Q New Features Guide

Transcription

1 Q New Features Guide

2 Blackbaud, Inc. This publication, or any part thereof, may not be reproduced or transmitted in any form or by any means, electronic, or mechanical, including photocopying, recording, storage in an information retrieval system, or otherwise, without the prior written permission of Blackbaud, Inc. The information in this manual has been carefully checked and is believed to be accurate. Blackbaud, Inc., assumes no responsibility for any inaccuracies, errors, or omissions in this manual. In no event will Blackbaud, Inc., be liable for direct, indirect, special, incidental, or consequential damages resulting from any defect or omission in this manual, even if advised of the possibility of damages. In the interest of continuing product development, Blackbaud, Inc., reserves the right to make improvements in this manual and the products it describes at any time, without notice or obligation. All Blackbaud product names appearing herein are trademarks or registered trademarks of Blackbaud, Inc. All other products and company names mentioned herein are trademarks of their respective holder. NewFeaturesGuide

3 Altru Q New Features Guide NEW FEATURES AND ENHANCEMENTS Administration General Ledger Account System Post to General Ledger Associate Segment With Project Map Gift Fees to General Ledger Post Gift Fees Unmapped General Ledger Items Report Task Reminder Alerts Batch Address Validation New Batch Type Constituents Constituent Data Review Constituent Financial Institutions Donor Constituency Criteria Constituent Search Events Event Tasks Invitations Event Calendar Event Lookup ID Event Locations Event Comparison Report Event Revenue Report Fundraising Setup Membership Renewal Notices Communications Appeal Mailing Task Reminder Alerts Appeal Profile Report Memberships Print Membership Cards Process Mobile Access Mobile Preregistered Program Check-In Revenue Transaction Search Edit Original Amount Task Stock

4 Sales Facility Rentals Mark All as Attended for a Preregistered Program Mark Registrants as Attended During the Sales Process Check In Attendees for a Preregistered Program View Assigned Resources on Group Sales Reservations Central Location to Schedule People to Fill Staff Resource Positions Assign Volunteers to Staff Resource Positions Based on Availability, Type, and Trait Matching Group Sales Setup Group Check Out Orders With Balance Due Report Reservations By Group Type Report Default Event Registrations Button Apply Cost of Tickets to a Membership Purchase Adjustable Discount Report Fee Report Marketing Survey Report Tax Report Sales Dashboards Unresolved Online Sales Orders Security Change Your Password System Role Administrator Tickets Discounts and Promotions Discounts By Group Size Discount Limitations Membership Promotions Print Setup Mark Default Daily Sales Buttons Active or Inactive Marketing Survey Questions Query Table Statistics Ad-hoc Query Other Selection Management Recognition Credits and Constituent Query Volunteers Mandatory Volunteer Traits Web Privacy Policy Page Preferences Page Membership Form Options

5 CHAPTER1 New Features and Enhancements In This Chapter Administration on page 2 Batch on page 3 Constituents on page 4 Events on page 6 Fundraising on page 9 Communications on page 11 Memberships on page 12 Mobile Access on page 13 Revenue on page 13 Sales on page 13 Security on page 35 Tickets on page 35 Volunteers on page 38 Web on page 38 This document provides information about new features and functionality available in the Q release of Altru. In addition to descriptions of each feature, we provide references to the respective guide, when applicable, where you can find more information and detailed procedures.

6 2. CHAPTER 1 Administration The following Administration enhancements are available in the Q release of Altru. For more information about these features, see the Administration Guide. General Ledger Account System You can now change the name of the general ledger account system within Altru. The default name of the general ledger account system you set up in Administration is System Generated Account System. When you select General ledger setup from the Administration page, the Account systems page appears. We recommend you change the default name to your organization name because the name of the account system appears on the Post report. To change the name of the account system, select Edit on the toolbar. To access the General ledger setup page, highlight the account system and select Go to account system. Post to General Ledger The following General Ledger posting enhancements are available in the Q release of Altru. For more information about these features, see the Revenue Guide. We added three additional post file formats. Blackbaud Financial Edge post format: This format is typically imported into The Financial Edge. Blackbaud Financial Edge with project post format: This format is typically imported into The Financial Edge and contains additional fields to identify the project. Segmented account post format: This format includes each account segment in separate columns and is typically customized for use with a third-party general ledger. You can now post gift fees to the General Ledger. Associate Segment With Project We added the Associate this segment with Project checkbox on the Add an account segment screen. If your organization uses The Financial Edge, you can designate one account segment to represent the project in The Financial Edge. To designate an account segment as the project, select Associate this segment with Project. Note that you cannot designate your account code segment as the project.

7 NEW FEATURES AND ENHANCEMENTS. 3 Batch Map Gift Fees to General Ledger The following General Ledger mapping enhancements are available in the Q release of Altru. For more information about these features, see the Administration Guide. You can now map gift fees to the General Ledger. A new Gift Fees tab appears on the Development Office page where you can map transactions to GL accounts or account codes and select application types and payment methods. The GL Distributions tab now displays GL information for gift fees. Depending on your security rights and system role, you can edit the information in the Gift fees GL Distribution grid. Post Gift Fees You can now post gift fees to the General Ledger. Before you can post, gift fees must be mapped correctly. For information about mapping gift fees, see the Administration Guide. Unmapped General Ledger Items Report The Unmapped general ledger items report was added to the General Ledger Setup page for the Q release of Altru. You can run this report to view the unmapped transactions and corresponding generation criteria you have in each office within the system. Because you cannot create unmapped transactions, this report is a helpful tool you can use to identify the transaction mappings you need to address. You access the Unmapped general ledger items report from the General Ledger Setup page in Administration. Task Reminder Alerts From Administration, you can now create alerts to remind application users to complete tasks they own, such as for appeal mailings or events. The following Batch enhancements are available in the Q release of Altru. For more information about these features, see the Batch and Import Guide. Address Validation We moved and renamed the Address Validation menu option in Batch. Previously, you selected Address, Address Validation to validate a single address. You can now find this renamed option under Edit, Validate address (current row). You can continue to use this option for constituent and constituent address update batches. We also added the Edit, Validate addresses (all rows) menu option to validate all rows in the following batches: Constituent batch, Constituent update batch, Constituent address update batch, Revenue batch, and Enhanced revenue batch.

8 4. CHAPTER 1 New Batch Type You can make changes to posted revenue and multi-split revenue in the new revenue update batch. In addition, with the new validation report included with the Revenue Update Batch, you can review and approve revenue adjustments before they are committed to the system and posted to the General Ledger. Constituents The following Constituents enhancements are available in the Q release of Altru. For more information about these processes and working with constituent records, see the Constituents Guide. Constituent Data Review You can now approve and reject contact information changes tracked from the Constituent Data Review page. Unapproved changes can be rolled back to their original state, and you can view the record s data history. A Reason for the rollback can also be recorded. Constituent Financial Institutions Previously, you managed the financial institutions associated with your constituents, such as to process direct debit transactions, from Revenue. To help avoid confusion with the banks and financial institutions where your organization holds accounts, you now manage constituent accounts from Constituents. Under Configuration, click Constituent financial institutions.

9 NEW FEATURES AND ENHANCEMENTS. 5 Note: To manage the accounts and financial institutions your organization uses for business and to process transactions, use the Manage bank accounts task in Treasury. Donor Constituency Criteria When you configure the criteria required for a constituent to have a constituency of Donor, you can now configure the criteria required for a donor constituent to have a constituency of Loyal donor or Major donor. You can configure the Loyal donor constituency to apply only to constituents who donate within a specific period of time, such as a number of consecutive years. You can configure the Major donor constituency based on the constituent s total lifetime giving or largest donation. You can also select whether to consider recognition credits in the totals for the donor constituencies. In addition to donor constituencies such as Loyal donor or Major donor, the program automatically applies a donor status to constituents based on giving history, such as Lapsed donor or Upgraded donor to further define your donor constituents. The program also automatically generates constituent selections based on donor status. Constituent Search To help find a constituent record, you can now configure the Constituent Search page to use additional search criteria such as constituency, phone number, middle name, suffix, or country. To find a constituent included in a marketing effort, you can also select to use a source code to find the constituent. To find a major giving prospect, you can add the prospect manager as search criteria.

10 6. CHAPTER 1 Events The following Events enhancements are available in the Q release of Altru. For more information about these features, see the Events Guide. Note: The enhancements discussed in this section are for fundraising events, which are defined on the Events page. Fundraising events are different from scheduled events and preregistered events that defined on the Tickets page. For infomation about enhancements for scheduled and preregistered events, see Tickets on page 35. Event Tasks Event tasks have been enhanced to provide consistency with tasks for appeal mailings. When you add a task for an event, you now enter a subject and any notes about the task and assign it an owner and a due date. You can also now set up alerts to remind the owner to complete the task. From the record of an event, users can select whether to receive reminder alerts for tasks associated with the event.

11 NEW FEATURES AND ENHANCEMENTS. 7 Invitations When you add an invitation process for an event, you can now select whether to send the invitation through multiple channels such as mail, , or both, in accordance with your invitees communication preferences. You can also manage the content and budget of invitations through packages based on the selected channels and select the address processing, name formats, and householding options to use for the invitation.

12 8. CHAPTER 1 On the invitee list, on the Invitees tab, you can now view any invitees who were excluded from an invitation process, such as due to default householding or exclusion options. From the Invitation History tab of the invitee list or from the status page of the invitation process, you can now download the output of the invitation or merge the invitation with Microsoft Word to generate the output. For an invitation process with an package that includes a Blackbaud NetCommunity export definition, you can also start an job from the invitee list or status page. Event Calendar You can choose to exclude events from the calendar view of events. For example, for a conference that has multiple, individual sessions, you might choose to display only the top-level conference event on the calendar.

13 NEW FEATURES AND ENHANCEMENTS. 9 Event Lookup ID The Event Lookup ID is now editable. It is automatically assigned when you add an event, but you can change it to match the event ID in another program, for example. Event Locations Event locations now include the ability to specify rooms or other areas for the location. For example, a location such as a hotel might have several different ball rooms and meeting rooms. Event Comparison Report To compare the effectiveness of multiple events, such as separate instances of an annual event, you can use the Event Comparison report. With this report, you can compare two events or a selection events to view the number of registrants and attendees and the gross amounts, expenses, and net raised for each event. For team fundraising events, you can view the number of teams and the total raised, by each team and collectively, for each event. To help analyze the data, the report includes charts to allow quick comparison of the event values. Event Revenue Report The Event Revenue report shows a breakdown and comparison of revenue and expenses for the event. If it is a multi-level event, the report can display information for only the event or for the event and all sub-events. Fundraising The following Fundraising enhancements are available in the Q release of Altru.

14 10. CHAPTER 1 Setup To help you accurately configure the system to send membership renewal notices through , use the Setup to guide you through the necessary steps. The Setup provides an interactive list of the tasks necessary to successfully complete initial configuration. To access the Setup, from Fundraising, click Membership program. The membership program record appears. Under Renewal Notices, click setup.

15 NEW FEATURES AND ENHANCEMENTS. 11 Membership Renewal Notices After you set up and process membership renewal notices, you can now the notices to members if applicable. From the membership record, click Membership renewal notices status, under Renewal Notices. The Membership Renewal Notices Status page appears. Click Start job to membership renewal notices. Communications The following Marketing and Communications enhancements are available in the Q release of Altru. For more information about these processes and working with constituent records, see the Communications Guide.

16 12. CHAPTER 1 Appeal Mailing Task Reminder Alerts When you add a task for an appeal mailing, you can now set up alerts to remind the owner to complete the task. From the record of an appeal mailing, users can select whether to receive reminder alerts for tasks associated with the mailing. Appeal Profile Report When you select to include gift history when you generate an appeal profile report, you can now view the payments associated with the appeal and applied toward donations, pledge installments, and recurring gifts. For each payment, you can view the constituent, date, and amount associated the revenue. You can also view a breakdown of the application associated with each payment. For each application, you can view the designation and amount associated with the revenue. Memberships The following Memberships enhancements are available in the Q release of Altru. For more information about these features, see the Membership Guide. Print Membership Cards Process Rather than membership cards print after you run a print membership cards process, you now have the option to print or download the membership cards as a *.csv file.

17 NEW FEATURES AND ENHANCEMENTS. 13 Mobile Access The following mobile enhancements are available in the Q release of Altru. For more information about these processes and working with Blackbaud s mobile services, see the Mobile Access Guide. Mobile Preregistered Program Check-In Within the Mobile Sales service, we have added the capability to check in registrants for preregistered programs using a mobile device, like an iphone, ipad, or Android-based phone. As registrants arrive at your organization, you can mark them as attended. If registrants with a status of Canceled show up for the event anyway, you can mark them as attended. Check in is not a required process, it simply provides a way for your organization to track attendance for your preregistered program events. When registrants are marked as attended from a mobile device, they are also marked as attended on the Registrants tab of the corresponding event record. Additionally, if a registrant is also a constituent, you can view active constituencies, contact information, relationships, and documentation. Revenue The following Revenue enhancements are available in the Q release of Altru. For more information about these features, see the Revenue Guide. Transaction Search To help find a revenue transaction, you can now use the designation, appeal, or inbound channel as search criteria for a transaction search. You can also use information about the constituent associated with the transaction, such as address, address, or constituent type, as search criteria. Edit Original Amount Task From a payment record, we added an Edit original amount task. After you add a payment, you can adjust the payment amount as needed. The program stores the original payment amount, so you can always refer back to see what the donor originally intended. If you enter the incorrect amount for a payment and would like the original payment amount to change, you can edit the original payment amount. When you edit the original payment amount, the general ledger is not affected. The original payment amount is most commonly used as historical information in reports. Stock Sales When you add, edit, or sell a stock, you can now add up to four decimal places in the Low, Median, and High price per share fields to represent fractions of units. The following Sales enhancements are available in the Q release of Altru. For more information about these features, see the Sales Guide.

18 14. CHAPTER 1 Facility Rentals To generate an additional source of revenue, many organizations rent out space within their facilities for various events like weddings or corporate meetings. With this release, we have added the capability to charge for locations and process facility rentals. Facility rentals are handled within group sales and use the same mechanisms that are used to book and process group visits. A facility rental starts as a standard group reservation. The due date requirements you configure for traditional reservations can also apply to a facility rental. You can require a reservation deposit, security deposit, and contract and set due dates for each. You can also require the final count and order balance to be received by a specific date. Additionally, to help standardize the amounts charged for rentals and save data entry time when booking the facility rental, you can configure default prices for the locations you commonly rent.

19 NEW FEATURES AND ENHANCEMENTS. 15 Once a reservation is added, you then customize the group itinerary by adding a custom item for the specific rental period. On the custom item, you select the location being rented. If you previously configured a default facility price for the selected location, the price automatically appears. If not, you can enter the correct price as needed. Typically, reservations for facility rentals include only a single itinerary with a custom item used to book a location within your facility for a specific period of time. Although this is the most common situation, a reservation for a facility rental can also include scheduled event tickets or admissions, resources, and other custom items. If there are no tickets included in the reservation, the pricing structure selected on the reservation does not apply. Instead, pricing is charged according to the amount associated with the location booked. Mark All as Attended for a Preregistered Program On the Registrants tab of a preregistered program event record, you can now mark all registrants as attended by selecting Mark all as attended on the action bar. Previously, you had to mark each registrant individually.

20 16. CHAPTER 1 Mark Registrants as Attended During the Sales Process If the attendees are present and are purchasing tickets right before a preregistered event starts, you can now select Mark registrants as attended at the bottom of the screen to mark them as attended. This allows you to sell the tickets and check in the attendees at the same time instead of requiring you to check them in through a separate process.

21 NEW FEATURES AND ENHANCEMENTS. 17 Check In Attendees for a Preregistered Program The Preregistered Program Check In page provides a central location to see the preregistered programs scheduled for the current day and to check in program attendees as they arrive. Check in is not a required process, it simply provides a way for your organization to track attendance for your preregistered program events. When you access the Preregistered Program Check In page, you can mark registrants as attended or not attended and view a roster of attendees for a selected event that takes place on the current day. When a registrant is marked as attended on this page, they are also marked as attended on the Registrants tab of the corresponding event record. During the check in process, if a balance remains for an attendee, you can click Go to order to access their order record and add payments. Additionally, if you need to edit the registrants or their preferences, you can click Go to event and adjust items on the Registrants and Preferences tabs respectively.

22 18. CHAPTER 1 Note: The preregistered programs that appear on this screen are only those scheduled for the current day. To mark registrants as attended or not attended after an event has occurred, you must access the Registrants tab of the specific event record. View Assigned Resources on Group Sales Reservations In Group Sales, the Itineraries tab on a reservation record now displays a list of all equipment and staff resources currently assigned to the reservation. This saves you from having to open each individual itinerary and itinerary item to see what resources are assigned.

23 NEW FEATURES AND ENHANCEMENTS. 19 Central Location to Schedule People to Fill Staff Resource Positions If you assign staffing resources to a group itinerary or to scheduled events, daily admission programs, or custom items on an itinerary, you should also schedule people to fill those resource positions. For efficiency, you assign people to fill all staffing resource positions required for a reservation on the Staffing tab of a reservation record. The Staffing tab appears on a reservation record only if staffing resources were scheduled for an itinerary or an itinerary item that is part of the reservation. Itinerary items can include scheduled events, daily admission programs, and custom items. This provides one central location for managing the people that will fill all staffing positions for a reservation, including those that will be filled by staff, board members, and volunteers. Until all positions are filled, a yellow exclamation mark is displayed on the Staffing tab to notify you that your attention is needed. In previous versions, there was not a central location to schedule people to fill these positions. Instead, you had to access each itinerary and itinerary item and assign staff resources for each.

24 20. CHAPTER 1 Assign Volunteers to Staff Resource Positions Based on Availability, Type, and Trait Matching When you assign people to fill staff resource positions on the Staffing tab of a reservation record, you can select volunteers. If you choose to assign a volunteer to fill a position, the Assign volunteers screen appears and displays volunteers that meet the availability and traits requirements. By default, the Potential volunteers grid displays all volunteers in your database that are a type match for the position and are available during the time period required. To display volunteers who are a type match but do not have specific availability for the date and time, clear the Only show volunteers available this date and time checkbox. Note: Volunteers displayed in the grid are sorted based on trait match percentage. Trait match percentage shows the percentage of traits listed for the job that are possessed by the volunteer. For example, if there are four traits listed on the job and the volunteer has three of them, that volunteer would be a 75% match. Traits with multiple levels require the volunteer to have at least the specified level for the trait to be considered a match. Select a volunteer and click the arrow to move them to the Assigned volunteers grid. If needed, you can unassign this volunteer by moving them back to the Potential volunteers grid using the arrow.

25 NEW FEATURES AND ENHANCEMENTS. 21 Note: To help you avoid overloading volunteers when assigning tasks, the Other assignments section at the bottom of the screen displays other jobs assigned to the selected volunteer. This section will display up to four jobs that are the closest in time and date to the position you are trying to fill. If there are no volunteers that have availability defined for the required period of time or to select a different person from those listed, click Search for a volunteer to select a specific volunteer in your database. Once you locate a volunteer using the Volunteer Search screen and click Select, you return to the Assign volunteers screen and the person you selected is listed in the Assigned volunteers grid. Group Sales Setup To help you configure the system for group sales, we provide the Group Sales Setup page to guide you through the necessary steps. This page provides an interactive list of the tasks you need to complete before you can process group sales. To access the Group Sales Setup page, from Tickets, click Group sales setup The tasks on the Group Sales Setup page are presented in a specific order because some build on others. Each task is linked to the corresponding area of the program where you complete the selected task. For example, when you select Resources from the Group Sales Setup page, you are sent to the Resources page so you can add and manage the resources your organization will use for group reservations.

26 22. CHAPTER 1 Next to each task on the Group Sales Setup page a red X appears to indicate that configuration is incomplete. After each task is complete, a green checkmark appears. When you first access the Group Sales Setup page, some tasks will already have a green checkmark due to default data provided with the system. You should review all default data and verify that it meets the needs of your organization. If a task has a dependency upon the completion of another task, it will be inactive until all other tasks on which it depends are complete. For example, Group type resource requirements will be inactive until you have configured at least one group type. Provided under each task is a brief description, as well as a count of how many active individual records have been configured in each feature area. For example, if you have configured five price types, 5 price types available appears under Price types on the Ticket Sales Setup page. Note: While some tasks, like add locations and configure prices, must be configured by all organizations, a number of configuration tasks are optional. For example, not all organizations will need to configure resources for groups or set up flat rate pricing. The tasks your organization needs to complete is directly related to your business processes. Group Check Out It is common for a security deposit to be required for group visits or facility rentals. If a security deposit is collected from a group when they visit your organization, to fully check them out afterward, you must refund or withhold the security deposit. For example, if a group visits your organization, and leaves without incident, you will refund their security deposit in full. If the group were to have damaged property while at your organization, you may choose to withhold the security deposit as a penalty. You process security deposits from the Group Check Out page. Orders With Balance Due Report The Orders With Balance Due Report provides a way to see all sales orders in the system that have not been fully paid or that have been overpaid. Overpayments are displayed in parentheses. When you run the report, you can choose to include group sales reservations, as well as pay on arrival orders. If you select Include group sales reservations, you also have the option to include cancelled reservations.

27 NEW FEATURES AND ENHANCEMENTS. 23 Additionally, you can exclude orders from this report based on date. To view only orders with a balance that were placed after a specific date, in the Exclude orders before field, select a date. To apply the filters and view the updated report, click View Report. This report includes three sections depending on the options you have selected and the orders in your database. The Reservations with deposit due section displays group sales orders that have not yet paid their deposit. If the deposit is past due, the number of days past due is displayed. Additionally, the order number, patron name, visit date, deposit due date, and deposit balance amount are displayed. The Reservations with order balance due section displays group sales orders that have an unpaid balance or an overpayment. If the balance is past due, the number of days past due is displayed. Additionally, the order number, patron name, visit date, order balance due date, and balance amount are displayed. The Pay on arrival orders section displays sales orders that where processed with the pay on arrival option and have an unpaid balance or an overpayment. The order number, patron name, order date, and balance amount are displayed. Reservations By Group Type Report The Reservations By Group Type Report provides information about completed, in progress, and cancelled reservations for specific group typed. Group types are categories of groups that commonly visit your organization, for example, schools and tour groups. You can use this report to track which group types are attending your organization on a regular basis and when. The information provided by this report can help you identify trends, for example, the majority of school groups attend in the same three month period every year.

28 24. CHAPTER 1 To view this report, from the Group Sales page click Reservations by group type report under Reports. The Reservations By Group Type Report page appears. Tip: You can also view and print this report from Sales. On the Sales page, under Reports, click Reservations by group type report. The Date field provides multiple options to determine the period of time the report reflects. You can run it for a specific day or range of days, as well as this week, this month, this year, or this quarter. Additionally, for comparison, you can run the report for last week, last month, last year, and last quarter. By default, the report includes completed reservations only for all group types. To include in progress and cancelled reservations, select Show in progress reservations and Show cancelled reservations respectively. To run the report for a specific group type, select it in the Group type field. To apply the filters and view the updated report, click View Report. Default Event Registrations Button From the Daily Sales page, you can now register patrons for fundraising events with the default event registrations button.

29 NEW FEATURES AND ENHANCEMENTS. 25 Apply Cost of Tickets to a Membership Purchase From both the Advance Sales page and Daily Sales page you can apply the cost of previously purchased tickets to a membership. For example, if a patron purchases admission tickets for $20 and then becomes a member, you can apply the $20 to the membership. You can also specify an amount other than the cost of the tickets. Adjustable Discount Report The Adjustable Discount report provides information about the use of adjustable discounts. You can view order information, discount value and type, users, and reason for the use of the discount. To access the report, from Sales, under Reports, click Adjustable discount report. The Adjustable Discount Report page appears. From here, you select user, a sales method, and a date or date range. After you enter your criteria, click View report, to view the results.

30 26. CHAPTER 1 Fee Report The Fee report provides information about how much revenue is made from fees for a given period of time. To access the report, from Sales, under Reports, click Fee report. The Fee Report page appears. From here, you select a sales method, a date or date range, and a fee type. After you enter your criteria, click View report, to view the results.

31 NEW FEATURES AND ENHANCEMENTS. 27 Marketing Survey Report The Marketing Survey report provides information about the responses to the survey questions. To access the report, from Sales, under Reports, click Marketing survey report. The Marketing Survey report page appears. From here, you select a survey question and a date or date range. After you enter your criteria, click View report, to view the results. The report displays the responses by question.

32 28. CHAPTER 1 Tax Report The Tax report provides information about how much revenue is made from taxes for a given period of time. To access the report, from Sales, under Reports, click Tax report. The Tax Report page appears. From here, you select a sales method, a date or date range, and a tax type. After you enter your criteria, click View report, to view the results.

33 NEW FEATURES AND ENHANCEMENTS. 29 Sales Dashboards Sales dashboards are an effective way to view key sales performance data and are designed to communicate information at a glance. When you access the Sales Dashboard page you can select from multiple dashboards. Each dashboard provides different sales data that is delivered in a visual way that is easy to understand. For example, the main dashboard provides total ticket sales, number of admission tickets sold, number of memberships sold today, and total memberships sold. Additionally, you can access more specific dashboards that provide a closer look at ticket and membership sales data. To access the sales dashboards, from Sales, click Sales Dashboard.

34 30. CHAPTER 1 Main Dashboard The main dashboard provides summary sales information for your organization and includes the total number of admission tickets sold, total revenue in admission ticket sales, total members, and memberships sold today. To access this dashboard, from the Sales Dashboard page, click Main dashboard. The data displayed on the main dashboard is calculated according to the following: The number of admission tickets sold is equal to the total number of tickets sold across all your daily admission programs. The number of total members is equal to the total number of active members in your organization. The number of total ticket sales is equal to the total revenue earned through your daily admission programs. The number of memberships sold today is equal to the total number of memberships sold the current day. For more specific information about the data displayed, click the corresponding more link on each dashboard window. For example, to view information about the types of admission tickets sold, click more in the admission tickets sold window. This displays the daily admissions dashboard which provides a breakdown of the number of tickets sold by price type.

35 NEW FEATURES AND ENHANCEMENTS. 31 Active Memberships by Program Dashboard With this dashboard, you select a specific program for which to view active memberships by level. After you select a specific membership program, a graph is displayed that clearly shows the proportions of members in each level. The specific number of members in each level is provided below the graph. To access this dashboard, from the Sales Dashboard page, click Memberships, and then Active memberships by program. In addition to the active membership program by level graph, this dashboard also provides a memberships sold by date graph that displays all sales of the selected membership program by date parameters you select. In the Time span field, you can select the number of days to view or enter a date range.

36 32. CHAPTER 1 Daily Admissions Dashboard This dashboard provides a graphical view of the number of admission tickets sold by price type. After you select an admission program, a chart appears with the proportions of admission tickets sold by price type. The specific number of tickets sold in each price type is provided below the graph. To access this dashboard, from the Sales Dashboard page, click Daily admissions. In addition to the admission tickets by price type graph, this dashboard also provides an admission tickets by date graph that displays the number tickets purchased by date for the selected admission program. In the Time span field, you can select the number of days to view or enter a date range.

37 NEW FEATURES AND ENHANCEMENTS. 33 Memberships Sold Dashboard This dashboard provides a graphical view of the all memberships sold in each program your organization currently offers or has offered in the past. The graph totals reflect all memberships sold, which includes renewals and upgrades. To access this dashboard, from the Sales Dashboard page, click Memberships, and then Memberships sold.

38 34. CHAPTER 1 Ticket Sales Dashboard This dashboard provides a graphical view of ticket sales based on dollar amount for all admission programs at your organization. The total dollar amount of tickets sold for each program is provided below the graph. To access this dashboard, from the Sales Dashboard page, click Ticket sales. In addition to the ticket sales by program graph, this dashboard also provides a ticket sales by date graph that displays the total dollar amounts of admission ticket sold by date. In the Time span field, you can select the number of days to view or enter a date range. Unresolved Online Sales Orders For online sales, the program now assigns a new status of Unresolved to sales orders after website users make payments. The program uses this temporary status to create records for online sales orders even if errors prevent it from processing the orders. For example, if an item such as a membership program is not mapped to an account in the General Ledger, the program creates a record for the unresolved online sales order and associates it with the payment.

39 NEW FEATURES AND ENHANCEMENTS. 35 On the new Unresolved Online Sales Orders page, you can view a list of unresolved sales orders and access the records to address issues or refund payments. From Sales, click Unresolved online sales orders. The Unresolved Online Sales Orders page appears. From this page, select an unresolved sales order and click Go to order to access the record. On the Documentation tab, a note describes the errors that occurred. After you resolve the issues, you can process the unresolved sales order. Security The following security enhancements are available in the Q release of Altru. For more information about these processes and working with constituent records, see the Security Guide. Change Your Password Each user now has the capability to change their own password. To do so, simply access the Tools menu and select Change password. Each user should change their password the first time they log into the application and on a regular basis according to your organization s security policy. All passwords are case sensitive and must meet the following complexity standards: A password cannot be the same or overly similar to a previously used password. Passwords must be at least eight characters in length. Passwords must contain at least three of the following four character types: upper case alphabetic characters (ABC), Lower case alphabetic characters (abc), numbers (123), or symbol characters (!@#). System Role Administrator To enable you to establish and manage user security within Altru, we have added System Role Administrator to the list of standard system roles included with the application. This role should be assigned only to select users within your organization who are responsible for maintaining user security. Users who are System Role Administrators have access to the Security page in Administration where they can add, edit, and delete users, assign users to system roles, reset user passwords, disable accounts, and unlock accounts. Tickets The following Tickets enhancements are available in the Q release of Altru. For more information about these processes and working with constituent records, see the Tickets Guide.

40 36. CHAPTER 1 Discounts and Promotions Previously, from Tickets, you clicked Discounts, under Pricing to configure ticket discounts. You also clicked Combinations, from Tickets to configure combinations. Now, you access the Discounts and Promotions page to configure ticket discounts and combinations. From Tickets, select Discounts and promotions. The Discounts and Promotions page appears. Discounts By Group Size You can now configure discounts based on group size, such as when a patron purchases 10 tickets to the same program. Unlike standard discounts and discounts that require a purchase, discounts by group size only apply to individual tickets. Discounts based on group size can be configured to automatically apply when a certain number of tickets are purchased for the same program, or manually applied by the ticket seller. Discount Limitations When you configure ticket discounts, you can now select to limit the number of times the discount can be applied in an order. You can now also limit discounts to specific price types, as well as specify the value of the discount for each price type. For example, you can create a discount that provides $2 off of Adult tickets, and $1 off of Child tickets. Membership Promotions To encourage patrons to join membership programs, or to encourage current members to renew or upgrade their memberships, you can configure membership promotions. Membership promotions are discounts on the cost of memberships or term extensions on memberships. For example, you can create a membership promotion that provides a 20% price reduction in the cost of membership renewal when members renew before the end of the year. From Tickets, click Discounts and promotions, then select Membership promotions to access the Membership Promotions page.

41 NEW FEATURES AND ENHANCEMENTS. 37 Print Setup To help you accurately configure the system to print sales documents such as tickets, receipts, and will call headers, use the Print Setup page to guide you through the necessary steps. The Print Setup page provides an interactive list of the tasks necessary to successfully complete initial configuration. To access the Print Setup page, from Tickets, click Print setup. Query Mark Default Daily Sales Buttons Active or Inactive From the Configure Daily Sales page, click Marketing surveys. The Marketing Surveys page appears. From this page, you can mark the default daily sales buttons such as Scheduled programs and Discounts and promotions as active or inactive. Marketing Survey Questions From the Configure Daily Sales page, click Marketing surveys. The Marketing Surveys page appears. you can create user-defined survey questions to ask patrons at the end of a sale. For example, if you started a marketing campaign you may want to ask a question such as how they heard about your organization. The following Query enhancements are available in the Q release of Altru. For more information about these features, see the Query and Export Guide.

42 38. CHAPTER 1 Table Statistics Ad-hoc Query You can create a Table Statistics ad-hoc query to show you the size of tables, including audit tables, in your database. You can use this information to help determine when to purge certain audit tables to free up disk space. Other Selection Management Throughout the program, a business process may prompt you to create a selection, such as a static output selection from a batch or communication, or the program may automatically generate a selection as part of a process. These system-defined selections have a query type of Other. From the Selections tab of the Query page, you can now edit the detail information of these selections, such as name or description. You can also now manage the active status of these selections, such as to prevent its use in a communication or business process. Recognition Credits and Constituent Query A Recognition Credits node now exists for a constituent query. Use the fields contained in this node to generate recognition credit output associated with a constituent regardless of whether or not recognition credit is associated with revenue. Volunteers Web The following Volunteers enhancements are available in the Q release of Altru. For more information about these features, see the Volunteers Guide. Mandatory Volunteer Traits For volunteer jobs, you can make specific traits mandatory. For example, some skills or traits, such as First Aid certification, may be required for certain jobs. You can make the traits required on the volunteer job and only volunteers with the trait will be eligible to be matched to the job. The following Web enhancements are available in the Q release of Altru. For more information about these features, see the Web Forms Guide. Privacy Policy Page In addition to the web forms that you create in Web, the program also now creates a web page to display your organization s privacy policy.

43 NEW FEATURES AND ENHANCEMENTS. 39 Note: When the program creates the web page with the privacy policy, it automatically includes a generic policy. We strongly recommend that you review this default policy to ensure that it is right for your organization. If the generic policy does not match your organization s privacy policy, you can edit it as necessary. To edit the privacy policy, go to Web and click Privacy policy under Configuration. The Privacy policy screen appears. On this screen, use the HTML editor to design and format the privacy policy that appears on the web page that the program creates. Preferences Page In addition to the web forms that you create in Web, the program also now creates a page where website users can opt out of messages from your organization. You can include a link to this page in the messages you send to website users. The page consists of a page header and a checkbox for users to refuse . When a website user selects the opt-out checkbox, the program updates the constituent record to select the Do not send to this address checkbox for the address. To edit the preferences page, go to Web and click settings under Configuration. The settings screen appears. On this screen, you can edit the page title and the label for the opt-out checkbox. Membership Form Options For membership forms, you can now select whether to display all steps on a membership form or only steps where users can make selections. By default, membership forms display all steps. For example, if a membership program only has one membership level, the membership form includes a step for users to select that membership level. With the new Include steps that have just one option checkbox, you can select whether to include such steps on membership forms. When you create membership forms, the Include steps that have just on option checkbox appears on the Design tab of the Membership Form Options screen. The checkbox is selected by default, and the membership form includes all steps. To skip steps where users cannot make selections, clear Include steps that have just one option.