. 5. Click the Generate Receipts button below the form you just filled out. 6. Verify the Job Status below the Generate Receipts button has changed to Receipt Job Created. User Guide Page 41

42 Run a Receipt Report 1. Navigate to the ProclaimCRM area by clicking ProclaimCRM in the left-hand navigation (for more details on navigation, please see the Navigation section under Getting Started on p. 11). 2. Navigate to the Receipts list by clicking Receipts in the left-hand navigation. 3. Select the Receipts you wish to generate a report on by clicking the Checkbox to the left of the list item. 4. Click the Run Report button in the global ribbon. Then click the Receipt Report option in the options list. 5. Select the Report option you wish to use when generating the report. In this case, you will want to choose the selected records option. Other options include:: All applicable records: all receipt records regardless of the current view. The selected records: only the records you have previously selected in the Receipts list. This is the option we will choose. All records on all pages in the current view: all receipt records in the current view. 6. Click the Run Report button in the bottom right-hand side of the form. 7. Click the Print button in the top right-hand side of the report form. You may also export the report to a variety of file formats by clicking the Export button. User Guide Page 42

43 Events If you have ever organized a large event, you know it can be overwhelming without the right tool. ProclaimCRM asks the right questions to help you start the process, and then to keep you on track. Plus, events market themselves by letting you present them on ProclaimCRM Portal. People can register online, pay for tickets, and even volunteer to help make it a success. Events Event records are not only useful for having information concerning the big day, they keep track of registrants, attendance, related activities, and more. Create a New Event 1. Navigate to the Events list by clicking Events in the left-hand navigation (for more details on navigation, please see the Navigation section under Getting Started on p. 11). 2. Click the New button in the global ribbon. 3. Enter General information: Name: the name of the event. Start Time: the start date and time for the event. End Time: the end date and time for the event. Goal of Event: a detailed summary of the event s goals. For example, a Fall Festival is a safe and fun alternative for Halloween. Description: a detailed summary of the event. Ticket Required: whether or not tickets are required for the event. Campaign: the campaign, if any, for which the event is associated. Location: the location of the event. This is useful for organizations with multiple locations. Primary Contact: the primary contact or event planner. User Guide Page 43

44 Group: the group, if any, for which the event is associated. Ticket Price: the amount for admittance to the event. 4. Enter Check-In and Portal Configuration information: Print Child Tag at Check-In: whether or not a child tag should be printed automatically at the time of check-in. Print Receipt at Check-In: whether or not a receipt should be printed automatically at the time of check-in. Registration Required: whether or not registration is required for the event. Show Event in Portal: whether or not the event will be displayed in the ProclaimCRM Portal. 5. (Optional) Enter Logistics information: Room Configuration: the size or setup of the venue. Number of Chairs: the number of chairs required for the event venue. Number of Tables: the number of tables required for the event venue. 6. Click the Save button in the form s ribbon. Recurring Events Sometimes you want to create an event that takes place more than once over a period of time. You can use ProclaimCRM s Recurring Events function to add these occurrences. Adding Recurrence to an Event 1. Create or Edit an event to which you wish to add a recurrence. Be sure to set the Start Time, and End Time for the Event, as this will be copied to the Child Events. 2. Click the Recurring Event button in the ribbon. 3. Choose the Event Recurrence behavior from the options in the dialogue. a. Choose from the desired Recurrence Patterns i. Daily User Guide Page 44

45 1. Every n days. 2. Every Weekday. ii. Weekly 1. Every n weeks on specific days. a. You can choose which days of each week by checking the checkboxes. iii. Monthly 1. Every nth day of every n months. a. For example: Every 9 th day of every 2 months. 2. The nth weekday of every n months a. For example: The 3 rd Friday of every 1 months. iv. Annually 1. Recur every n years a. On a specific Month and Day i. For example: Every 1 years on January 1. b. On the nth weekday of a specific month. i. For example: On the 1 st Sunday of December. b. Pick the Range of the Recurrence i. End by a specific date. ii. End after a specific number of occurrences. c. As an example we decided to add an event that occurs every Wednesday for 10 weeks after the original event. Note: The original event is not part of this total. 4. Click Ok on the dialogue to save the event Recurrence. 5. Save the Event by clicking Save in the ribbon. User Guide Page 45

46 Editing the Event Recurrence When a Recurring Event is set up, all of the Child Events get attached to a Master Event. In order to change the pattern of the Child Events, you want to start at the Master. 1. Navigate to the Events list by clicking Events in the left-hand navigation (for more details on navigation, please see the Navigation section under Getting Started on p. 11). 2. Find the Master Event by changing the current view to Recurring Events. 3. Check the Checkbox next the Master Event that you want to change and click Edit in the ribbon. User Guide Page 46

47 4. Click the Recurrence button in the global ribbon. 5. Change the Recurrence pattern and click OK. 6. Click the Save button in the global ribbon. 7. View the Changes to the Event Recurrence by Navigating to the Events in the left-hand Navigation of the Master Event. User Guide Page 47

48 Event Registrations If an event requires registration, the individual wishing to attend may register via the ProclaimCRM Portal. This is the primary method for creating Event Registration records as it is an automated process. However, you may still manually create these records. Create a New Event Registration 1. Navigate to the Event Registrations list by clicking Event Registrations in the left-hand navigation (for more details on navigation, please see the Navigation section under Getting Started on p. 11). 2. Click the New button in the global ribbon. 3. Enter General information: Event: the event for which the registrations are associated. Amount: the amount collected from the registrant. Payment Method: the method of payment used to register. Registrant: the person whom registered. Reference Number: Payment confirmation number (e.g. from the credit card processor). User Guide Page 48

49 4. Click the Save button in the form s ribbon. Attendance You may track attendance on the fly using the ProclaimCRM Check-In tool. This is the primary method for creating Attendance records as it is an automated process. However, you may still manually create these records. Create a New Attendance Record 1. Navigate to the Attendance list by clicking Attendance in the left-hand navigation (for more details on navigation, please see the Navigation section under Getting Started on p. 11). 2. Click the New button in the global ribbon. 3. Enter General information: Event: the event for which the attendance record is associated. Person: the person whom attended the event. Date: the date and time the person checked-in for the event. User Guide Page 49

50 4. Click the Save button in the form s ribbon. Volunteer Management It is hard to believe that too many volunteers could be a bad thing, but without the right management tool it can be. ProclaimCRM lets you assign volunteers to opportunities and opportunities to events, which means the right people with the right help when you need it. Volunteer Opportunities Volunteer Opportunities can go hand in hand with event planning. Sometimes the biggest goals are easily achieved with the right help. ProclaimCRM will help you ask for help. Create a New Volunteer Opportunity 1. Navigate to the Volunteer Opportunity list by clicking Opportunities in the left-hand navigation (for more details on navigation, please see the Navigation section under Getting Started on p. 11). 2. Click the New button in the global ribbon. 3. Enter General information: Name: the name of the new volunteer opportunity. Location: the location of the volunteer opportunity. This can be useful for organizations with multiple locations. User Guide Page 50

51 Category: the category for which the volunteer opportunity will be associated. The options will vary depending upon your organization s setup. Group: the group for which the volunteer opportunity is associated. Number of People Needed: the number of people needed to fulfill the volunteer opportunities requirements. Primary Contact: the primary contact or volunteer opportunity coordinator. Show In Portal: whether or not to display the volunteer opportunity in the ProclaimCRM Portal. Yes will allow people to volunteer for the opportunity online. 4. Enter Description information: Description: a detailed summary of the volunteer opportunity. 5. Click the Save button in the form s ribbon. Volunteers Volunteers can play a huge role in a church s ability to make big things happen. Large events just do not happen without the labor of the willing. People can volunteer using the ProclaimCRM Portal and let you know how they think they can help. You can associate the best suited volunteers with a Volunteer Opportunity and get the ball rolling. Create a New Volunteer 1. Navigate to the Volunteers list by clicking Volunteers in the left-hand navigation (for more details on navigation, please see the Navigation section under Getting Started on p. 11). User Guide Page 51

52 2. Click the New button in the global ribbon. 3. Enter General information: Name: a descriptive title for the record. Person: the person acting as a volunteer. Status Reason: the status of the potential volunteer. Choose from: Pending or Selected. Volunteer Opp.: the Volunteer Opportunity for which the volunteer is associated. 4. Click the Save button in the form s ribbon. Background Checks Background Checks are essential for any organization. If you are hiring for a Children s Pastor, for example, you may want to know if there are any indiscretions in their past. Of course, you will have to perform the background check yourself, but this is a great way to keep them organized. Create a New Background Check 1. Navigate to the Background Checks list by clicking Background Checks in the left-hand navigation (for more details on navigation, please see the Navigation section under Getting Started on p. 11). User Guide Page 52

53 2. Click the New button in the global ribbon. 3. Enter General information: Person: the person whom the background check was performed. Date Completed: the date the background check was performed. Type: the type of background check performed. For example, Criminal, Drug Screen, etc. Location: the location of the background check. This is useful for organizations with multiple locations. Status Reason: the current status of the background check. Choose from: Pending, Passed, or Failed. Expiration Date: the date the background check is no longer applicable or valid. 4. Click the Save button in the form s ribbon. Marketing Along with funds, you may wish to track the relative effectiveness of various campaigns to increase community involvement, to attract new church members or other similar efforts to help your church connect, serve and grow. Campaigns Campaigns are high level initiatives that can include multiple Events, Activities, Funds, etc. They are the backbone of your marketing strategies. Campaigns can be more than just a management tool for your Funds; they can be used to manage Direct Marketing, Advertising, and more. You can use Campaigns to assign activities to individuals, track responses, and manage cost. Campaigns will help you manage your organization s growth and success. User Guide Page 53

54 Create a New Campaign 1. Navigate to the Campaigns list by clicking Campaigns in the left-hand navigation (for more details on navigation, please see the Navigation section under Getting Started on p. 11). 2. Click the New button in the global ribbon. 3. Enter General information: Name: the name of the campaign as it will be displayed. Campaign Type: the type of campaign. GL Account: if relevant, this can be used to associate the campaign with a general ledger account. Parent Fund: a campaign can be a part of a larger campaign. This is for tracking and reporting purposes. Recipient: (optional) the person whom is to receive the benefits derived from the campaign, if in fact an individual is to receive them. Location: the location of the campaign. This is useful for organizations with multiple locations. Status Reason: the current status of the campaign. Choose from: i. Proposed: the initial stage of planning. ii. Ready to Launch: once the campaign has been approved and arranged. iii. Launched: the campaign is ready to begin. iv. Completed: the campaign has reached its goal or its time has elapsed. v. Canceled: the campaign is no longer viable or needed. vi. Suspended: the campaign is on hold until further notice. Revenue Goal: the amount in which the campaign can be considered successful. Description: a detailed summary of the campaigns purpose. 4. Enter Schedule information; Proposed Begin Date: the date assumed the campaign can begin. Proposed End Date: the date assumed the campaign would reach its designated goal. Actual Begin Date: the date the campaign launched. Actual End Date: the date the campaign was either completed or canceled. User Guide Page 54

55 5. Enter Financials information: Total Cost of Campaign Activities: read-only field that calculates total cost of activities associated with the campaign. Miscellaneous Costs: general expenses associated with the campaign. Budget Allocated: the amount allocated to the campaign for expenses. 6. Enter Portal information: Show in Portal: whether or not the campaign should be displayed in the ProclaimCRM Portal. Display Order: a numeric value that weighs the record when being sorted. Allow Pledging On Portal: whether or not individuals may make Pledges via the ProclaimCRM Portal. 7. Click the Save button in the form s ribbon. Reporting Lists are useful but it is very difficult to get a concise picture of what it really all means from just a simple list. ProclaimCRM allows you to create custom views, charts, dashboards, and more. You can filter lists on the fly, view charts in tandem with lists using panes, and save and share your custom creations with your organization. Views A view is one way to look at a particular set of information. For example, in the Receipts list perhaps you only want to see Cash Receipts, this is called Filtering. Or, maybe you want to sort receipts by person, and you want to display the Person column. These changes can be saved as Views to be used at any time in the future. Create a New Personal View This example will demonstrate how to filter receipts by Cash Receipts and add the Person column to a custom view. 1. Navigate to a list of your choosing. In this case you will want to navigate to the Receipts list by clicking Receipts in the left-hand navigation (for more details on navigation, please see the Navigation section under Getting Started on p. 11). User Guide Page 55

56 2. Click the View tab in the global ribbon. 3. Click the New Personal View button in the global ribbon. 4. Click the Select link in the form. 5. Choose Receipt Type in the dropdown menu. 6. Click the ellipsis button that appears when you hover over Enter Value: Receipt Type with your mouse. 7. Select Cash Receipt in the list box. 8. Click the >> (Add) button to add Cash Receipts to the Selected Values list box. 9. Click the OK button in the bottom right-hand section of the form. User Guide Page 56

57 10. Click the Edit Columns button in the form s ribbon. 11. Click the Add Columns button in the Column Tasks section on the right-hand side of the form. 12. Select the Person list item in the list. 13. Click the OK button in the bottom right-hand section of the form. 14. Use the Arrow buttons in the Column Tasks section of the form to arrange the column. 15. Click the OK button in the bottom right-hand section of the form. 16. Click the Save button in the form s ribbon. 17. Enter General information: Name: the name of the new view. In this case we will name it Cash Receipts with Person. Description: a detailed summary of the view. 18. Close the Form by clicking the Windows X button. User Guide Page 57

58 19. Click the Refresh button in the global ribbon. 20. Select the Cash receipts with Person view from the View Selector dropdown list below the global ribbon. Dashboards Dashboards are a high level representation of your organization. ProclaimCRM uses dashboards to help you quickly identify gains or short comings in your organization s performance. Create a New Dashboard In this example we will create a 4-Column Overview Dashboard for Events. 1. Navigate to the Dashboards area by clicking Dashboards in the left-hand navigation (for more details on navigation, please see the Navigation section under Getting Started on p. 11). User Guide Page 58

59 2. Click the New button in the global ribbon. 3. Select the 4-Column Overview Dashboard option in the options list. 4. Click the Create button in the bottom right-hand section of the form. 5. Enter a Name for the new Dashboard. In this case we will name it Events Overview. 6. Click the Chart icon in the first box on the top row. 7. Select the appropriate options by using the dropdown lists. In this case you will choose: Record Type: Event. View: Active Events. Chart: Total Attendance by Month. 8. Click the OK button in the bottom right-hand section of the form. 9. Click the List icon in the bottom (largest) box. 10. Select the appropriate options by using the dropdown lists. In this case you will choose: Record Type: Event Registrations. View: Active Event Registrations. 11. Click the OK button in the bottom right-hand section of the form. User Guide Page 59

60 12. Click the Save and Close button in the form s ribbon. Charts Charts can be detailed and sophisticated or simple representations of data. ProclaimCRM is packaged with a variety of pre-designed charts for your use. Once a chart has been created it can be added to a Dashboard and viewed in tandem with lists by using the Chart Pane. Create a New Chart In this example we will create a chart to show the number of active Activities by their type. 1. Navigate to a list of your choosing. In this case you will want to navigate to the Activities list by clicking Activities in the left-hand navigation (for more details on navigation, please see the Navigation section under Getting Started on p. 11). 2. Click the Charts tab in the global ribbon. 3. Click the New Chart button in the global ribbon. 4. Select the appropriate options by using the dropdown lists in the Chart Designer. In this case you will choose: Legend Entries (Series): Activity. Horizontal (Category) Axis Labels: Activity Type. User Guide Page 60

61 5. Click the Save and Close button in the global ribbon. Administration Users ProclaimCRM uses Active Directory to authenticate its users. However, the users in your Active Directory are not given access to ProclaimCRM automatically. They must also be created in ProclaimCRM. Once a user has been created they will be allowed to log into the system using their Windows username and password. Create a New User 1. Navigate to the Settings area by clicking Settings in the left-hand navigation (for more details on navigation, please see the Navigation section under Getting Started on p. 11). 2. Navigate to the Administration area by clicking Administration in the left-hand navigation 3. Click the Users link in the Administration area. User Guide Page 61

62 4. Click the New button in the global ribbon. 5. Enter General information: User Name: the Windows user name including domain. For example, DOMAIN\Bradley_Adams First Name: the user s first name. Last Name: the user s last name. Title: the user s work title. Primary the primary address for the user. 2: a secondary address for the user. Mobile Alert an address for which to receive mobile alerts. Fax: the fax number of the user. Main Phone: the primary telephone number for the user. Other Phone: an alternative telephone number for the user. Home Phone: the telephone number for which the user can be reached at home. Mobile Phone: the telephone number for the user s mobile device. Preferred Phone: the user s preferred telephone number for communication. Pager: the user s pager number. Manager: the user s immediate manager. Territory: the territory for which the user opporates. Business Unit: the organization for which the user belongs. Site: the building site for which the user operates. access type Incoming: Specifies how sent to the user should be processed. Choose from: o None: incoming s will not be received by ProclaimCRM. o Microsoft Dynamics CRM for Outlook: s will be received through Microsoft Outlook and processed by the Microsoft Dynamics CRM for Outlook add-in. o Router: incoming s will be received by the Dynamics CRM router (a tool, outside the scope of this document, that can be configured to automatically track some or all incoming our outgoing ) and processed according to its settings. o Forward Mailbox: s will be forwarded from an alternate address. access type Outgoing: o None: s may not be sent from ProclaimCRM. o Microsoft Dynamics CRM for Outlook: s generated in ProclaimCRM will be sent from Microsoft Outlook and processed by the Microsoft Dynamics CRM for Outlook add-in. o Router: s generated in ProclaimCRM will be sent through the Microsoft Dynamics CRM Router and processed according to its settings. User Guide Page 62

63 Access Mode: the privileges of the user. Choose from: Read-Write, Administrative, or Read License Type: aligns with the software license purchased. Choose from: o Full: user will have full access (based on security settings) to ProclaimCRM, from any computer. o Limited: user will have read-only access to ProclaimCRM, from any computer. o Full Device: user will have full access (based on security settings) to ProclaimCRM, from a single, shared computer. o Limited Device: user will have read-only access to ProclaimCRM from a single, shared computer. Default Queue: some records in ProclaimCRM can be processed by a group of people (incidents, for instance). Assigning a user to a default queue means that they can take ownership of shared-responsibility records for the specified group. 6. Enter Address information: Street 1: the user s primary street information. Street 2: the user s secondary street information. Street 3: the user s tertiary street information. City: the user s city. State/Province: the user s state or province. ZIP/Postal Code: the user s zip or postal code. Country/Region: the user s country or region. 7. Click the Save button in the form s ribbon. Security Security is a key concern for most organizations. ProclaimCRM makes this process simple by using Security Roles that can be applied to users to limit their control of the system. Access the Security Roles 1. Navigate to the Settings area by clicking Settings in the left-hand navigation (for more details on navigation, please see the Navigation section under Getting Started on p. 11). User Guide Page 63

64 2. Navigate to the Administration area by clicking Administration in the left-hand navigation. 3. Click the Security Roles link in the Administration area. Settings ProclaimCRM can be customized in almost every way and there are settings for just about everything. A good place to start is the System Settings form. Access the System Settings 1. Navigate to the Settings area by clicking Settings in the left-hand navigation (for more details on navigation, please see the Navigation section under Getting Started on p. 11). 2. Navigate to the Administration area by clicking Administration in the left-hand navigation. 3. Click the System Settings link in the Administration area. User Guide Page 64

65 Locations Large organizations need the ability to separate records by location or territory on occasion. Luckily, on every ProclaimCRM record there is a Location field, which grants the ability to do just that. Once you create a new location it will become available for selection on all ProclaimCRM records. Create a New Location 1. Navigate to the Settings area by clicking Settings in the left-hand navigation (for more details on navigation, please see the Navigation section under Getting Started on p. 11). 2. Navigate to the Administration area by clicking Administration in the left-hand navigation. 3. Click the Business Units link in the Administration area. 4. Click the New button in the Administration area toolbar. 5. Enter General information: Name: the name of the new location. Division: if relevant, locations can be grouped into larger groups, or divisions. Parent Business: the parent location. Web Site: the web site of the new location. Main Phone: the primary telephone number. Other Phone: a secondary telephone number. Fax: the fax number of the new location. the of the new location. 6. Enter Addresses information: Street 1: the primary street address. Street 2: the secondary street address. User Guide Page 65

66 Street 3: the tertiary street address. City: the city of the new location. State/Province: the state or province of the new location. Zip/Postal Code: the zip or postal code of the new location. Country/Region: the country or region of the new location. 7. Click the Save and Close button in the form s toolbar. 8. Navigate to the Administration area by clicking Administration in the left-hand navigation. 9. Click the Teams link in the Administration area. 10. Change the view to All Teams to see if the Team was automatically created. 11. Look for a team with the same name as the Business Unit you created. If there is on, click on that team and click Edit in the ribbon. You can then proceed to step 15. Otherwise, continue through steps to create a new team. User Guide Page 66

67 12. Click the New button in the global ribbon. 13. Enter General information: Team Name: the name of new location. Administrator: the person who will be in charge of the new team. Business Unit: the business unit that corresponds with the new team and location. Default Queue: some records in ProclaimCRM can be processed by a group of people (incidents, for instance). Assigning a team to a default queue means that the team has responsibility for records in that queue. Description: a detailed summary of the new team for this location. 14. Click the Save and Close button in the form s ribbon. 15. Add security to the new team to tell ProclaimCRM what access the team will have to edit and view information within ProclaimCRM. 16. Select the Team related to the Business Unit. 17. Edit the Team by clicking Edit in the ribbon. 18. Navigate to the Security area by clicking Security Roles in the left-hand navigation. 19. Click the Manage Roles button in the main pane. User Guide Page 67

68 20. Select which Security Roles you want to include for the team and Click OK. 21. Navigate to the Locations area by clicking Locations in the left-hand navigation. 22. Click the New button in the global ribbon. 23. Enter General information: Name: the name of the new location. Team: the team for which the location is associated. User Guide Page 68

69 24. Click the Save button in the form s ribbon. Audit History ProclaimCRM can record every action taken by a user while going about their day. Audit records are very practical tools for identifying and preventing foul-play in your system. Access the Audit Summary View 1. Navigate to the Settings area by clicking Settings in the left-hand navigation (for more details on navigation, please see the Navigation section under Getting Started on p. 11). 2. Navigate to the Auditing area by clicking Auditing in the left-hand navigation. 3. Click the Audit Summary View link in the Auditing area. Customization Some organizations are similar but none are the same. Customizations with ProclaimCRM give you the leverage you need to conduct your business the way it works for you best. User Guide Page 69

70 Forms and Fields Forms are mostly made up of fields, and forms make up a large part of the ProclaimCRM user experience. Customizing a form can help you make that experience better suited for your organization. Customize a Form In this example we will add a field to the Person record to capture new data about the congregation member. 1. Navigate to the Settings area by clicking Settings in the left-hand navigation (for more details on navigation, please see the Navigation section under Getting Started on p. 11). 2. Navigate to the Customizations area by clicking Customizations in the left-hand navigation. 3. Click the Customize the System link in the Customizations area. 4. Expand the Entities node by clicking Entities in the form s left-hand navigation. User Guide Page 70

71 5. Expand the Person node by clicking Person in the form s left-hand navigation. 6. Click the Forms link in the form s left-hand navigation. 7. Click the ProclaimCRM Main Person Form link in the Forms area. 8. Click the New Field button in the bottom right-hand section of the form. 9. Enter General information: Display Name: the name to be displayed on the form. Requirement Level: the mandatory status of the item. Choose from: o No Constraint: not mandatory. o Business Recommended: recommended. o Business Required: mandatory. Name: the name of the new field. Searchable: whether or not the field is searchable. Field Security: in order to implement field-level security (e.g. allowing some users who can see the relevant record type, but preventing them from seeing the particular field in question), this field must be set to Enabled. Auditing: if enabled (and auditing is enabled for the parent entity), then every time this field s value is changed, ProclaimCRM will track who changed the field, when and what it s old and new values were. Description: a detailed summary of the new field. Type: the type of field. The fields in this section will depend on the type. 10. Click the Save and Close button in the form s toolbar. User Guide Page 71

72 11. Drag the new Field to an empty area on the form. 12. Click the Save and Close button in the form s ribbon. Workflows Create a New Workflow In this example we will create a process to a user when a Person record is created. 1. Navigate to the Settings area by clicking Settings in the left-hand navigation (for more details on navigation, please see the Navigation section under Getting Started on p. 11). 2. Navigate to the Processes area by clicking Processes in the left-hand navigation. 3. Click the New button in the Processes toolbar. 4. Enter General information: Process name: the name of the new process. In this case, Notification for New Person Record. Entity: the entity for which the process will be listening. In this case, Person. Category: the category for which the workflow belongs. In this case, Workflow. Type: whether or not you wish to use a template. In this case, New blank process. 5. Click the OK button in the bottom right-hand section of the form. 6. Enter General information: User Guide Page 72

73 Available to Run: options for executing the process. In this case, we will leave both options unselected. The options are: o As an on-demand process: enables the user to start the process manually, o As a child process: enables the workflow creator or process designers to use this workflow as a child process in other workflows. Scope: when the process will be executed. In this case, Organization. The options are: o User: current user only. o Business Unit: one location only. o Parent: Child Business Units: all locations under the current parent location. o Organization: the entire organization. Start when: options to trigger the process. In this case, Record is created. The options are: o Record is created: a new record is created. o Record status change: the record changes from active to inactive or vice versa. o Record is assigned: the record gets assigned to a user. o Record fields change: a particular field is updated on the record. This will require the additional step of specifying the field. o Record is deleted: an existing record is deleted. 7. Click the Add Step button in the list below. 8. Select the Send option in the Add Step dropdown list. 9. Enter information: Description: a short description of the . In this case, New Person Record. Send whether or not to use a template. In this case, we will use Create New Message. 10. Click the Set Properties button in the list item. 11. Complete form fields. User Guide Page 73

74 12. Click the Save and Close button in the Create New form s toolbar. 13. Click the Save and Close button in the New Process form s toolbar. User Guide Page 74

75 ProclaimCRM Check Scanner Getting Started Overview ProclaimCRM provides Check Scanning software which integrates with ProclaimCRM. This software allows users to scan checks into batches and add new records to ProclaimCRM where necessary. The software will save a check image, and automatically parse certain relevant information on the check. System & Scanner Requirements The ProclaimCRM Check Scanning software requires Windows XP or above. A USB port. A Magtek MICR Imagesafe USB/Dual Scan Check Scanner. Manufacturer part# Installation You will be provided a copy of the Magtek Check Scanner s Drivers which need to be installed on the computer you wish to use the scanner with. You will also be give a copy of the check scanning software. Installing the Magtek Driver 1. Extract the Zip file containing the driver to a directory of your choosing. 2. Run the Setup.exe to start the installation process. 3. Follow the steps in the Install Wizard to finish installing the Driver. User Guide Page 75

76 Installing the ProclaimCRM Check Scanning Software 1. Extract the Zip file containing the software to a directory of your choosing. 2. Run the Setup.exe to start the installation process. 3. Follow the steps in the Install Wizard to finish installing the Software. 4. Navigate to the folder where you installed the software. The default path is C:\Program Files (x86)\stepp Solutions LLC\ProclaimCRM 2011 Check Scanner. 5. You can create a shortcut to the software by right-clicking on the ProclaimCheckScanner.exe and clicking Create Shortcut. You can then move this shortcut to your desktop. User Guide Page 76

77 Users Contribution Processing Logging In 1. Make sure your Magtek Check Scanner is powered and plugged into the USB port on your computer. 2. Run the ProclaimCheckScanner.exe or a shortcut to the executable. 3. Log in with your ProclaimCRM username and password. If you put the domain name in your username when logging into ProclaimCRM, you will also include that here. 4. Wait a few seconds for the program to open, and you should see the ProclaimCRM Check Scanner interface appear. User Guide Page 77

78 Batches Batches are used to organize financial information. Each batch contains information about the total number of items and total amount of related contributions. When entering contributions using the Proclaim Check Scanner software, you required to organize these contributions into batches. You have two options of where you can create these batches, either within ProclaimCRM itself or directly from the Check Scanner. Creating in ProclaimCRM 1. Navigate to the Batch location by clicking on Batches in the navigation pane on the left. 2. Click New Batch in the global ribbon. 3. Enter the General information related to the Batch. a. Name: The name used to identify the Batch. b. Fund: If there is an associated Fund for the Batch Contributions, select it here. c. Control Item Count: The total number of Contributions that should be in the Batch. d. Control Batch Amount: The total of the Contributions that should be in the Batch. e. Event: If there is an associated Event you can select it here. f. Date Received: This defaults to the date the Batch is created, but it can be changed. g. Number of Items: This will be a running total of the actual Contributions input into ProclaimCRM. h. Batch Amount: This will be the total of the Contributions after they are input into ProclaimCRM. i. Motivation Campaign: If there is a Campaign associated with the Batch it can be selected here. j. Apply To Batch Contributions: This can be selected if you would like any changes to a Batch, as far as related Fund, Event, or Campaign to effect the Batch s child Contributions as well. 4. Click the Save or Save and Close button in the global ribbon. User Guide Page 78

79 Creating in the Check Scanner Opening an Existing Batch Contributions Entering Splitting across Funds User Guide Page 79

80 ProclaimCRM Portal Getting Started Overview The ProclaimCRM Portal is used to facilitate connecting with your membership. Church members can manage their profile, make donations, sign up for events, participate in small groups and perform other church-related tasks. System Requirements The ProclaimCRM Portal is accessed over the Internet through a web browser. All major, modern browsers are supported. Supported Internet Browsers Apple Safari, version 5.0 or greater Microsoft Internet Explorer, version 7.0 or greater Mozilla Firefox, current version (e.g. the version that will be installed if automatic updates are enabled) Google Chrome, current version (e.g. the version that will be installed if automatic updates are enabled) Logging In ProclaimCRM leverages other services to manage member usernames and passwords. This means that members don t have another password to remember (i.e. they can log-in with the same username and password they use to log into Facebook). Note: ProclaimCRM does not receive these usernames or passwords directly from the other services. Logging in, for example, with your Facebook account, does not grant ProclaimCRM access to your Facebook profile. To log in: 1. Navigate to your church s ProclaimCRM Portal URL. User Guide Page 80

81 2. Choose from a variety of sign in options: Navigation At the top of the page you will notice a navigation button bar. Choose from: Home: this is the main page for ProclaimCRM Portal. It defaults to the Dashboard. Dashboard: a page that contains a summary for each section. Use the Dashboard to get a quick overview of all your activities in ProclaimCRM Portal. Contribute: the contribution page allows you to make donations toward your church s supported causes. Pledge: the pledge page allows you to set a personal goal for contributions toward a particular church supported cause. Volunteer: the volunteer page allows you to sign-up for opportunities for which your church has requested help. Cart: your cart holds all uncompleted transactions until you are ready to check-out. Events: the events page allows you to view and register for church events and functions. Directory: the directory page allows you to search the church s directory for staff and other congregation members. Profile: the profile page allows you to setup and edit your personal profile and privacy settings. Profile Connecting to ProclaimCRM Person The first time a member logs in to the member portal (for each sign-in service, like Facebook or Yahoo!), their log-in needs to be associated with their ProclaimCRM profile. User Guide Page 81

82 1. Navigate to the Profile age by clicking on the Profile tab at the top of the page. 2. Enter the Address the church has on file for you. 3. Click the Save button at the bottom of the Profile form. 4. The system will detect that your address is already on file and prompt you to Register your login with that profile. Click the Register button. 5. Check your . The system will you a confirmation with a link to complete the registration process. Click the link. Your login is now associated with your church profile. You can confirm this by reviewing your profile information (see Editing Profile, p. 82). Editing Profile To edit your profile: 1. Navigate to the Profile page by clicking on the Profile tab at the top of the page. 2. Edit the information for the profile: First Name: your first name. Middle Name: your middle name. Last Name: your last name. Address: your address. Mobile Address: your mobile telephone number. Privacy settings include: Staff Only, All, or Group Members and Staff. Mobile Phone Carrier: the carrier of which your mobile phone uses. Texting Allowed For: whether texting is allowed to your mobile telephone. Choose from: Do Not Allow, Emergency Only, Staff Only, All, or Group Members and Staff. Home Phone: the telephone number for your residence. Privacy settings include: Staff Only, All, or Group Members and Staff. Work Phone: the telephone number where you work. Privacy settings include: Staff Only, All, or Group Members and Staff. Birthday: your birth day. Location: the church location you frequent. Address 1: your primary address field. Address 2: your secondary address field. City: the city where you reside. State / Province: the state where you reside. User Guide Page 82

83 Zip / Postal Code: the zip or postal code where you reside. Country: the country in which you reside. 3. Click the Save button at the bottom of the Profile form. To edit your Talents and Interests: 1. Navigate to the Profile page by clicking on the Profile tab at the top of the page. 2. Click the Edit Talents and Interests button at the top of the Profile form. To edit your options: 1. Navigate to the Profile page by clicking on the Profile tab at the top of the page. 2. Click the Edit Options button at the top of the Profile form. Privacy Privacy is important to everyone. When setting up your profile, be sure you pay attention to the telephone privacy options: Staff Only: this option is for telephone and texting privacy. Selecting this option will allow only the church staff to communicate with you using this telephone number. Group Members and Staff: this option is for telephone and texting privacy. Selecting this option will allow peers with whom you are associated and church staff to communicate with you using this telephone number. Emergency Only: this option is for texting privacy. Selecting this option will allow church staff to communicate with you using this telephone number only in an emergency. All: this option is for telephone and texting privacy. Selecting this option will make your telephone number visible to everyone. Do Not Allow: this option is for texting privacy. Selecting this option will ensure that you never receive a text message from the church staff under any circumstances. User Guide Page 83

84 Contribute Contribution Dashboard The Contribution Dashboard is made up of five different areas to assist you in everything contribution. The areas include: Recurring Contributions: this area helps you manage your existing recurring contributions. Recent Contributions: this area displays your previous one time contributions. Recurring Contribution: the area has a form that can be completed to create a new recurring contribution. One Time Contribution: this area has a form that can be completed to create a new one time contribution. Pledges: this area lets you view your pledges and make contributions against them. Making a One-Time Donation To make a one-time contribution: 1. Navigate to the Contribute page by clicking on the Contribute tab at the top of the page. 2. Complete the required information in the One Time Contribution form: Choose a Quick Amount: Make a selection here if you wish to contribute a designated amount. Choose from: $20, $50, $100, $250, or $1000. Other Amount: If you wish to make a specific contribution, enter the amount in the text box labeled Other Amount. Choose a Location: the location of the church for which you wish to contribute (if your church doesn t have multiple locations, this drop-down won t appear). This defaults to your location. User Guide Page 84

85 Direct My Funds to: the fund for which you wish your contribution to help. Sub Fund: (If applicable) a more specific fund belonging to the fund you wish your contribution to help. 3. Click the Check Out button at the bottom of the One Time Contribution form. Checking Out When a contribution is made your cart will be populated with that item for checkout. To check out: 1. Navigate to the Cart page by clicking on the Cart tab at the top of the page. 2. Review the items in your cart for accuracy. 3. After reviewing the items in your cart, click the Check Out button below the cart table. 4. Enter your payment information: Payer: o Payer Name: the name of the payer as it appears on the Check or Credit Card (First, Middle, Last). Payment Method: o Credit Card: selecting credit card will enable the following mandatory fields: o Credit Card Number: the number on the credit card used for making transactions. o Expires: the date in which the credit card expires (Month / Year). User Guide Page 85

86 o CVV: the numeric security number (generally located on the back of the credit card). o Check: selecting check will enable the following mandatory fields: o Transit Number: the routing number used for making online transactions. o Account Number: the account written on the check that is associated with your bank account. Billing Address: o Address 1: the primary address for billing purposes. o Address 2: the secondary address for billing purposes. o City: the city for which the billing address is associated. o State / Province: the state or province for which the billing address is associated. o Zip / Postal Code the zip or postal code for which the billing address is associated. o Country: the country for which the billing address is associated. 5. Click the Continue button at the bottom of the Payment Information form. 6. Review the contents of your cart and the information you just provided. 7. After reviewing, click the Confirm Checkout button above or below the Confirm Checkout form. Creating a Recurring Donation To make a recurring donation: 1. Navigate to the Contribute page by clicking on the Contribute tab at the top of the page. 2. Complete the required information in the Recurring Contribution form: Choose a Quick Amount: Make a selection here if you wish to contribute a designated amount. Choose from: $20, $50, $100, $250, or $1000. User Guide Page 86

87 Other Amount: If you wish to make a specific contribution, enter the amount in the text box labeled Other Amount. Choose a Location: the location of the church for which you wish to contribute. Direct My Funds to: the fund for which you wish your contribution to help. Sub Fund: (If applicable) the child fund belonging to the fund you wish your contribution to help. Schedule: the frequency at which you wish this contribution to occur. o Frequency: the period of time between contributions. Choose from: Weekly, Bi- Weekly, Monthly, Quarterly, Semi-Annually, or Annually. o Start Date: the date in which you wish the recurring contributions to begin. o End Date: (Optional) the date in which you wish the recurring contributions to end. 3. Click the Check Out button at the bottom of the Recurring Contribution form. Updating an Existing Recurring Donation To update an existing recurring contribution: 1. Navigate to the Contribute page by clicking on the Contribute tab at the top of the page. 2. Click the Edit link for the recurring contribution you wish to edit in the Recurring Contributions area. User Guide Page 87

88 3. Make the appropriate changes to the recurring contribution using the form. 4. To make changes to your payment information for this recurring contribution, click the Change Payment Information button above the Edit Recurring Donation form. 5. Click the Save Changes button above or below the Edit Recurring Donation form if you wish to keep the changes you have made. Otherwise, click the Cancel Edit button. Pledge Making a Pledge To make a pledge: 1. Navigate to the Pledge page by clicking on the Pledge tab at the top of the page. 2. Complete the required information in the Make a Pledge form: Choose a Quick Amount: Make a selection here if you wish to pledge a designated amount. Choose from: $20, $50, $100, $250, or $1000. Other Amount: If you wish to pledge a specific amount, enter the amount in the text box labeled Other Amount. Choose a Location: the location of the church for which you wish to pledge. Choose a Cause: the fund for which you wish your pledge to go. User Guide Page 88

89 Schedule: the frequency at which you wish this contribution to occur. o Start Date: the date in which you wish the pledge to begin. o End Date: the date in which you wish the pledge to end. 3. Click the Add Pledge button at the bottom of the Make a Pledge form. Volunteer Volunteering To search for a volunteer opportunity: 1. Navigate to the Volunteer page by clicking on the Volunteer tab at the top of the page. 2. Select a location for which to search. 3. Click the Search button at below the selection dropdown list. 4. Select the opportunity you wish to view by clicking the link under Volunteer Opportunity Name. 5. Review the opportunity details and its requirements. 6. If you want to volunteer for this opportunity, click the Sign-up link above the Volunteer Opportunity Details form. 7. Enter any additional information that might help the opportunity coordinator. User Guide Page 89

90 8. Click the Sign-up button below the additional information field. Cart Current Items The number in parentheses next to the Cart tab label indicates the number of items currently in your cart. Removing an Item To remove an item from your cart: 1. Navigate to the Cart page by clicking on the Cart tab at the top of the page. 2. Click the Remove link next to the item you wish to remove. Directory Searching the Directory To search the directory: 1. Navigate to the Directory page by clicking on the Directory tab at the top of the page. 2. Use the Select Location Dropdown list to filter your results by church location. 3. Use the Filter On Dropdown list to specify how you want your search filtered. 4. Use the Search Textbox at the top of the form to filter the results by name. User Guide Page 90

91 5. Alternatively, use the Letter buttons below the search textbox to filter by first letter of name. Events Register for an Event 1. Navigate to the Events page by clicking on the Events tab at the top of the page. 2. Use the Select Location Dropdown list to filter events by church location. 3. Click the Event link you wish to view. 4. If you wish to register for the event, click the Register link above the event details form. 5. Click the Register button at the bottom of the form. Managing Available Events To manage events in ProclaimCRM: 1. Log in to ProclaimCRM. User Guide Page 91

92 2. Navigate to the Events list by clicking Events in the left-hand navigation (for more details on navigation, please see the Navigation section under Getting Started on p. 11). 3. Select an event by clicking the Checkbox to the left of the list item. 4. Click the Edit button in the global ribbon. 5. Make a selection between Yes or No to determine whether or not the Event should be displayed in the ProclaimCRM Portal. 6. Click the Save and Close button in the form s ribbon. Setup Initial Configuration When initially deployed, your member portal is disconnected from ProclaimCRM and must be configured appropriately: User Guide Page 92

93 1. Create a Portal Administrators group (see Groups, p. 24) and assign your Person record (if you don t already have a person record, see Create a New Person, p. 14) as the group s leader (see Add New Membership, p. 26). 2. Set ProclaimCRM Connection Credentials, p. 93. ProclaimCRM Connection Credentials In order to sync information back and forth between ProclaimCRM and the member portal, the member portal must be configured. 1. You will need some information out of ProclaimCRM for this step. Log into ProclaimCRM. 2. Click Settings, in the left-hand navigation. 3. Click Customization, in the left-hand navigation. 4. Click Developer Resources, in the Customization page. 5. Note the following (you will need them below): a. Organization Unique Name b. Discovery Service URL 6. In the member portal, navigate to the Setup section by clicking on the Setup button at the top of the page. 7. Edit the following settings (you can edit each by finding the setting s name in the list and clicking the Edit link beside it. Make your change and then click Save.): a. CrmOrganizationUniqueName: enter the Organization Unique Name, previously noted from the ProclaimCRM Developer Resources area. b. CrmServerDiscoveryBaseUrl: enter the primary domain and protocol portion of the Discovery Service URL, previously noted from the ProclaimCRM Developer Resources area. For example, if the full Discovery Service URL is you would enter User Guide Page 93

94 c. CrmServerPassword: The password of the user the member portal will use when connecting to ProclaimCRM. As a best practice, this should be a user that has full read and write permission in ProclaimCRM, but should not have administrative or customization permissions. d. CrmServerUserName: The username of the user the member portal will use when connecting to ProclaimCRM. As a best practice, this should be a user that has full read and write permission in ProclaimCRM, but should not have administrative or customization permissions. 8. Wait for the initial sync to complete. Depending on the number of People and Contribution records in ProclaimCRM, this may take a few hours. Portal Administrators Only people in the Portal Administrators group will be allowed to view or make changes to the portal Setup. When initially created, the portal is unsecured, so it s important to set a Portal Administrators group as soon as possible. 1. You will need to know the CRM record ID of the Portal Administrator s group (this should be a Group in ProclaimCRM): a. Navigate to the Group (see Groups, p. 24). b. Click the Copy a Link button in the Group s form ribbon (this will copy a link to the group record to your clipboard) c. Paste the copied link into a text editor. d. Find the Group ID within the link. The ID will be the globally unique identifier (GUID) between the id=%7b and %7d values. For example, in the link, b49d-091dabb32130&id=%7be42ab8d e D6828C2%7d&pagetype=entityrecord, the group ID is E42AB8D E D6828C2. e. Copy the Group ID to the clipboard. 2. In the member portal, navigate to the Setup section by clicking on the Setup button at the top of the page. 3. Find the AdminPortalAdminGroupCrmId setting and click the Edit link next to it. 4. Paste the copied Group ID into the value box. 5. Click the Save button. User Guide Page 94

95 Directory Readers Directory Writers Available Funds By default, new Funds created in ProclaimCRM are not visible for donation through the member portal. In order for them to appear, follow these steps: 1. Log in to ProclaimCRM. 2. Navigate to the Funds list by clicking Funds in the left-hand navigation (for more details on navigation, please see the Navigation section under Getting Started on p. 11). 3. Select a fund by clicking the Checkbox to the left of the list item. 4. Click the Edit button in the global ribbon. 5. Make a selection between Yes or No to determine whether or not the Fund should be displayed in the ProclaimCRM Portal. Available Opportunities To manage a Volunteer Opportunity in ProclaimCRM: 1. Log-in to ProclaimCRM. User Guide Page 95

96 2. Navigate to the Opportunities list by clicking Opportunities in the left-hand navigation (for more details on navigation, please see the Navigation section under Getting Started on p. 11). 3. Select the opportunity you wish to manage by clicking the Checkbox to the left of the list item. 4. Click the Edit button in the global ribbon. 5. Make a selection between Yes or No to determine whether or not the Opportunity should be displayed in the ProclaimCRM Portal. 6. Click the Save and Close button in the form s ribbon. 7. Click the Save and Close button in the form s ribbon. User Guide Page 96