Contact Detail

The “Contact Detail” report in reports module of Retention CRM provides Nonprofits, Associations and Chambers of Commerce with a comprehensive overview of an individual contact’s interaction with their organization. It offers a detailed breakdown of their payments, memberships, participation in events, relationships, and activity history.

General Functionality of “Contact Detail” report

Here’s a breakdown of the generally available fields and options.

• Payments: This section details all financial payments made by the contact.
  • Total Amount: The sum of money donated by the contact.
  • Financial Type: The type of payment (e.g., donation, membership fee).
  • Transaction ID: A unique identifier for each payment.
  • Payment Date: The date the payment was made.
  • Receipt Date: The date a receipt was issued for the payment.
  • Payment Status: The current status of the payment (e.g., pending, completed, refunded).
  • Payment Source: The method by which the payment was made (e.g., online, offline).
• Memberships: This section details the contact’s membership information.
  • Membership Type: The type of membership the contact holds (e.g., regular, student).
  • Member Since: How long the contact has been a member (e.g., “2 years 3 months”).
  • Membership Start Date: The date the membership began.
  • Membership Expiration Date: The date the membership expires (if applicable).
  • Membership Status: The current status of the membership (e.g., current, expired, pending).
  • Membership Source: How the contact obtained their membership (e.g., online signup, referral).
• Participants: This section details the contact’s participation in events.
  • Event ID: A unique identifier for each event.
  • Participant Status: The contact’s status for the event (e.g., registered, attended, waitlisted).
  • Role: The role the contact played in the event (e.g., attendee, volunteer, speaker).
  • Register Date: The date the contact registered for the event.
  • Fee Level: The fee level for which the contact registered (if applicable).
  • Fee Amount: The amount paid for the event registration (if applicable).
• Relationships: This section details the relationships between the contact and other individuals or organizations within Retention CRM.
  • Relationship Type: The nature of the relationship (e.g., spouse, child, employer).
  • Relationship With: The name of the other individual or organization in the relationship.
  • Start Date: The date the relationship began.
  • End Date: The date the relationship ended (if applicable).
• Activity: This section details all interactions (phone calls, emails, meetings) recorded between the contact and your organization.
  • Activity Type: The type of activity performed (e.g., phone call, email, meeting).
  • Subject: The topic of the activity.
  • Activity Date: The date the activity occurred.
  • Activity Status: The current status of the activity (e.g., completed, scheduled).
  • With Contact: The name of the contact person interacted with (if applicable).
  • Assigned To: The staff member assigned to the activity (if applicable).
  • Added By: The staff member who added the activity record (if applicable).

Using “Contact Detail” Report in Association Management

Now, let’s look at these fields in the context of a nursing association:

• Payments: This section would detail donations made by members to support the association’s activities, scholarships, or research initiatives.
• Memberships: This section would show the member’s type (e.g., Registered Nurse, Licensed Practical Nurse, Student Nurse), membership duration, and status (current, expired).
• Participants: This section would detail the member’s participation in events like conferences, workshops, or training sessions organized by the association.
• Relationships: This section could show relationships with other members (e.g., mentor, mentee) or healthcare institutions the member is affiliated with.
• Activity: This section would detail interactions between the member and the association staff, such as registering for events, inquiring about continuing education opportunities, or volunteering for association initiatives.

Filters:

The Contact Detail report offers various filters to narrow down the results. For a nursing association, you could filter by:

• Membership Type: View details for specific member types (e.g., Registered Nurses).
• Payment Date Range: Identify members who donated within a specific timeframe.
• Event Name: See which members participated in a particular event

More Use Cases for Associations, Chambers of Commerce and Nonprofits

Identifying Potential Sponsors for a Chamber of Commerce Event (Chamber of Commerce)

• Scenario: The Louisiana Chamber of Commerce is organizing a business expo and needs to secure sponsors.
• Use Case:
  • Use the Constituent Detail Report filtered by:
    • Memberships: Businesses with a “Corporate Membership” type.
    • Payments: History of financial payments to the Chamber.
    • Participants: Attendance at past business expo events.
  • This report identifies companies that are already engaged with the Chamber and have a history of supporting its initiatives. They are more likely to be interested in sponsoring the expo.
  • Further analysis: You can check the Activity section for interactions related to sponsorships or past expo participation to personalize your outreach.

Segmenting Nonprofit Donors for Personalized Communication (Nonprofit)

• Scenario: A nonprofit wants to launch a fundraising campaign for a new program.
• Use Case:
  • Utilize the Constituent Detail Report filtered by:
    • Payments: Donors who consistently contribute above a certain amount.
    • Activity: Interactions related to specific program areas (e.g., emails opened about the new program).
  • This identifies high-value donors who are potentially interested in the new program.
  • Leverage the report:
    • Segment donors based on payment size and program interest.
    • Craft personalized communication highlighting the program’s impact and how their continued support can make a difference.

Recognizing Engaged Members and Encouraging Renewals (Association)

• Scenario: A real estate association wants to encourage member renewals before their memberships expire.
• Use Case:
  • Employ the Constituent Detail Report filtered by:
    • Membership Type: Members with memberships nearing expiration (e.g., within 3 months).
    • Participants: Active participation in events, webinars, or online forums.
    • Activity: Recent interactions with association staff (e.g., attending meetings, seeking career guidance).
  • This report reveals highly engaged members who find value in the association’s offerings.
  • Use the information for:
    • Personalized emails highlighting the benefits of membership renewal.
    • Offering exclusive discounts or early access to events for renewing members.
    • Recognizing their payments in association newsletters or social media.