2. Agenda
1. What is Salesforce?
2. Logging in for the first time
3. Contacts
4. Accounts
15 minute break
5. Revenues
6. Events & Campaigns
7. Grants
8. Getting information from Salesforce
9. Salesforce resources & troubleshooting
4. What is Salesforce?
• Customer relationship management system
• Built for business to business sales companies, but customized for
nonprofits
• Our version of Salesforce is unique and designed specifically for
Buffalo Urban League.
• Entirely on the cloud
5. Salesforce allows us to:
• Store information about donors*, clients, employees, and prospects
organized and easily accessible all in one place.
• Develop robust donor profiles to seamlessly track donor history,
relationships, and points of contact including past donations, events
attended, phone conversations, mass mailings, and email.
• Create detailed reports that are quick and simple to customize and
read.
• Send automated emails to donors and create as well as customized
mass emails and letters.
6. Salesforce terminology basics
Contacts
Object
John Smith
Mary Jones
Accounts
Object
National Fuel
Hyatt Regency
Donations
Object
$100 Scholarship
$25 Annual Fund
Events &
Campaigns
Object
2016 Annual Fund
Learn Your
League
Reports
Object
Membership List
Incoming Funds
APP: BUL Development
(Group of features customized specifically
for Buffalo Urban League’s needs)
Records
(Single instance of information in an object)
Contacts
Object
John Smith
Mary Jones
Accounts
Object
National Fuel
Hyatt Regency
Revenues
Object
$100 Scholarship
$25 Annual Fund
Events &
Campaigns
Object
2016 Annual Fund
Learn Your
League
Reports
Object
Membership List
Incoming Funds
APP: BUL Development
Records
(Single instance of
information in an object)
8. Let’s login!
1. You should have received an email with your login information. Your
username will be your Buffalo Urban League email address.
2. Click the link provided in the email. This link will log you into the
site automatically for this first time.
3. The site will prompt you to create a password and a security
question.
4. Visit the Salesforce home tab.
11. What is a contact?
A contact record represents one individual who has interacted with the
Buffalo Urban League in some way. Includes:
• Basic identifying information
• Buffalo Urban League Affiliation
• Contact information
• Donation history
• Past calls, mail merges, and emails
• List of events and campaigns the contact has participated in
• Tasks and events related to the contact
• Organizations the contact is affiliated with
16. What is an account?
Accounts are like contacts, but they represent larger entities (like
organizations) that interact with the Buffalo Urban League.
There are four types of accounts in our Salesforce instance:
• Household accounts
• Organization accounts
• United Way accounts
• Fund accounts
17. Household Accounts
Represent families or groups who live together at the same
address, in the same household. They bond contacts to one
another and to the structure of Salesforce itself.
Every contact must be associated with a household
account, even if they are the only contact in their
household.
Luckily we’ve already created some household accounts
today!
18. Organization Accounts
More independent than household accounts, organization accounts
work more like contacts.
They represent individual businesses and can make their own
independent donations without a contact attached.
19. Entering a new organization
account demonstration
(see workbook page 5)
21. Revenues
Represent all income to the Buffalo Urban League including donations,
sponsorships, memberships. Each pledge or commitment by a contact
organization to give us money. Can be composed of multiple payments.
Note: The official Salesforce jargon calls revenues “Donations” or
“Opportunities.” This is only necessary for you to know if you do online
research about Salesforce.
22. Revenue types
• Annual Fund
• General Donation
• Grant
• Membership
• Scholarship
• Reimbursement (cell phone, parking, etc.)
• Gala Donation*
• Sponsorship
23. Entering a new Annual Fund
donation demonstration
(see workbook page 7)
24. Payments
Payments represent the actual in-flow of a cash in a revenue record.
Every paid donation will have at least one payment, but they can also
have a nearly unlimited number of payments.
For example, if someone pays an Annual Fund pledge in monthly
installments, that revenue record will have 12 payments in Salesforce.
Payments are accessible from the Payments related
list on each revenue record.
25. Your Turn! Enter a new
Annual Fund donation
(see workbook page 8)
29. Purpose of Events & Campaigns
Events & Campaigns keep contacts and revenues organized into groups
based on things like event attendance (Learn Your Leagues,
Empowerment Luncheon, etc.), Annual Fund campaign year, mass
mailing, and other categories that serve our purposes.
Any combination of contacts or revenues can be quickly sorted
together into an events & campaigns record.
We can also see which events and campaigns individual contacts have
participated in on each contact record.
32. Rollup Fields
Rollup fields are summaries and totals of Salesforce records that
appear on nearly every Salesforce page.
They total records like revenues, payments, number of campaign
members, and more.
They can be found on the contact, account, revenue, and events &
campaigns pages. Users should never edit rollup fields.
33.
34. Reports
Reports provide a more in-depth and customizable look than list views,
but they work in a similar way.
Reports can provide data that goes across different Salesforce objects
and can be exported as Excel spreadsheets.
They are useful both for data presentation and things like mail and
email merges.
Introduction of training and myself, overview of time and agenda/how this training is going to work. Making sure everyone is logged into their computer with access to the internet, making sure everyone has the correct worksheets. 10 minutes
Training will be interactive: each section will include an explanation, a demonstration using a prepared scenario, and then an opportunity for users to try a scenario on their own.
Salesforce is an entirely cloud-based CRM (customer relationship management) system allowing us to access and add information about Buffalo Urban League’s contacts anytime from anywhere. Salesforce was built for B2B sales companies, but with some customizations we have turned it into a nonprofit system specifically designed for Buffalo Urban League.
Not limited to donors…also includes members, foundations, sponsors, government funders, etc.
See page 2 of workbook (and page 4 of user manual) for terminology worksheet.
Demonstrate the following: search bar, object tabs, Chatter feed and brief on profiles, sidebar, calendar and events, tasks, dashboard.
Then visit a contact page and look at the page name, customization links, shortcuts, basic editable detail information, statistics (roll-ups) that are not editable, related lists
Contacts are the most important building blocks of the Buffalo Urban League’s Salesforce database. A contact record represents one individual who has interacted with the Buffalo Urban League in some way. This could mean making a donation, volunteering, attending an event, or receiving a mailing or email from the Urban League.
If possible, always use the contact record as your starting point in creating and accessing other object records. It will keep you organized and simplify using Salesforce overall.
Basic identifying information (name, birth date, gender)
Buffalo Urban League Affiliation (explains if and how the individual has a specific affiliation with BUL including staff member, volunteer, or board member)
Contact information (phone number, email, address)
Donation history (automatically updated information about previous gifts and memberships)
Past calls, mail merges, and emails
List of events and campaigns the contact has participated in
Tasks and events related to the contact
Organizations the contact is affiliated with
Demonstrate step by step how to enter a new contact using the scenario in the workbook. After it is saved, quickly go through the related lists on the contact page. Emphasize the Relationships related list.
Also demonstrate some shortcuts such as double clicking to edit fields.
While contacts represent individual people as stakeholders, donors, members, and supporters of the Buffalo Urban League, accounts represent larger bodies that play a similar role: organizations and households. The accounts object performs the same functions as the contacts object but on a different level. Accounts are counterparts to contacts, and every contact must be linked to at least one account. Accounts, however, do not have to be linked to contacts.
Household accounts bond groups of contacts together. They represent families or groups that live together at the same address. Every contact must be associated with a household account, even if they are the only person in their household. Any organization account that is linked to a contact should be in addition to a contact’s household account.
Quickly show how the household account was automatically created and show what a household record looks like.
NOTE: Household accounts vs. relationships. They are two different things. Household accounts connect contacts at the same address. Contacts who live together in the same household. Relationships connect contacts across households and within households. They can connect mother to son or co-worker to co-worker for example.
In tandem with contacts, organizations can be responsible for income in the form of donations or sponsorships. Organization accounts have an independence that household accounts do not. They can exist without any contacts attached to them (however it is preferable that all organizations will be associated with at least one contact).
Note the primary affiliation field on the contact record.
Demonstrate step by step how to enter a new organization account using the scenario in the workbook. After it is saved, quickly go through the related lists on the account page and compare to contact page. Emphasize the Affiliations related list.
Revenues are Salesforce records that represent all forms of income to the organization. Each revenue record represents a single pledge or commitment by a contact or organization to give money to the Buffalo Urban League. That pledge or commitment may be fulfilled in multiple individual payments, however, all of them fall under the same revenue record. For example, Bob Black may commit to donate $100 to the Annual Fund Campaign but decide to pay in two payments of $50. Even though those payments are separate transactions, they both encompassed in a single revenue record for the $100 commitment.
tab comprises Annual Fund gifts, membership payments, scholarships, general and in-kind donations as well as sponsorships and grant payments.
See part 6 for info about grants
Note there are multiple ways to enter a new donation. WE WILL ALWAYS ENTER REVENUES FROM THE CONTACT RECORD.
Make sure to emphasize each of the related lists!!! Note: contact roles, activities, PAYMENTS, notes.
Demonstrate entering the payment too.
While a revenue record represents a complete commitment by an individual or organization to provide some form of income to Buffalo Urban League, payments represent the actual transaction itself. One revenue record can hold an unlimited number of payments, dividing the total amount of the contribution up into segments until it is paid in full.
Payments are accessible through the Payments related list on each revenue page.
Demonstrate some of the fundamental differences between entering Annual Fund, Scholarship, and Membership records. Also, show the basics of entering Reimbursements.
This is where we’ve seen Events & Campaigns before.
Basically they are a way of keeping contacts and revenues organized into different groups so that we can tabulate revenues, track event attendance, and send mailings and emails to select groups. Any combination of contacts or revenues can be quickly added to an events & campaigns record.
Roll up fields, list views, reports.
How can we produce quick and easy data from Salesforce??
Show the different reports folders, go through a report, show the basics of how it is exported, created, edited and the different ways it can be displayed.
