Difference between revisions of "Adding New Constituent"
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Revision as of 11:09, 4 October 2011
Contents
Overview
An effective CRM (Constituent Relationship Management) system depends on accurately tracking constituent information. The following instructions will enable you to add new constituents to your DDI-Connect system.
Adding a New Constituent
From the DDI-Connect main menu, do the following:
- Double-click Name/Address
- Double-click Name/Address entry. You will see this screen:
- Click the New button on the toolbar. You will receive this popup:
- Select the type of account you are creating a record for (individual, family*, organization or church) and click OK:
*DDI does not recommend combining more than one constituent on a record. It is instead recommended that you create individual accounts for each member of the family and link them using the relationship codes. For more information on linking, please review that section of this document
The Name/Address Entry screen has 7 tabs into which you can enter information. Not all fields are required, however, and you can opt to track as much or as little information as you wish.
Name Tab
The following fields are available on the Name tab, on the HOME address tab:
Field | Description |
---|---|
Prefix | If you utilize prefixes with your constituent names, you can establish the prefix (if known) here. Click the drop down arrow to select from a list of established prefixes. If you wish to add a prefix that is not in the list, you can do so by setting it up in the Prefix code set. Reference this page for instructions on how to modify the Prefix code set: Prefix Code Set Changes |
Last Name | Enter the last name of the constituent |
First Name | Enter the first name of the constituent |
Middle Name | Enter the middle name of the constituent |
Suffix | Enter the suffix of the constituent, if applicable |
Sex | Enter a M for male and a F for female. Please note that if you selected a gender specific prefix, such as Mrs. or Mr., the system will have automatically populated this field with the appropriate code |
AI Codes | When you click into this field, the system will automatically launch the list of AI codes that your organization has set up. Select the codes that apply to this constituent. When you are finished, click the X in the upper right corner of the AI code screen to close the list. For information on how to set up AI codes in the system, please reference AI Code Setup |
Name 2 | In some cases, you might wish to have a second name on the constituent record. If this is desired, type the second name here. Again, DDI does not recommend having more than one constituent name on a record, but if that is your organization's preferred method, this is where you would add the second name |
Tax ID | If your organization manages investments or loans, the tax ID is a critical piece of information for reporting purposes. For individuals, this number is the social security number. For organizations and churches, it is their Tax ID number |
Source | If your organization tracks where the constituent came to you from (for example, a radio ad, a specific appeal, etc.), you can enter a short source code here |
Salutation | As you enter the name, the DDI Connect system will automatically populate the salutation field with your organization's default salutation. However, if you click the box to the right of the salutation field, you can establish a salutation format for this constituent. |
Address | Enter the street address for this constituent |
Country | The system default is to set the country as the United States. However, you can click the list icon to the right and select the country from the list of available countries |
ZIP | Type in the ZIP code for the constituent. If you are not sure what it is, you can click the binoculars and launch the Postal Code finder utility |
City | The City information will automatically populate when the ZIP code is entered. If more than one city is assigned to the ZIP, the system will prompt you to select the correct City |
ST | The State information will automatically populate when you enter the ZIP code |
County | The County will automatically populate when you enter the ZIP code. However, you can change the county by clicking on the drop down arrow and selecting from the available list |
Region | If your organization is utilizing regions, that information will automatically populate when you enter the ZIP code. However, you can change the region by clicking on the drop down arrow and selecting from the available list |
Community | If your organization is utilizing communities, that information will automatically populate when you enter the ZIP code. However, you can change the region by clicking on the drop down arrow and selecting from the available list |
Phone | Enter the phone in this format: XXX-XXX-XXXX |
Primary Address | If this box is selected, the system will default to this address as being the constituent's primary. Primary information is indicated in BOLD on the Contact tab |
Residency | If you click the drop down, you will see that you have three options: Primary resident, non-primary resident and separate mailing. Primary residents receive all mailings by default. Non-primary residents do NOT receive mailings, and separate mailing indicates that this resident should always receive a separate mailing, even when the "combine residents" option is selected on extracts |
Comment | This field allows you to enter a brief comment for this contact record. For example "Only available after 7 PM EST" |
Dates | If you enter a date range here, the system will automatically only select this address within those dates. For example, if you are establishing a vacation address, you can enter a date range so that the system automatically uses the vacation address if mailings are being extracted within those dates |
Click the Contact tab:
On this screen, you can add multiple contact methods for this constituent. DDI-Connect does not limit the number of contacts attached to a constituent. However, it will only allow you to add one item per type. So, for example, you can add home, work and mobile phone numbers; home, work and vacation addresses; and any other contact information you have for this individual, but it will not allow you to list more than one home email address.
To add a new contact, click the appropriate icon for the type of information you are adding:
Icon | Description |
---|---|
File:Mailing.jpg | Add a new mailing address, such as work, vacation, etc. |
File:Email.jpg | Add a new email address |
File:Phone.jpg | Add a new telephone number |
File:Website.jpg | Add a new web address |
File:Personal Contact.jpg | Add a new personal contact, such as church leader. You would not want to use this method for tracking constituents whose information you track in your organization's database - for that, you'd want to add a new constituent and link them using a relationship code |
File:Misc Contact.jpg | Add a miscellaneous contact type, such as a mailing address or anything else you have defined as being a miscellaneous contact type |
Your organization can define contact types within Name/Address setup. For more information on how to set those up, please reference the page: Contact Info Type Setup
Personal Tab
Click the Personal tab. You will see this screen:
On this tab, you can enter the following information:
Field | Description |
---|---|
Birth Date | This field will allow you to enter a birthdate in either mm/dd or mm/dd/yyyy format. You can also click the calendar icon to select the birthdate from a calendar |
Age Range | If you are unsure of the birthday, you can enter an approximate age range for this constituent. If you did enter a birthdate in the mm/dd/yyyy format, notice that the system has automatically populated the age range. Each year, the age range will automatically increase 1 year. For example, if you enter 40-50, next year the system will show 41-51 |
Deceased | If this constituent is deceased and you know the date that they passed, you can enter that here. Again, the field will accept either a mm/dd or a mm/dd/yyyy format. Please note that entering a date in the Deceased field will automatically add an AI code of "DEAD" to the constituent record (or another AI code as designated by you) and will also mark the constituent as deleted unless your organization opted not to use that feature. For information on configuring your Name/Address System Settings, reference this page: Name/Address System Settings |
Marriage Date | As with the other date fields on this screen, you can enter this in a mm/dd or mm/dd/yyyy format |
Divorce Date | As with the other date fields on this screen, you can enter this in a mm/dd or mm/dd/yyyy format |
Prospect | If you wish to record the date that this constituent became a prospect, you can do that here. As with the other date fields on this screen, you can enter this in a mm/dd or mm/dd/yyyy format |
Marital Status | Click the drop down to select the marital status, if known |
Nickname | If the constituent has a "preferred name", you would enter it here. Whenever you opt to use an informal salutation for mailings, the nickname is the name that will be used. For example, if the constituent's name is Tabitha but prefers to be called Tabby, you would enter "Tabby" in the Nickname field. All informal mailings sent to her would address her as Tabby rather than Tabitha. |
Denomination | If this constituent has indicated that they are a member of a particular denomination, you can select that here. If they have selected a denomination that is not in the list, your organization can add the denomination to your codes list. For information on how to do that, reference this page: Denomination Code Setup |
Ethnicity | If the constituent has indicated a particular ethnicity, you can click the drop down to select it from the available list. If their indicated ethnicity is not on the list, you can add it to the codes list. For information on how to do so, reference this page: Ethnicity Code Setup |
Professional Tab
Click the Professional tab. You will see this screen:
You have the following fields available to you on the Professional tab:
Field | Description |
---|---|
Profession | Click the drop down arrow to select the constituent's profession. Your organization can add professions to this list by modifying the code set. For information on how to do so, please reference this page: Profession Code Setup |
XXX Employee | This box will show your organization code, rather than DEMO. If checked, it indicates that the constituent is an employee of your organization |
Income Level | Click the drop down arrow to select the constituent's income level. Your organization can add to this list by modifying the code set. For information on how to do so, please reference this page: Income Level Setup |
First Employed | Enter the date that the employee was first employed |
Employer | Enter the employer name, if known |
Position | Enter the position title, if known |
Start | Enter the start date for this position, if known |
End | Enter the end date of this position, if known |
Clergy Tab
Click the Clergy tab. You will see this screen:
On this screen, you have the following fields available to you:
Field | Description |
---|---|
Clergy Type | Click the drop down arrow to the right of the field to select the clergy type. If you wish to add a type that is not present in the list, your organization can modify the code set. For information on how to do this, please reference this page: Clergy Type Setup |
Clergy Status | Click the drop down arrow to the right of the field to select the clergy status. If you wish to add a status that is not present in the list, your organization can modify the code set. For information on how to do this, please reference this page: Clergy Status Setup |
Ordained | If you know the date of the constituent's ordination (if applicable), you can enter it here |
Place of Ordination | If you know the place of ordination, you can enter it here |
Education Tab
Click the Education tab. You will see this screen: