Visitors in BNI Connect

Transcription

1 Visitors in BNI Connect Copyright 2014 BNI, All Rights Reserved

2 Table of Contents The Visitor Process In BNI Connect... 3 Overview of the Visitor Process... 4 Inviting Visitors... 7 Chapter Operations - a Visitor Invitation... 8 Before The Meeting Registering a Prospective Visitor for an Upcoming Meeting Visitor Self Registration via Website Chapter Reports - Visitor Registration Report After The Meeting Managing Prospective Visitors and Marking Attendance Chapter Operations - Adding a Visitor (Not Pre-Registered) Following Up With Visitors Chapter Reports - Visitor Not Attended Report Chapter Reports - Chapter Visitor Report Chapter Operations - Chapter Visitors... 50

3 The Visitor Process In BNI Connect Page 3

4 Overview of the Visitor Process BNI Connect has the ability to work with visitors from invitation, through registering visitors to a meeting, marking attendance and giving credit in the PALMS report, and finally, following up with visitors. Each step of the process includes interaction and communication between the chapter members, leadership teams and the chapter Director Consultant. The Flow of Visitors Page 4

5 Communication and Timing Initial Contact Visitor is sent an invitation to visit a chapter meeting through BNI Connect via Operations > Chapter > Create > Visitor Invitation is sent immediately upon submission by the member Registering a Potential Visitor Visitor self registers on the regional or chapter web page Or, visitor is registered by a member through the BNI Connect function Operations > Chapter > Manage Visitors > Register a Potential Visitor When the visitor registers, the visitor receives a confirmation with chapter meeting details Additionally, the chapter President, Vice President, Secretary Treasurer, all Visitor Hosts and the Chapter Director Consultant are notified of the prospective visitor registration Before the Meeting The prospective visitor is reminded of the meeting 2 business days before the scheduled meeting After the Meeting If the visitor pre-registered, the visitor is marked as attended via Operations > Chapter > Manage Visitors > Manage Registered Visitors If the visitor did not pre-register, the visitor is added via Operations > Chapter > Manage Visitors > Add a Visitor The person chosen in the Invited By Field is given a "V" credit in the PALMS report (pending leadership approval) The visitor is immediately sent a "Thank You For Visiting" through BNI Connect Visitors that pre-registered but did not attend can be found in the report Reports > Chapter > Visitor Not Attended Report Following Up Visitors contact information ( and physical address) can be obtained through Reports > Chapter > Chapter Visitor Report Visitors may be ed directly by members through Operations > Chapter > Create > Chapter Visitors Page 5

6 Visitors may be ed directly by the region through Operations > Region > Create > Chapter Visitors Page 6

7 Inviting Visitors Page 7

8 Chapter Operations - a Visitor Invitation BNI Connect makes it easy to invite visitors to your chapter. With a few simple clicks you can send a customized and BNI branded invitation to invite a personal contact to visit your chapter! Navigate to the Chapter Operations Menu Page 8

9 Verify Your Chapter Selection and Choose Your Operation 1. Verify your Country, Region and Chapter selection 2. Click on Create 3. Click on Visitor Invitation Page 9

10 Input Invitation Details 1. Choose a salutation Title from the drop down list 2. Input the First, Last and Company name of the visitor you wish to invite 3. Enter the address of the invitee. 4. Enter a short personal message. Page 10

11 Send Your Invitation! Page 11

12 Sample Message 1. All replies will be sent directly to your address 2. Subject line of the 3. BNI branded graphical invitation 4. Salutation taken from the first name provided 5. Your personal message 6. Your chapter name, meeting location, day and time is automatically inserted 7. Brief description about BNI 8. Signed by you Page 12

13 Happy Connecting! Version Page 13

14 Before The Meeting Page 14

15 Registering a Prospective Visitor for an Upcoming Meeting. Members may register a prospective visitor for an upcoming chapter meeting. This can greatly increase visitor attendance and assist with preparation for the meeting. Once a visitors registered, they will be entered into the prospective visitors database and the chapter leadership is notified that there has been a new visitor registration. The visitor will also be reminded 2 business days before the meeting to attend. Page 15

16 Navigate to the Chapter Operations Menu Note: When using the chapter shortcut menu, the next step is bypassed. Page 16

17 Register a Prospective Visitor Page 17

18 Fill Out the Visitor Details Page 18

19 After Registering, the Prospective Visitor Will Receive a Confirmation Page 19

20 The Chapter Leadership Team, Visitor Hosts And Director Consultant Will Also Receive a Notification Happy Connecting! Version Page 20

21 Visitor Self Registration via Website Visitors may register themselves to visit a chapter through the BNI Connect websites. Links are available on the Chapter website as well as the chapter details pages of the regional and country websites. Once a visitor registers, they will be entered into the prospective visitors database and the chapter leadership is notified that there has been a new visitor registration. The visitor will also be reminded 2 business days before the meeting to attend. Registration is Available via the Chapter Website Page 21

22 Registration is Available via the Chapter Details Page Note: The button is also available for visiting core groups if shown on the regional website. Page 22

23 Clicking on the Visit Button or Link Will Open the Registration Page Page 23

24 Page 24

25 After Registering, the Prospective Visitor Will Receive a Confirmation Page 25

26 The Chapter Leadership Team, Visitor Hosts And Director Consultant Will Also Receive a Notification Page 26

27 A Reminder Will be Sent Two Business Days Before the Chapter Meeting Page 27

28 Happy Connecting! Version Page 28

29 Chapter Reports - Visitor Registration Report You can quickly check the visitors that have registered for an upcoming meeting by using the Visitor Registration Report in BNI Connect. Navigate to the Chapter Reports Page 29

30 Choose Your Report Parameters Page 30

31 Review the Report Details The visitor details will be listed on the report. For additional details, such as the mailing address, please export this report. * This report is also available to directors and regional admins as a regional level report. Happy Connecting! Version Page 31

32 After The Meeting Page 32

33 Managing Prospective Visitors and Marking Attendance After a prospective visitor has registered, you may need to change some of the details on the record. In addition, you can also mark when a visitor has successfully attended which will convert them into an attended visitor and apply the credit for visiting in the PALMS report. Page 33

34 Navigate to the Chapter Operations Menu Note: When using the chapter shortcut menu, the next step is bypassed. Page 34

35 Enter Search Critera and Click GO Prospective Visitor Results Page 35

36 Edit The Prospective Visitor to Mark Attendance Note: Once the visitor has been marked as having attended, they will be moved from the Prospective Visitors and into the Visitors function. Please go to Operations>Chapter>Manage Visitors>Manage Visitor to further edit the visitor record. Credit will also be given in the PALMS report for the current week when the data entry takes place - the day the check mark was entered. Happy Connecting! Version Page 36

37 Chapter Operations - Adding a Visitor (Not Pre- Registered) Entering visitor information for your chapter is a very important function. It allows you to utilize BNI Connect to track and report on your visitors, follow up and communicate with your visitors, and finally to convert visitors into a new member for your chapter. This article explains how to enter the details of a person that has visited your chapter but did NOT pre-register to attend the meeting. Navigate to the Chapter Operations Menu Note: When using the shortcut menu link, the next step is bypassed. Page 37

38 Verify Your Chapter Selection and Choose Your Operation 1. Click on Manage Visitor 2. Click on Add a Visitor Page 38

39 Add a Visitor - Detail Entry Screen 1 1. Choose whether this visitor is to be credited in the PALMS report. Some reasons to deselect this box would be for a second visit, a member from another chapter, or other guests where you wish to still record the visitor details but not affect the statistics for the chapter. Note: The Vice President will review each entry before it is submitted to the PALMS report and may accept or reject the credit at their discretion. 2. Verify that the correct chapter is listed. 3. Choose an Industry and Classification. These fields are mandatory. If you are uncertain, you may choose "Other". This can be changed at a later time if necessary. 4. Select the chapter member that invited this person from the dropdown list <or> if your region allows this option, choose the Search Cross Chapter button to select a member from another chapter in the region (see additional steps below). The dropdown list will contain all active chapter members, regional team members (Directors, Admins and Ambassadors) and an option to select "BNI" or "Visitor". In chapter persons will be given credit in the PALMS report. 5. The default language of your region is automatically listed. Page 39

40 6. Select the date the visitor attended the chapter meeting. Only valid chapter dates will be available for selection. If PALMS credit is selected, it will be inserted into that week's meeting for review. 7. Enter the Name of the visitor. 8. Use the vertical scroll bar for additional entry details. Searching Cross Chapter 1. Clicking on the Search Cross Chapter button will allow you to search for another member in your region. 2. Enter at least the first two characters of the First Name. 3. <And\Or> Enter at least the first two characters of the the Last Name. 4. <And\Or> Enter at least the first two characters of the Company Name. 5. Click Search to find the member. 6. Click Reset to clear your search and begin a new search. 7. Click Back to cancel the search and return to the Visitor Entry screen. Page 40

41 Add a Visitor - Detail Entry Screen 2 1. Enter the visitor's company name, address and contact details. 2. Enter an address for the visitor and choose whether or not to send the automated Visitor Follow Up . If deselected, the address will become non-mandatory. 3. Enter any notes about this visitor. 4. Use the Save and New button to save this visitor and immediately start a new visitor entry. Press the Submit button to save your visitor information and return to the previous menu. Press the close button to discard this information and return to the previous menu. Happy Connecting! Version Copyright 2014 BNI, All Rights Reserved Page 41

42 Following Up With Visitors Page 42

43 Chapter Reports - Visitor Not Attended Report You can quickly check the visitors that have not attended a meeting (no show) by using the Visitor Not Attended Report in BNI Connect. Navigate to the Chapter Reports Page 43

44 Choose Your Report Parameters Page 44

45 Review the Report Details The visitor details will be listed on the report. For additional details, such as the mailing address, please export this report. Note: Visitors that have been marked as having attended will be in the active visitor lists and reports. * This report is also available to directors and regional admins as a regional level report. Happy Connecting! Version Page 45

46 Chapter Reports - Chapter Visitor Report The Chapter Visitor report will allow you to search your chapter's visitor database in order to contact and follow up with chapter visitors. Navigate to the Chapter Reports Page 46

47 Verify Your Chapter Selection and Choose Your Report 1. Verify your Country, Region and Chapter selection 2. Click on the Chapter Visitor Report 3. Choose a date range. The date searched will be the date the visitor attended the meeting (as opposed to the entry date). 4. Optional: Enter a First and\or Last Name to search. 5. Optional: Choose a Profession (Secondary Category) from the drop down list. 6. Press the Go button to perform your search and display the report. Power Tip: For maximum results, input only a date range. Page 47

48 Chapter Visitor Report - Header Details 1. Report name and parameters summary 2. Use the Export button to open this report in a spreadsheet format on your local computer, such as Microsoft Excel or Numbers. 3. Use the Print button to print a copy of this report on your local printer. 4. This column lists the Visitor Name. This column is sortable by clicking on the underlined "Sort First" or "Sort Last" 5. This column lists the Company name. This list is sortable by clicking on the underlined "Company". 6. This column lists the Profession (Secondary Category). This list is sortable by clicking on the underlined "Profession". 7. This column lists the visitor's address.. This list is sortable by clicking on the underlined " ". 8. This column lists the Visit Date. This list is sortable by clicking on the underlined "Visit Date". 9. Use the vertical scroll bar to see additional report details. 10. When you are finished viewing the report, press the Close button to exit. *Note: The exported report contains additional information including the Phone Number, Address, City, State, Postal Code and Country. Page 48

49 Sample Exported Visitor Report Happy Connecting! Page 49

50 Chapter Operations - Chapter Visitors Following up with chapter visitors is an essential part of maintaining communication with potential referral sources and future members of your chapter. BNI Connect makes it easy to retrieve the addresses of your chapter's visitors to stay in touch with them. Navigate to the Chapter Operations Menu Page 50

51 Verify Your Chapter Selection and Choose Your Operation 1. Verify your Country, Region and Chapter selection 2. Click on Create 3. Click on Chapter Visitors Page 51

52 Choose Your Visitor Selection Criteria 1. Click the Back button to return to the previous screen. 2. Choose a date range for finding chapter visitors. 3. You may choose All, One, or Multiple visitor categories. To select multiple categories, hold down the CTRL button on your keyboard while selecting with your mouse. 4. Press the Reset button to clear the search criteria and start over. 5. Press next to generate the list based on your search criteria. Chapter Visitor List 1. Use your mouse to highlight the addresses and copy them to the clipboard. You can use CTRL+C (Command + C on a Mac) or right click and choose copy. Page 52

53 Paste the Addresses Into a New Happy Connecting! Page 53