Contact Reports

The “Contact Logging Report” in reports module of Retention CRM provides Nonprofits, Associations and Chambers of Commerce a high-level overview of interactions logged with their contacts. This report can be helpful for understanding overall activity and identifying trends in contact engagement.

General Functionality of “Contact Logging Report”

Available Fields/Options

• Action: This field indicates the general type of action performed on the contact record, such as “Update” or “View”.
• Log Type: This field specifies the more specific type of interaction, such as “Note” added, “Email” sent, or “Membership” renewed.
• When: This field displays the date and time the interaction occurred.
• Altered Contact: This field shows the contact record that was interacted with.
• Altered By: This field indicates the user who performed the action on the contact record.

Using “Contact Logging Report” in Association Management

For a nursing association, the Contact Logging Report (Summary) can be a valuable tool for tracking member interactions and staff activity. Here’s a breakdown of the fields within the context of a nursing association:

• Action:
  • Update: This could indicate changes made to a member’s profile information, such as contact details or professional qualifications.
  • View: This might show instances where a staff member accessed a member’s record to review information.
  • Other actions could include “Add Contribution” (if the member makes a donation), “Register for Event” (if the member signs up for an association event), etc.
• Log Type:
  • Note: This could be any written communication logged within the member’s record, such as notes from conversations, follow-ups, or appointment details.
  • Email: This would indicate emails sent to the member, such as newsletters, event reminders, or personalized communication.
  • Membership: This could show changes made to a member’s membership status, such as renewals, upgrades, or cancellations.
  • Other log types might include “Event Attendance” (if the member attended an event), “Online Payment” (if the member paid dues online), etc.
• When: This field would display the date and time the specific interaction with the member record occurred.
• Altered Contact: This would show the member’s name or ID associated with the interaction.
• Altered By: This field would indicate the staff member or user who performed the action on the member’s record.

Hypothetical Scenario:

The nursing association might use this report to:

• Identify trends in member engagement by analyzing the most frequent actions and log types. For example, if “Email – Open” is a common log type, it suggests emails are being opened by members.
• Monitor staff activity to ensure members are receiving proper attention. The report can show which staff members are interacting with members and the nature of those interactions (e.g., updating profiles, sending notes).
• Investigate specific member interactions. If a member has a question or concern reflected in a note, the association can use the report to track how the issue was addressed.

More Use Cases for Associations, Chambers of Commerce and Nonprofits

Association Tracks Volunteer Preferences

• Association: Historical Society
• Scenario: The historical society relies heavily on volunteers for staffing events, conducting tours, and assisting with research projects. They use the Contact Logging Report (Summary) to track volunteer interactions and identify volunteer preferences.
• Analysis: By filtering the report by “Action” and “Log Type” the association can see which volunteers frequently log “Add Availability” notes indicating their preferred volunteering times. They can also see which volunteers most frequently attend events (“Event Attendance” log type) or participate in training sessions (“Register for Event” log type). This allows the association to match volunteer preferences with project needs and ensure they are staffed effectively.

Chamber of Commerce Identifies Networking Opportunities

• Chamber of Commerce: Local Business Chamber
• Scenario: The chamber uses the Contact Logging Report (Summary) to identify potential networking opportunities between member businesses.
• Analysis: By filtering the report by “Log Type” and searching for keywords like “product launch”, “industry update”, or “seeking partner” in notes (Note log type) or emails sent (Email log type), the chamber can find businesses expressing similar interests. They can then facilitate introductions or connect members through events focused on relevant industries (based on membership data in “Altered Contact”).

Nonprofit Tracks Donor Engagement

• Nonprofit: Environmental Protection Organization
• Scenario: The nonprofit uses the Contact Logging Report (Summary) to understand donor engagement and identify stewardship opportunities.
• Analysis: By filtering the report by “Action” and “Log Type”, the nonprofit can see which donors frequently make donations (“Add Contribution” log type) and those who open donation-related emails (“Email – Open” log type). They can also identify donors who attend fundraising events (“Event Attendance” log type) or webinars ( “Register for Event” log type). This allows the nonprofit to tailor stewardship efforts (personalized emails, thank you notes) based on donor interaction level.

By understanding these fields and how they apply to member interactions, Nonprofits, Associations and Chambers of Commerce can leverage the Contact Logging Report to gain valuable insights into contact/member/donor engagement and staff activity.

The ‘Activity Summary’ report in reports module of Retention CRM provides Associations, Chambers of Commerce and Nonprofit organizations with a breakdown of activity statistics of their contacts categorized by type and date range. This report is useful for gaining insights into interactions you’ve had with your contacts.

General Functionality of ‘Activity Summary’ report

• Contact Name: Displays the full name of the contact person.
• Contact ID: A unique identifier assigned to each contact within Retention CRM.
• Email: Primary email address of the contact person.
• Phone: Primary phone number of the contact person.
• Activity Type: Shows the specific type of activity performed (e.g., Meeting, Phone Call, Email).
• Activity Status: Indicates the current status of the activity (e.g., Completed, Scheduled, Cancelled).
• Duration: Total length of time spent on the activity (may not be available for all activity types).
• Priority: The designated priority level assigned to the activity (e.g., High, Medium, Low).
• Total Activities: Represents the total number of activities performed for each contact within the specified date range.

Using ‘Activity Summary’ report in Association Management

A nursing association can leverage the ‘Activity Summary’ report to gain valuable insights into member interactions and engagement. Here’s a breakdown of the report fields within the context of a nursing association:

• Contact Name: Registered nurse or member name within the association.
• Contact ID: Unique identifier assigned to each member within the Retention CRM system.
• Email: Primary email address of the member.
• Phone: Primary phone number of the member.
• Activity Type: Shows the specific interaction type with members (e.g., Webinar attendance, Meeting participation, Phone consultation regarding membership benefits).
• Activity Status: Tracks the current status of member interactions (e.g., Completed – Webinar attended, Scheduled – Upcoming consultation call).
• Duration: May reflect the length of a webinar, consultation call, or meeting.
• Priority: Can be used to categorize the importance of interactions (e.g., High – Urgent membership enquiries, Medium – Event registrations).
• Total Activities: Represents the total number of interactions a member has had with the association within the specified date range. This provides a valuable metric for member engagement.

Scenario: Utilizing the Activity Summary Report

Let’s consider a scenario where the nursing association wants to assess member engagement with educational webinars. They can utilize the ‘Activity Summary’ report with the following filters:

• Activity Type: Filtered to show only “Webinar” activity type.
• Date Range: Set to cover the recent webinar held.

This report will display a list of members who registered for the webinar, their contact information, whether they attended (Completed activity status), and the duration of their attendance (if recorded). The nursing association can then use this data to:

• Identify members who actively participate in educational offerings.
• Engage with members who registered but did not attend to understand any challenges.
• Segment member communication based on their webinar attendance and interests.

More Use Cases for Associations, Chambers of Commerce and Nonprofits

Association – Identifying Potential Sponsors for Upcoming Events

• Association: Professional Photographers Association (PPA)
• Goal: Identify members who have consistently participated in educational workshops and conferences in the past year to target for sponsorships for the upcoming annual photography conference.
• Filters:
  • Activity Type: Filter to show only “Workshop” and “Conference” activity types.
  • Date Range: Set to cover the past year.
  • Total Activities: Sort by high to low (members with the most activity participation are likely the most engaged).
• Analysis: The PPA can use this report to identify members who are highly engaged with educational events. These members are more likely to be interested in sponsoring the upcoming conference, potentially reaching a wider audience of potential new members.

Chamber of Commerce – Evaluating the Effectiveness of Networking Events

• Chamber of Commerce: Preston Chamber of Commerce
• Goal: Assess member participation and engagement at recent networking events to improve future events.
• Filters:
  • Activity Type: Filter to show only “Networking Event” activity type.
  • Date Range: Set to cover the timeframe of recent networking events.
  • Activity Status: Segment by “Completed” and “Scheduled” to see which members attended and who opted out.
  • Duration: Analyze for completed events to see if there were any trends in attendance duration (shorter duration could indicate a lack of engagement).
• Analysis: Preston Chamber of Commerce can use this report to see which members attended the networking events and for how long. They can then reach out to members who did not attend to understand why and use this feedback to improve future events. For members who attended but left early, the Chamber can reach out to see if there were any aspects of the event that caused them to leave prematurely.

Nonprofit – Tracking Volunteer Activity and Engagement

• Nonprofit: Habitat for Humanity Chapter
• Goal: Track volunteer activity hours and identify highly engaged volunteers for recognition and potential leadership opportunities.
• Filters:
  • Activity Type: Filter to show only “Volunteer Activity” activity type.
  • Date Range: Set to cover a desired timeframe (e.g., past quarter).
  • Duration: Sort by high to low to identify volunteers who have contributed the most hours.
• Analysis: Habitat for Humanity can use this report to identify their most active volunteers. They can then acknowledge and thank these volunteers for their dedication. Additionally, they can reach out to these high-hour volunteers to see if they are interested in taking on leadership roles within the organization.

By analyzing the ‘Activity Summary’ report, an Association, Chamber of Commerce and Nonprofit can gain valuable insights into their stakeholders’ engagement (members, donors, volunteers etc.) and tailor their outreach efforts to better serve their needs.

The “Relationships” report in the Reports module of Retention CRM allows Associations, Chambers of Commerce and Nonprofits to analyze connections between contacts in their contact database.

General Functionality of “Relationships” report

Here’s a breakdown of the fields and options:

• Contact A & Contact B: These represent the two contacts in the relationship.
• Relationship A-B & Relationship B-A: These display the type of relationship between Contact A and Contact B, and vice versa (e.g., “Member Of” for A and “Has Member” for B).

Nursing Association Context:

• Contact A: This could be a Registered Nurse (RN) or a healthcare institution (Hospital, Clinic)
• Contact B: This could be the opposite of Contact A (e.g., RN for Hospital, Hospital for RN) or another relevant party (e.g., Nursing School, Alumni Association)
• Relationship A-B & Relationship B-A:
  • RN – Hospital: “Member Of” (RN is a member of the hospital’s nursing staff) & “Has Member” (Hospital has RN on staff)
  • RN – Nursing School: “Alumni Of” (RN graduated from the school) & “Has Alumni” (School has RN as an alumnus)
  • Hospital – Alumni Association: “Member Of” (Hospital is a member of the association) & “Has Member” (Association has hospital as a member)

Additional Filters:

• Contact Type A & Contact Type B: Filter by contact type (e.g., Individual, Organization)
• Relationship Status: Filter active or inactive relationships.
• Relationship Dates Validity: Filter by start and/or end date of the relationship.
• Relationship: Select specific relationship types (e.g., “Member Of”, “Alumni Of”).
• Start Date & End Date: Define a date range for relationship creation.
• Active Period: Filter relationships active within a specific date range.
• Permissions: See if Contact A or B has permission to view each other’s records.
• Country, State/Province, Tag, Group: Further refine your search with geographic location, tags (e.g., “specialized nurse”), or group memberships (e.g., “oncology nurses”).

Using “Relationships” Report in Association Management

The nursing association wants to identify all hospitals with RNs who are association members. They can use the Relationships report with the following filters:

• Contact Type A: Organization
• Contact Type B: Individual
• Relationship A-B: Member Of (assuming hospitals are members)
• Relationship B-A: Has Member (assuming hospitals have nurses on staff)
• Contact B (Contact Type B): Filter by “RN” or a relevant nursing specialization tag.

This report will provide a list of hospitals (Contact A) that have member RNs (Contact B) along with additional details like contact information and permission settings. This allows the association to target these hospitals for specific programs or communication relevant to their RN members.

By utilizing these filters and understanding the relationships between contacts, the nursing association can gain valuable insights into their network and tailor their outreach efforts accordingly.

More Use Cases for Associations, Chambers of Commerce and Nonprofits

Alumni Association

• Goal: Identify alumni working in specific industries to connect them with current students seeking career guidance.
• Filters:

• Contact Type A: Individual (Alumni)
• Contact Type B: Individual (Current Students)
• Relationship A-B: Worked At (assuming alumni have past work experience)
• Relationship B-A: None (not applicable)
• Industry (Tag): Select relevant industries (e.g., tech, healthcare, finance)
• Outcome: The report generates a list of alumni (Contact A) with work experience in specific industries (based on tags) along with contact details of interested students (Contact B) seeking career guidance. This allows the association to facilitate mentorship programs or industry-specific networking events connecting alumni with current students.

Chamber of Commerce

• Goal: Analyze partnerships between member businesses to identify potential collaboration opportunities.
• Filters:

• Contact Type A: Organization (Business A)
• Contact Type B: Organization (Business B)
• Relationship A-B: Partner (custom relationship type for business partnerships)
• Relationship B-A: Partner (custom relationship type for business partnerships)
• Start Date & End Date: Define a date range to identify new partnerships
• Outcome: The report provides a list of current business partnerships (Relationships A-B & B-A) along with details of involved businesses (Contact A & B). By analyzing these partnerships, the chamber can identify businesses in complementary industries and recommend potential collaborations. This fosters a collaborative environment among chamber members.

Environmental Nonprofit

• Goal: Track volunteer participation in conservation projects and identify potential project leaders.
• Filters:

• Contact Type A: Individual (Volunteer)
• Contact Type B: Project (Conservation Project)
• Relationship A-B: Volunteer For (custom relationship type for volunteer participation)
• Relationship B-A: Has Volunteer (custom relationship type for project volunteers)
• Additional Filters: Group (e.g., “tree planting”, “beach cleanup”)
• Outcome: The report generates a list of volunteers (Contact A) involved in specific conservation projects (Contact B). By analyzing the number of volunteer participation (Relationships A-B), the nonprofit can identify potential project leaders and reach out to them for leadership opportunities. This helps the organization effectively manage their volunteer network and future conservation projects.

The ‘Current Employers’ report in Reports module of Retention CRM provides Chambers of Commerce, Nonprofits and Associations with a way to generate a list of contacts currently employed by a specific organization. This report is helpful for various purposes, including:

• Targeted communication: Reach out to members currently employed at specific healthcare institutions.
• Job fair marketing: Identify potential attendees for a nursing career fair based on their current employers.
• Renewal campaign targeting: Segment your renewal campaign by employer to tailor messaging or offers.

General Functionality of ‘Current Employers’ report

Here’s a breakdown of the available options and fields in the report:

General Fields:

• Employer Name: Name of the current employer organization.
• Employee Name: Name of the contact person within the organization.
• Job Title: Job title of the employee at the organization
• Email: Email address of the employee
• Employee Since: Date the employee began working at the organization

Using ‘Current Employers’ Report in Association Management

• Employer Name: This field becomes particularly relevant for a nursing association, allowing you to target communication to members working at specific hospitals, clinics, or healthcare facilities.
• Employee Since: This can help identify new nurses who recently started working in the field.

Additional Filters:

• From/To: Filter the results based on a date range for ‘Employee Since’.
• Tag: Filter contacts by tags assigned in Retention CRM (e.g., “Registered Nurse”).
• Group: Filter contacts belonging to specific groups within Retention CRM (e.g., “Nurses in Frankfurt”).
• Employee Name: Filter by the name of the employed contact person.
• Contact Source: Filter by how the contact information was acquired (e.g., membership form).
• Gender: Filter by gender
• Birth Date: Filter by birth date
• Contact Type: Filter by contact type (e.g., Individual).
• Contact Created: Filter by the date the contact was created in Retention CRM.
• Contact Modified: Filter by the date the contact information was last modified.
• Deceased: Filter to include or exclude deceased contacts.
• Do not email/phone/mail/SMS/Trade/Bulk Email: Filter out contacts with specific communication preferences.
• Preferred Language: Filter by preferred language for communication.
• Country/State/Province: Filter by geographic location.

Scenario: Targeting New Nurse Graduates

A nursing association can leverage the ‘Current Employers’ report to target recent nursing graduates. Here’s how:

1. Filter by Employer Name: Identify hospitals or clinics known to hire a significant number of new graduates.
2. Filter by Employee Since: Use the “From/To” option to target a timeframe corresponding to the typical graduation period (e.g., past 3-6 months).
3. Utilize Additional Filters: Consider using the “Tag” filter if you have a tag assigned to new graduates during membership signup.

More Use Cases for Associations, Chambers of Commerce and Nonprofits

Association of Architects Targeting Mentorship Program

• Use Case: The American Institute of Architects (AIA) wants to connect experienced member architects with aspiring ones for a mentorship program.
• Current Employers Report: AIA can leverage the report to:
  • Filter by Employer Name: Identify architecture firms known for hiring recent graduates or having internship programs.
  • Filter by Job Title: Focus on entry-level titles like “Architectural Intern” or “Junior Architect”.
  • Additional Filters (Optional): Consider using the “Tag” filter if they have a tag for aspiring architects or “Employee Since” to target those who recently entered the field (past 2 years).
• Benefit: This report helps AIA create a targeted pool of potential mentees and mentors, fostering valuable connections within the association.

Chamber of Commerce Targeting Networking Event

• Use Case: The Silicon Valley Chamber of Commerce wants to host a networking event for professionals in the tech industry.
• Current Employers Report: The Chamber can utilize the report to:
  • Filter by Industry: Leverage custom fields in Retention CRM to categorize employer industries (e.g., “Technology”).
  • Job Title Filter: Target specific job titles relevant to the event theme (e.g., “Software Engineer,” “Product Manager”).
  • Additional Filters (Optional): Consider filtering by “Contact Created” to target new members who might benefit from networking opportunities.
• Benefit: This report allows the Chamber to identify potential attendees highly interested in the event’s topic, leading to a more engaged and valuable networking experience.

Non-Profit Environmental Organization Targeting Advocacy Campaign

• Use Case: Green Earth, a non-profit, wants to launch an advocacy campaign urging local businesses to adopt sustainable practices.
• Current Employers Report: Green Earth can leverage the report to:
  • Filter by Industry: Identify businesses in polluting industries (e.g., manufacturing, waste management).
  • Additional Filters (Optional): Consider filtering by “Contact Source” to target businesses that haven’t previously engaged with Green Earth, offering an opportunity to build new relationships.
• Benefit: This report helps Green Earth create a targeted list of businesses to reach out to for their campaign, increasing the potential for impactful advocacy efforts.

This report helps generate a list of potentially new nurses who might be interested in the association’s resources, professional development opportunities, or networking events.

By using these filters and options in conjunction, a nursing association can gain valuable insights into their member base and tailor communication and outreach efforts more effectively.

The ‘Activity Details’ report in Reports module of Retention CRM provides Associations, Chambers of Commerce and Nonprofit organizations with a comprehensive overview of interaction details between your organization and its contacts.

General Functionality of ‘Activity Details’ Report

General Fields:

• Assignee Name: The staff member assigned to the activity
• Target Name: The contact’s name
• Subject: A brief description of the activity
• Activity Status: The current stage of the activity

Nursing Association Context:

• Assignee Name: This could be a nurse educator, membership coordinator, or any staff member involved in the activity.
• Target Name: This would be a member nurse, potential member, or other relevant contact.
• Subject: Examples include “Educational Workshop on Dementia Care,” “Meeting with New Member,” or “Phone Call Regarding License Renewal.”
• Activity Status: Track the progress of interactions, such as “Completed Webinar,” “Meeting Scheduled,” or “Email Sent.”

Additional Filters:

• Source Name: Where the activity originated (e.g., online registration, phone call).
• Activity Date: Date the activity occurred or is scheduled.
• Activity Type: The category of the activity (e.g., meeting, webinar, phone call).
• Location: Physical location or online platform (e.g., “Webinar Room,” “Hospital Auditorium”).
• Activity Details: More extensive description of the activity.
• Activity Priority: Importance level of the activity (e.g., “High – License Renewal Reminder”).
• Include Case Activities: Include interactions related to member support cases.
• Survey Result: If applicable, capture survey responses from the activity.
• Campaign: Track activities associated with specific campaigns (e.g., “Membership Drive”).
• Engagement Index: Measure a contact’s level of interaction with the association.
• Address Information: Search by contact location for geographically targeted reporting.
• Group: Filter by member groups (e.g., “Oncology Nurses”).

Using ‘Activity Details’ Report in Association Management

The nursing association is planning a series of educational webinars on mental health for its members. The ‘Activity Details’ report can be used effectively to:

• Track Registrations: See how many nurses have registered for each webinar by filtering by “Activity Type” (Webinar) and “Subject” (Mental Health Webinar).
• Monitor Engagement: Use “Engagement Index” to identify nurses who haven’t participated in recent activities and target them with personalized outreach.
• Evaluate Effectiveness: After the webinars, assess completion rates (“Activity Status”) and gather feedback through “Survey Result” to gauge the program’s success.
• Identify Trends: Analyze “Location” data to see if there’s a demand for in-person workshops in specific areas.
• Measure Staff Workload: Use “Assignee Name” to monitor the activity load of nurse educators and ensure balanced distribution.

More Use Cases for Associations, Chambers of Commerce and Nonprofits

Association Manages Volunteer Recruitment for Animal Shelter

• Association: Animal Welfare Association
• Goal: Identify potential volunteers with relevant skills and track their recruitment process.
• Use Case: The association uses the “Activity Details” report with these filters:

• Activity Type: Meeting (for initial interviews) or Phone Call (for follow-up conversations).
• Subject: Volunteer Recruitment or related keywords.
• Activity Details: Capture notes on volunteer skills and experience.
• Additional Filters: “Source Name” can be used to see if volunteers came from a specific outreach event or referral program.
• Benefit: The report allows the association to track volunteer interactions, assess their suitability, and personalize communication based on their skills and interests.

Chamber Tracks Business Member Engagement

• Chamber: City Chamber of Commerce
• Goal: Measure member participation in networking events and identify areas for improvement.
• Use Case: The chamber leverages the report with these filters:

• Activity Type: Event (for networking events).
• Target Name: Business name or contact person.
• “Include Case Activities”: Checked to capture support interactions with businesses.
• Additional Filters: “Campaign” can be used to track specific networking initiatives.
• Benefit: The report helps the chamber identify businesses that haven’t been actively engaged, allowing them to reach out with targeted communication or personalized support based on past interactions (“Case Activities”).

Nonprofit Monitors Grant Program Applications

• Nonprofit: Environmental Education Organization
• Goal: Track the application process for environmental grant programs and assess the quality of proposals.
• Use Case: The nonprofit utilizes the report with these filters:

• Activity Type: Meeting (for application consultations) or Email (for application submissions).
• Subject: Grant program name or keywords.
• Activity Details: Capture notes on application strengths and weaknesses from consultations.
• Additional Filters: “Engagement Index” can be used to see if applicants have participated in past events or programs.
• Benefit: The report allows the nonprofit to streamline the grant application process by identifying promising applicants early on and using “Activity Details” to provide targeted feedback during consultations. Additionally, “Engagement Index” helps assess an applicant’s overall interest and commitment to the organization’s mission.

By leveraging these filters and fields, the nursing association can gain valuable insights into member engagement and optimize their activities for better outreach and service.

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.

The “Contact Summary” report in Reports module of Retention CRM provides Associations, Chambers of Commerce and Nonprofits with a detailed listing of contact information for their Contact database. This report is helpful for generating email lists, segmenting contact base, and ensuring your contact data is accurate.

General Functionality of “Contact Summary” report

Here’s a breakdown of the typical options/fields you’ll find in the Contact Summary report:

• Contact ID: Unique identifier assigned to each Contact record.
• Contact Type: Category assigned to a Contact (e.g., Individual, Organization).
• External Identifier: An optional field to store an external ID (e.g., member ID from another system).
• Sort Name: The name you prefer to use for sorting and mailing purposes (e.t., Last Name, First Name).
• Individual Name: Full name of the Contact (typically for Individual contact types).
• Organization Name: Name of the organization (typically for Organization contact types).
• Address Fields: Complete mailing address including Street Address, City, State/Province, Postal Code, and Country.
• Phone Fields: Phone numbers categorized by type (e.g., Home, Mobile, Work).
• Email: Primary email address of the Contact.
• Website: Website address of the Contact (if available).
• Greeting: Preferred salutation for the Contact (e.g., Mr., Ms., Dr.).
• Deceased: Indicates whether the Contact is deceased.
• Do Not Mail: Flag to indicate the Contact should not be included in mailings.
• Do Not Phone: Flag to indicate the Contact should not be contacted by phone.
• Do Not Email: Flag to indicate the Contact should not be contacted by email.
• Custom Fields: Any additional custom fields you’ve defined for capturing specific Contact data.

Using “Contact Summary” report in Association Management

Now, let’s look at how a nursing association might utilize the Contact Summary report:

• Contact Type: This can be used to differentiate between individual nurses (Individuals) and healthcare organizations (Organizations).
• External Identifier: This could store a nurse’s license number for easy reference.
• Sort Name: Sort by last name for printed directories or mailing lists.
• Individual Name: Full name of the nurse member.
• Address Fields: Essential for sending out membership renewal notices, event invitations, or association newsletters.
• Phone Fields: Useful for contacting nurses about association activities, committee meetings, or continuing education opportunities.
• Email: The primary mode of communication for most associations; allows for sending newsletters, surveys, and announcements.
• Do Not Mail/Phone/Email: Flags to respect a nurse’s preferences regarding communication methods.
• Custom Fields: The association might create custom fields to capture specific information relevant to nurses, such as license expiration date, area of specialization, or preferred communication method.

A nursing association wants to identify all nurses residing in Austin, Texas, who are not currently signed up for the upcoming annual conference. They can utilize the Contact Summary report with the following filters:

• Address – Country: Texas
• Address – City: Austin
• Membership: Filter out members who have already registered for the conference (using a custom field or membership status).

This report would generate a list of nurses in Austin who haven’t registered, allowing the association to target them with email or phone outreach campaigns to promote the conference and encourage registration.

More Use Cases for Associations

Identifying lapsed members for targeted campaigns

The Contact Summary report can be used to identify members who haven’t engaged with the association for a certain period. By filtering the report to show members with no recent donations, event attendance, or volunteer activity, associations can create targeted campaigns to re-engage these lapsed members. This could involve offering them special discounts on memberships, inviting them to exclusive events, or simply checking in to see if they’re still interested in the association’s work.

Segmenting your member base for personalized communication

The Contact Summary report allows you to segment your member base according to various criteria, such as location, interests, or membership level. This segmentation can then be used to send more personalized communications to your members. For example, you could send an email newsletter about upcoming events to members in a specific region, or target high-level members with information about exclusive benefits.

Creating mailing lists for specific initiatives

The Contact Summary report can be used to generate mailing lists for specific initiatives or events. By filtering the report to show members who meet certain criteria, associations can create targeted mailing lists that are more likely to resonate with the recipients. For instance, you could create a mailing list for nurses who specialize in a particular field to promote an upcoming conference on that topic.