Constituents 101 Trainer’s Outline Webinar

Duration: ~75 minutes

I. Welcome Class

A. Welcome to Constituents 101!1. Beginner level class/Basic Track2. Must take Constituents 100 before you can take this class. In this class, we will

build on the foundational knowledge covered in Constituents 100 and you’ll learn more advanced functions of the Constituents functional area

3. Review learning goals/objectives for this class:a. Manage group and household members, roles, social media accounts,

name formats and activity for constituent and organizational recordsb. Explain the relevance of, locate and manage additional important

information in the Constituent Summary Tabs (including solicit codes, attributes, etc).

c. Access, change and edit information on an organization’s record

B. Brief overview of materials/class policies1. Constituents 101 Manual Chapter (includes Job Aids and Exercises for

independent practice)2. InterChange Sandbox-use it to practice, but not linked with real application so

you’ll have to go to “InterChange Live” to actually enter in data when you feel comfortable with your skills

3. Internal certification & passing of this class is linked to your security permissions (what they are allowed to see and do)

4. Assessment a. Processb. Requirements for passing (80% or above)c. Test out information

5. Review how to add a constituent to InterChange (using either the Action Bar or the Functional area)

II. Managing members of a Household and GroupA. Household

1. Trainer will show users how to add a constituent to a pre-existing Household/Group. Explains that the process is very similar whether one is adding an individual to a HH or Group but trainer will demonstrate both.a. Define HH and Define Group. Explain the differences between the two.

i. HH=people who live together (ie: The Gujjari HH)ii. Group=people who are grouped together for specific reporting

purposes (ie: The Women’s Auxiliary Group)

b. Choose constituent c. Search for Household first (remind users of our best practice: search first,

then add). Constituent can’t be a member of more than one household. d. Show users how to add a member to an existing Household

i. Type in HH name, searchii. Find correct HH, then save

e. Repeat this with another constituent only this time, add constituent to a group

2. Trainer will show users how to add a constituent to a brand new HH. Search for a household, then if not there, add (best practice is always to search first, then add)a. Details Tab

i. Can use a Standard name or Custom nameii. Enter in the Household Contact information

b. Household Membersi. Trainer will demonstrate how to choose an existing HH and make

one of the members the primary contactii. Trainer will demonstrate how to remove a member of a HH

c. Trainer will show users how to add a constituent to a brand new GROUP. Search for a group, then if not there, add (best practice is always to search first, then add).

i. Fill out Details Tab with the necessary information. ii. Members of the group can be added via the Members tab.

d. Group Membersi. Trainer will show users how to remove a member of a group. ii. Trainer will show users how to set roles for group members.

e. Trainer will remind users that these processes (adding, editing, removing and setting members) are similar for both HH and groups and refer them to the manual chapter for more information and practice exercises.

III. Managing Constituent Records-Advanced

A. Trainer will remind students that they learned several ways to manage constituent records in Constituents 100 (give some examples)

B. In 101, students will learn how to manage the more advanced functions of a constituent’s record. Trainer will go through the Summary tabs and subtabs NOT covered in Constituents 100.

C. Contact Tab: Social Media Account1. Explain the importance of tracking social media accounts (like Facebook and

LinkedIn) on a constituent’s record2. Trainer will demonstrate how to add/edit and delete a social media account on a

constituent’s record

D. Personal Tab: Names/Naming Formats: Trainer will explain the importance of name formats/their role in DM efforts1. Trainer will demonstrate how to add/edit/delete name formats for a

constituent2. Trainer will demonstrate primary addressee/primary salutation option:

a. Primary addressee: name that appears on the outside of the envelopeb. Primary salutation: name that appears on the letter

3. Trainer will demonstrate how to add/edit and delete an alias for a constituent

E. Relationships: Trainer will explain how keeping track of relationships helps us connect with our constituents1. Trainer will show how to use the filter feature to find a relationship2. Trainer will show how to add a spousal relationship to a constituent previously

added into InterChange3. Trainer will show users how to edit a relationship, insert end date for a

relationship that has ended4. Trainer will demonstrate to users how to add/edit/put end dates for

household/group relationships for a constituentF. Revenue and Recognition

1. Trainer will explain/review the relevance of the Revenue History Tab2. Trainer will explain/review the relevance of the Recognition History Tab3. Trainer will explain that there are different Recognition Programs at TSA

(details are covered in Revenue classes) 4. Gifts: remember to check for planned gifts here if deceasing5. Tributes

a. Trainer will explain exactly what tributes are and why they are relevant (an overview was given in 100 so now trainer can go into more detail)

b. Show users how to add/edit and delete tributesc. Explain the difference between Tributes to this Constituent vs. Tributes

Made to OthersG. Prospect Tab

1. Explain that this tab is not visible on all constituent records; only on constituents who are prospects.

2. Prospect Managers will manage their prospects. More information on how to do this is covered in the Prospect classes for Fundraisers.

H. Documentation & Interactions Tab1. Quickly remind users of the differences between documentation and interaction

(this was covered in 100)2. Give examples of relevance of documentation and interactions3. Show users the different types of documentation.

I. Communications tabs-General correspondence and appeal mailings1. Define general correspondence/appeal mailing and give examples of each

2. Trainer shows users how to search for appeals/correspondence, etc. by using the Filter function

3. Show users how to add/edit general correspondence4. Show users how to view appeal mailings (emphasize that users should not be

editing or deleting appeal information) 5. Preferences tab-Solicit codes

a. Explain solicit codes and their importance with DM campaignsb. Explain our best practice of respecting constituent’s mailing preferences but

our pushback policy when they claim they want NO mail at allc. Discuss the most common solicit codes

i. Explain what solicit codes to choose if someone only wants 1 Christmas mailing

ii. Explain the confusing/erroneously named solicit codes (ie: Do not mail) and what to choose instead

d. Show users how to assign/edit solicit codese. Appendix in manual chapter has a helpful list to reference

J. History1. Explain relevance of this Tab2. Show users the different kinds of historical data one can see/search for on a

constituent recordK. Attributes

1. Explain the importance and relevance of attributes2. Additional attributes can be created for users if there’s a need (ie: There’s a

unique event a corps does and they want to track the people who came to that fundraising event)

3. Show users how to add/edit/delete an attributeL. Managing the activity of a constituent-Personal Info

1. Trainer shows how to mark a constituent as deceased2. Trainer shows how to mark a constituent as inactive3. Trainer shows how to mark a constituent as active and undo deceased

M. Commonly run reports1. Trainer explains relevance of running a Constituent Profile Report: Gives a

summary of info about constituent in one place (rather than having to look through all of the tiles and tabs to gather information)

2. Trainer demonstrates how to run a Constituent Profile Report3. Export to an external document (ie: excel)4. Trainer explains relevance of running a Donor Data Sheet: Donation info

condensed into one report5. Trainer demonstrates how to run a Donor Data Sheet6. Export this report to an external document

IV. Managing Organizational Records1. Organizations

a. Trainer defines what organizations are in InterChange and the relevance of keeping track of their information

b. Search for an organization c. Trainer shows users how to add an organization from the Constituents

Functional aread. Trainers shows users how to add an organization from the Action Bar (all

other steps are the same as in the Functional area so trainer doesn’t have to show all of this again, but just let users know that they can also add organizations this way)

e. Explain when to click, “This is a primary organization.” A primary organization is the main HQs or the primary office of operation.

f. Explain to users that an organizational record is similar to and managed the same way as a constituent record

g. Show users how to customize tabs for an organizationh. View detailed information about an organization, including revenuei. Add individual relationships for an organization j. Add/edit/put end dates for organizational relationships for an organization

V. Closure:1. Any last questions? 2. Completion of this class and successfully passing the Constituent 101

assessment=Basic User Certification