System Preferences

The “Automated Tasks” feature in the ‘Settings’ area of Retention CRM allows Nonprofits, Associations and Chambers of Commerce to automate various maintenance and data processing activities. The Automated Tasks run at specific intervals or based on triggers to keep your data up-to-date and ensure the smooth functioning of your Retention CRM system.

General Functionality of “Automated Tasks” feature

Here’s a breakdown of the fields and settings you’ll find under ‘Automated Tasks’.

• Name (Frequency)/Description: This field provides a name for the job, typically indicating how often it runs (e.g., “Daily”) and a brief description of its function.
• Command/Parameters: This section specifies the Retention CRM API action to be executed by the job and any additional parameters required for that action.
• Last Run: This displays the date and time the job was last run.
• Enabled? This checkbox indicates whether the job is currently active and scheduled to run.
• View Job Log (all jobs): Clicking this link provides detailed information about the job’s execution history.

How to Use “Automated Tasks” feature in Association Management

A nursing association can leverage Automated Tasks to automate various tasks that improve data hygiene, membership management, and communication with members. Here are some examples of how:

• Dedupe Contacts (Daily): This job helps identify and merge duplicate member records, ensuring data accuracy.
• Update Membership Statuses (Daily): This job automatically updates member statuses based on defined criteria, such as expiration dates. This can be useful for tracking active members and sending renewal reminders.
• Process Pledges (Daily): This job updates pledge records, tracks progress towards goals, and can potentially send automated reminder emails to members with outstanding pledges.
• Send Scheduled Mailings (Always): This job ensures timely delivery of automated emails to members, such as newsletters, event announcements, or educational content.
• Send Scheduled Reminders (Hourly): This job can send automated email or SMS reminders to members about upcoming events, renewal deadlines, or other important dates.

Adding a New Automated Task

The “New Scheduled Job” section allows you to define and configure new automated tasks within Retention CRM. Here’s an explanation of the fields involved:

• *Name : A required field where you provide a descriptive name for the job.
• Description: An optional field to provide further details about the job’s purpose.
• Run frequency: Select how often the job should run (e.g., Daily, Hourly, Always).
• *API Call Entity : This defines the Retention CRM data entity the job will interact with (e.g., Contact, Mailing).
• *API Call Action : This specifies the Retention CRM API action the job will execute (e.g., update_greeting, process_membership).
• Command parameters: This field allows for additional parameters to be passed along to the chosen API action. Refer to Retention CRM’s documentation for specific parameters applicable to each action. 
• Scheduled Run Date: Leave blank for immediate execution. You can optionally set a date and time after which the job should first run, and the chosen run frequency will take effect thereafter.
• Is this Scheduled Job active? Check this box to activate the job and schedule it to run based on the defined frequency.

By configuring these settings, nursing associations can automate various tasks that would otherwise require manual intervention, saving time and effort while ensuring data accuracy and timely communication with members.

More Use Cases for Associations, Chambers of Commerce and Nonprofits

Automated Tasks for an Association

Automated Membership Management: Associations can use Scheduled Jobs to automate tasks related to membership management, such as:

• Update Membership Statuses (Daily): This job can automatically update member statuses based on defined criteria, such as expiration dates. This can be useful for tracking active members and sending renewal reminders.
• Process Dues Payments (Daily): This job can process incoming dues payments and update member records accordingly. It can also send automated receipts to members.
• Send Membership Welcome Emails (Always): This job can ensure timely delivery of welcome emails to new members, providing them with important information and resources.

Automated Tasks for a Chamber of Commerce

Event Promotion and Management: Chambers of commerce can leverage Scheduled Jobs to streamline event promotion and management tasks, such as:

• Send Event Reminders (Weekly): This job can send automated email or SMS reminders to members about upcoming events, registration deadlines, or other important dates.
• Publish Event Registrations (Daily): This job can automatically publish event registrations to the chamber’s website or social media channels, keeping members informed about event attendance.
• Send Post-Event Surveys (Daily): This job can send automated surveys to event attendees to gather feedback and improve future events.

Automated Tasks for a Nonprofit

Donor Management and Fundraising: Nonprofits can utilize Scheduled Jobs to automate tasks associated with donor management and fundraising activities, including:

• Process Donations (Daily): This job can process incoming donations and update donor records accordingly. It can also send automated donation receipts and thank-you emails.
• Segment Donors by Giving History (Monthly): This job can automatically segment donors based on their giving history, allowing for targeted fundraising campaigns.
• Send Birthday Wishes (Monthly): This job can send personalized birthday greetings to donors, fostering relationships and potentially encouraging future donations.

The “Outgoing Email” feature in the ‘Settings’ area of Retention CRM allows Associations, Chambers of Commerce and Nonprofits to configure settings for sending emails.

How to Use “Outgoing Email” in Association Management

Here’s a breakdown of the available fields:

• General:
  • Allow mail from logged in contact: Controls if users can send emails directly from Retention CRM. A nursing association might disable this to prevent unauthorized emails.
• Select Mailer:
  • mail(): The default option, often sufficient for simple setups.
  • SMTP: Use an external email server (e.g., Gmail, Outlook), ideal for more complex email needs or increased deliverability. A nursing association might use this to ensure emails come from a professional address like “memberships@nacc.org”.
  • Sendmail: An older option, generally not recommended for new setups.
  • Disable Outgoing Email: Stops all outgoing emails.
  • Redirect to Database: Saves emails as drafts for later review.
• SMTP Configuration (used with “SMTP” mailer):
  • SMTP Server: Enter the address of your email server (provided by your email service).
  • SMTP Port: The port your email server uses (consult your email service for the correct one).
  • Authentication?: Choose “Yes” if your email server requires a username and password.
  • SMTP Username & Password: Enter the credentials for your email server if authentication is required.

You can choose a method (mail(), SMTP, Sendmail) or disable emails entirely. A “Save and Send Test Email” button lets you verify your settings. Consult your system administrator for help with these settings, especially if you use online features like contributions or event registration that rely on emails. Disabling emails might require disabling those features’ automated confirmations. “Redirect to Database” saves emails as drafts instead of sending them.

A nursing association could use the “SMTP” mailer with its email provider’s server details to send newsletters, event updates, or membership information to its members. They would disable “Allow mail from logged in contact” to prevent unauthorized emails and use “Redirect to Database” to review important outgoing emails before sending them.

More Use Cases for Associations, Chambers of Commerce and Nonprofits

Nursing Association using SMTP for Professional Communication

A nursing association can use the “SMTP” email option in “Outgoing Email” to ensure their emails come from a professional address like “events@nacc.org”. This increases trust and credibility with their members when receiving newsletters, event updates, or membership information. Additionally, they can disable “Allow mail from logged in contact” to prevent unauthorized emails from being sent from individual member accounts.

Chamber of Commerce using Redirect to Database for Review

A chamber of commerce can benefit from using the “Redirect to Database” option. This saves important outgoing emails, such as newsletters or event invitations, as drafts for review before sending them to a large audience. This allows for proofreading and collaboration to ensure the email content is accurate and professional.

Nonprofit using mail() for Simple Communication

A nonprofit organization might use the default “mail()” option for “Outgoing Email” if they have a simple email setup and don’t require complex features. This option is sufficient for sending basic emails like donation receipts or volunteer updates. However, if they experience email deliverability issues in the future, they can explore using an external email server with the “SMTP” option.

The “Dropdown Options” in the ‘Settings’ area of Retention CRM allows Nonprofits, Associations and Chambers of Commerce to manage pre-defined choices for various dropdown menus and selection fields across the CRM system. These options can be edited and customized to fit the specific needs of your membership organization. You can view and manage these options by clicking “Settings” and then “Dropdown Options” within the “Administer” section.

How to Use “Dropdown Options” Feature in Association Management

Let’s break down the different options you mentioned and see how a nursing association might utilize them:

• Membership Levels: Create an option group named “Membership Level” with options like “Registered Nurse (RN)”, “Licensed Practical Nurse (LPN)”, and “Student Nurse”. This allows members to easily select their appropriate level during registration.
• Specializations: Create an option group named “Specialization” (since it has a reserved name “Specialization :: Specialization”) with options like “Cardiology”, “Pediatrics”, and “Oncology”. Nurses can choose their area of specialization in their profile.
• Communication Preferences: Create an option group named “Communication Method” with options like “Email”, “Postal Mail”, and “Phone”. This allows members to indicate their preferred way to receive updates from the association.
• Event Types: Create an option group named “Event Type” with options like “Conference”, “Webinar”, and “Workshop”. Use this to categorize events for easier searching and filtering.
• Payment Methods: Create an option group named “Payment Method” with options like “Credit Card”, “Check”, and “Bank Transfer”. This allows members to choose their preferred payment method during registration or donation.

These are just a few examples, and the possibilities are vast. By customizing Dropdown Options, your nursing association can efficiently manage member data, streamline communication, and organize events effectively.

More Use Cases for Associations, Chambers of Commerce and Nonprofits

Membership Management for an Association

Scenario: A nursing association wants to manage their membership data efficiently and provide a good experience for their members.

• The association can use Dropdown Options to track member information, subscriptions, and renewals. They can also use Dropdown Options to create predefined choices for various dropdown menus and selection fields related to membership, such as membership levels (Registered Nurse, Licensed Practical Nurse, Student Nurse) and areas of specialization (Cardiology, Pediatrics, Oncology). This allows members to easily select their appropriate level and specialization during registration, and helps the association segment their members for targeted communication.

Event Management for a Chamber of Commerce

Scenario: A chamber of commerce wants to organize events for its members and track registrations.

• The chamber can use Dropdown Options to create event registrations, send invitations, and track attendance. They can also use Dropdown Options to categorize events for easier searching and filtering by members. For instance, they can create an option group “Event Type” with options like “Conference”, “Webinar”, and “Workshop”. This allows members to find events relevant to their interests and the chamber to promote events effectively.

Donation Management for a Nonprofit

Scenario: A nonprofit organization wants to manage donations and track donor preferences.

• The nonprofit can use Drop Down Options to record donations, send receipts, and manage donor relationships. They can also use Dropdown Options to allow donors to indicate their preferred way to receive communication (e.g., email, postal mail) through a “Communication Method” option group. This helps the nonprofit tailor their communication strategies and improve donor engagement.

The “Multi Site Settings” in the ‘Settings’ area of Retention CRM allows Nonprofits, Associations and Chambers of Commerce to manage a single database for multiple websites, ideal for organizations with chapters or branches. When enabled, it restricts user access to data relevant to their specific site.

In chapter management, this is useful for an association with local chapters. Imagine a national nursing association with chapters in each state. Each chapter would have its own website (domain) integrated with Retention CRM. With Multisite enabled, members joining a state chapter would only see information and events relevant to their chapter, while the national association would maintain a central database for all members.

How to Use “Multi Site Settings” in Chapter Management

Here’s a breakdown of the available fields:

• Enable Multi Site Configuration: This activates the multisite functionality.
• Multisite Domain Group: This designates a group in Retention CRM where contacts for a specific site are automatically added.

In our nursing association example:

• Enable Multi Site Configuration: Enabled for the national association’s website.
• Multisite Domain Group: A group named “National Nursing Association Members” is created.

Each state chapter website would have Retention CRM configured with a unique domain and a separate “Multisite Domain Group” specific to their chapter (e.g., “California Nurses Chapter Members”). This ensures members only see information relevant to their location.

More Use Cases for Associations, Chambers of Commerce and Nonprofits

Association with Local Chapters

As described in the example, this is a perfect scenario. A national nursing association can manage all chapters through a single Retention CRM database. Each chapter website would have its own domain and a designated “Multisite Domain Group” (e.g., “California Nurses Chapter Members”). This ensures members see local chapter events, news, and announcements while the national association maintains a central member directory and facilitates communication across chapters.

Chamber of Commerce with Regional Branches

Imagine a regional chamber with branches in different cities. Retention CRM’s Multisite feature allows each branch to have a website showcasing local businesses and events. Members can join their specific branch and access benefits relevant to their area. The regional chamber can maintain a central database of all members while empowering each branch to manage its local network effectively.

Non-Profit with Volunteer Chapters

A large non-profit might have volunteer chapters in various locations. Multisite lets each chapter manage volunteers in their area. Volunteers signing up through a chapter website (with its own domain and “Multisite Domain Group”) would only see local volunteer opportunities and events. This streamlines volunteer management while maintaining a central database for the entire organization.

The ‘Mapping and Geocoding’ feature in the ‘Settings’ area of Retention CRM allows Associations, Chambers of Commerce and Nonprofits to configure how addresses are displayed on maps and translated into location data.

General Functionality of ‘Mapping and Geocoding’ feature

Here’s a breakdown of the available fields:

• Mapping Provider: This determines which service (like OpenStreetMap or Google Maps) is used to display maps within Retention CRM. Choose the one with the best coverage for your members’ locations.
• Geocoding Provider: This service translates street addresses into latitude and longitude coordinates, which are crucial for mapping. You can choose the same service as your Mapping Provider, or a different one like Google Maps (which often requires an API key).
• Geo Provider Key: If your chosen Geocoding Provider requires an API key (like Google Maps), enter it here. This key allows Retention CRM to access the service and translate addresses.

How to Use ‘Mapping and Geocoding’ feature in Association Management

How a Nursing Association can Utilize these Settings:

Imagine a nursing association using Retention CRM to manage its members. By setting the Mapping Provider to a service with good national coverage, members can easily view the locations of other members on a map, fostering connections.

• Scenario: The association holds regional educational events. They can use the Geocoding Provider (e.g., Google Maps) to automatically translate members’ addresses into coordinates. This allows the association to display a map within Retention CRM showing members’ locations relative to each event, helping members find events closest to them.

More Use Cases for Chambers of Commerce, Associations and Nonprofits

Target local businesses (Chamber of Commerce)

By utilizing member address data and geocoding, the chamber can identify and target geographically relevant businesses for events, programs, or promotional campaigns. For instance, they can design marketing campaigns specific to businesses located in a particular area.

Display member locations (Association)

By setting the Mapping Provider to a service with good national coverage, members can view the locations of other members on a map, fostering connections and facilitating collaboration.

Volunteer recruitment and coordination (Non-Profit Organization)

Non-profits can use geocoding to identify volunteers living closest to those in need of assistance. This can be particularly helpful for organizations delivering meals to homebound individuals or providing transportation services. By mapping volunteer locations relative to those needing help, the organization can optimize volunteer assignments and ensure efficient service delivery.