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  • Mailchimp Integration

    Overview

    Mailchimp is a third-party software, designed to help it's users create and manage mailing lists, newsletters, and automated campaigns (check out this link for more information about Mailchimp). The CommunitySuite + Mailchimp integration allows you to:

    • Link CommunitySuite to Mailchimp using the Mailchimp API.
    • Sync multiple campaigns (invitee contact information) from CommunitySuite to a single Mailchimp audience.
    • Create unique tags for your campaigns in CommunitySuite, and auto-assign those tags to synced contacts in Mailchimp.
    • NOTE: any contacts in your Mailchimp Audience without an existing Tag will be deleted when syncing. Please ensure all contacts have at least one Tag already selected in Mailchimp.

    Configure Mailchimp API

    If you do not have Mailchimp and would like to set up an account, check out this link.
    1. Log in to your Mailchimp account.
    2. Click on your name, then select Profile.
    3. Select Extras, then click API keys from the drop-down.
    4. Click Create A Key.
    5. Copy the API key.
    6. Open a new tab in your web browser, log in to CommunitySuite, and select System Data from the Home page.
    7. Select Edit.
    8. Scroll to the bottom of the page and paste the Mailchimp API Key.

    Sync Campaigns with a Mailchimp Audience

    Currently this is a one-way integration, meaning that data is only passed from CommunitySuite to Mailchimp. 

    1. Log in to your Mailchimp account.
    2. Select Audience.
    3. Click Manage Audience and select Settings.
    4. Select Audience name and defaults.
    5. Enter an Audience Name. This is the name of the audience that will live in CommunitySuite.
    6. Scroll to the bottom and click Save Audience And Campaign Defaults.
    7. In CommunitySuite, select System Data from the Home page.
    8. Select Edit.
    9. Scroll down to Mailchimp Integration and enter the exact name of the Mailchimp List Name (audience) that you just created in Mailchimp.
    10. Click Save.
    11. In Mailchimp, go to Mailchimp Merge Fields and deselect required on all fields except email. This step is required to Sync from CommunitySuite.
    12. Next, edit a campaign in CommunitySuite, and enter a Mailchimp tag. The tag will appear next to every contact in Mailchimp that was invited to the campaign in CommunitySuite, and synced to Mailchimp.

    The Donor information passed from CommunitySuite to your Mailchimp list includes: 

    • Email Address
    • First Name
    • Last Name

    The events that trigger data to be passed from CommunitySuite to your Mailchimp list are: 

    • Adding Donors to a Campaign.
    • Removing Donors from a Campaign.
    • Profile changes to Donors who are included in Campaigns.

    Profiles must have an email address in CommunitySuite in order to sync to Mailchimp. 

  • Refund Ticket in a Campaign
    1. Navigate to the ticket.
    2. Remove the guest listed by selecting the [Delete] button.
    3. Remove the guest again.
    4. Once you have done this, you’ll see this option to delete the ticket.
    5. It will walk you through deleting the ticket and connected invoice.
    6. You’ll get taken back to the profile payment, where you can refund the stripe transaction.
  • Reports for Campaigns*

    Once a Campaign is created you can see how many Profiles were invited, how many of your invitee's RSVP'd and how many purchased tickets and, eventually, how many attended (after the event occurs). 

    From the Home page, select Campaigns

    • Choose the Group ID number of the campaign from the left column in the Campaigns table
    • Look in the Invited Donors table for the number next to InvitedRSVP, Tickets and Attended column titles for a total

    Associated Ticket sales, Donations and Vouchers for products and services can be tagged to a Campaign, once tagged they will show up in any related financial reports. 

    These actions and reports can be found on the left-hand menu of a selected Campaign or Event.

    • Ticket Report - If any tickets have sold you will see Ticket Report link, select it to how many tickets were sold, when and for how much.
    • Guest List - If anyone RSVPs or Attends an Event or a Campaign the system will generate a list with name, contact info, and request information
    • Export Email- (all, based on profiles). Creates a list users can copy and paste into an email.
    • Export RSVP Emails- Creates a list you can copy and paste into an email.
    • Mailing Labels- Creates address labels for Avery 5160/5260.
    • Mailing Label CSV- Downloads a CSV file of mailing label data.
    • Export CSV- Downloads a list of all the data related to the Event to your desktop.
    • Donations- All Ticket sales over the ticket value + Donations made as a result of a Campaign. Make sure any donations generated by the Campaign are tagged when entered.
    • Invoices- To see the total amount recorded as Campaign revenue from Ticket sales (based on the ticket value).  You will need to assign any invoices or payments related to the Event for them to populate this report.
    • Income Statement- reflects total revenue
  • Add Group (Optional)*

    You can Add Groups to a Campaign to track specific details like table assignments for guests, rooms or golf groups. 

    • While in a Campaign, select Add Group from the left menu

    • Enter the name of the group in the Create Campaign Group "Name" text box

    • Enter the Sort Order of the group, any number descending from one (1)

    • Pick the Create button when done

    You can add as many Groups as needed for each Campaign. Donors, Guests and Organizations can be added to the defined Groups when they purchase tickets for the Event.

  • Mailing Labels & Lists*

    Create mailing labels and lists by creating a Campaign and invite your Profiles.

    • Go to the Home page
    • Select Campaigns
    • Select or create a Campaign Group - you can call it mailings, annual mailing, etc.
    • Add a Campaign - you may be more descriptive here - example; 2018 Report to Community
    • Invite people to the "campaign"
    • Go to the left-hand menu and select Mailing Labels which will generate labels for all the people  that were invited to the event and who have addresses in their system Profile

    • Or you can choose Mailing Label CSV or Export CSV to get the complete data. 

    Mailing Label CSV provides you with the name (last, first), the label name (first last), address, city, State, Zip code, Primary contact for the Organization. The Export CSV option gives you all data for the invited Profiles which you can use to complete a Mail Merge that requires additional data.

  • Guest List*

    View, print or export all Guests who have RSVP'd or purchased tickets to a Campaign. 

    • Select the Campaign
    • Pick Guest List from the left menu to see the guests that have confirmed their attendance and/or purchased tickets. 

     

    You can print the Guest List table by selecting Print Page from the left menu or pick Export to save a CSV file of the list on your computer for import into a spreadsheet.

    This list contains the name of the person that they are a "Guest Of", the Guests' Name, Organization (Org), Phone, Email, plus a column for  RSVP response, Ticket ID number, Attendance, the assigned Group and their Requests (if any).

  • Private Events or Campaigns*

    You can create a closed event or Campaign with a unique URL that you can share with select invitees.

    Set a Campaign as 'Private" so only people who have the direct URL will be able to register.

    • Select a Campaign
    • Pick Edit from the left
    • Select the online tickets checkbox
    • Select the private campaign checkbox
    • Fill out the applicable details of the event or campaign
    • Pick Save when done

    The system will generate a unique URL or web address.

    • You can copy and send the URL via email to those you wish to invite

    The URL will take the invitees to the Private Registration page online. 

    Remember,

    • When you pick the Online Tickets checkbox the event will immediately show up on your Online Donations Portal, so be sure to check Private Campaign checkbox if it is a Private Event.
    • A Private Event will NOT be available on the public Event Tickets page, access and ticket sales will only be available by going to the unique URL or via the backend by staff.
     
  • Online Ticket Workflow - Add Guests

    After purchasing tickets on the online donor portal, purchasers should assign guests to the tickets and select any requests that are available for the event. 

    There are two ways to access the Add Guest option.  

    • Click Add Guest on the page following ticket purchase.ticket_1.png

    • Navigate to the Your Tickets tab and then click Add Guest.tickets_2.png

    Add Purchaser as Guest

    1. If purchasers intend to use a purchased ticket, then they should add themselves. Click Add (Your Name)ticket_3.png

    2. Complete relevant fields and check any Guest Requests that apply.ticket_4.png

    3. Click Save.ticket_5.png

    The system already has the guest contact information from the checkout process. The ticket purchaser will be saved as a Donor Profile in your system.

    Add Guests

    If the ticket purchaser has other guests, then they will need to be added to the remaining tickets. 

    1. Complete the fields in the Add Guest area and check any relevant Guest Requests
      • Name information is required.ticket_6.png

    2. Click Save.ticket_7.png

    3. Repeat this process for all guest tickets. 

    The information entered for an added guest will not create a Profile in the system. The added guest name and information will only be associated with the guest list and ticket purchased.

    Changing Ticket Information

    Purchasers will see their list of ticketed guests in the Your Tickets tab. Guest information can be edited or removed from the ticket. 

    1. Navigate to the Your Tickets tab.ticket_8.png

      • Click Edit to change Guest information.ticket_9.png

      •  Click Remove From Ticket to unassign the ticket.ticket_10.png

     

    All information that the ticket purchaser enters is updated immediately in your CommunitySuite site. When you go to the Campaign page, you will see the Donor who purchased the tickets and the Guests listed with RSVP filled in as “Yes” next to their name.ticket_11.png

     

  • Online Ticket Workflow - Purchase or Register*

    Our Online Event Ticket page allows anyone to purchase Event Tickets from any browser once a Campaign with tickets is created.

    • A person can go to the Online Donations page and select the Event Tickets tab
    • They will select the hyperlinked event name they are interested in from the Purchase Tickets/Register for Events list 
    • They will then select the Name of the ticket they would like to purchase
    • Next, the ticket purchaser will enter how many tickets they would like and click the Add To Cart button to continue
      • If purchasing a complimentary ticket or registering for an event the Price and Total Amount fields will not be visible.

    • The purchaser/registrant can then select the Checkout button if they are ready to purchase the tickets or register for the event.
    • On the following page, they will choose if they are an Individual or an Organization by picking the radio button.
      • If an individual, they enter their First & Last name, plus a valid Email address & a 10 digit Phone number.

      • If an organization, they will need to enter the name of the organization, plus valid Email address & a 10 digit Phone number.

    • Next step, select the Review button.

      • If registering for an event or complimentary ticket they will select the Submit Registration button and then can assign Guest names and details to the tickets.

      • If purchasing tickets, this begins the process to pay for the selected tickets using the Stripe Credit Card online payment interface.

    • After reviewing the total payment. the purchaser will select the Pay with Credit Card button.
    • The ticket purchaser will go through the Stripe payment process where they will enter their address information
    • They will then enter their Credit Card information and select the Pay button to proceed

    After they have paid using their credit card they will see the “thank you” page.

    The ticket purchaser will need to select the Assign guests button at the bottom of the page to add a guest for each ticket.

  • Access Online Event Tickets*
    1. Select Campaigns from the Home page.
    2. To view all active events with online ticket sales or open registration, click the URL next to Your Campaign Tickets URL is. 
    3. To view a specific campaign, search for the campaign or click List to select from a list.

    4. Click the campaign ID of the desired campaign.

    5. Copy and paste the URL to your website or an email to encourage event registration. 
     
  • Event Registration*

    Create an Event ticket with no charge in Campaigns to allow online registration. Donors and the public can register for an event, workshop or campaign with or without a financial transaction.

    To create a Free or No Charge Event:

    • Create a Campaign
    • Make the ticket price $0
    • Check the Online Ticket checkbox if you wish it to be a no charge event and make it available online for registration
    • Choose Save when done

    When people go to your Online Donations Page they can register by selecting the Campaign under Event Tickets and then they can "checkout". The total charge will be $0 and you will see their contact information and their guests. Notice that the system will indicate that they RSVP'd.

    For example, one person submits a registration for two tickets, this will show up in your campaign as two (2) RSVPs and as two (2) Tickets and no invoices will be created.

  • Un-invite Donors from a Campaign*

    To remove multiple donors at a time: 

    • Access the campaign
    • Choose +Un-Invite Profiles from the left side menu to remove several people at one time from your list of invited guests. 
    • You will be directed to the Un-Invite Multiple Profiles page where you can remove people based on certain criteria. It acts as a filter.
    • Select the criteria of the Profiles you wish to Un-Invite, can be one or more selections
    • Click the Remove button

     

    To remove a donors from a campaign one-at-a-time: 

    • Access the Campaign
    • Scroll through the Invited Donors list
    • Find the donor you wish to remove from the list
    • Click [delete] to the right of the donor 
  • Repeat a Campaign*

    Do you conduct an event or campaign every year? Once you have set up the Campaign Group and held your first event you can recreate the next one quickly and invite anyone from your database of Profiles (contacts).

    • Go to Campaigns from the Home page under the Non-Profit column
    • Select Add Campaign from the left-hand side of the screen

    • Pick the Campaign Group 

    • Enter a new Campaign Date
    • Add a Description to distinguish it from the other previous campaigns or events - for example, you can enter the year it is held
    • Choose Save to complete
  • Campaigns Overview*

    Campaigns are used to organize events, guests or any list of donors that you want to communicate with.

    You can create a Campaign for mailings, invitations to events, selling tickets and compiling lists of people to send follow-up reports to. Campaigns also can be linked with Opportunities and you can track related expenses. 

    Examples of common campaigns include:

    • Fundraising events like dinners or galas

    • Networking or workshop events

    • Annual mailings or holiday card recipients 

  • Campaign Auctions*

    Add an auction to a campaign by: 

    1. Accessing the applicable campaign
    2. If it does not have a fund listed, click edit in the left side menu
    3. Add a fund to the campaign
    4. Clicking Add Auction in the left side menu
    5. On the auction page click edit in the left side menu
    6. Add the revenue account that will recognize the donation and click save
    7. Returning to the Auction page, begin adding the items that will be included in the auction by clicking add item in the left side menu
      • Enter the:
        • item name
        • item value
        • starting bid
        • bid increment
        • item description
      • Then click create
      • Repeat these steps until all items are added to the auction

    Once the item winner is determined, click add winner to select the profile of the item winner then enter the winning bid amount. 

    After winners are entered, process payments by:

    • Clicking Checkout in the left side menu. 
    • Click pay next to the applicable auction result, then enter the payment method. 
    • Finally select create donation/invoice

    The value of the item will be processed and posted as a payment against an automatically created invoice. Any amount over the item value will be processed and posted as a donation, which is also automatically created. 

  • Manually Sell a Ticket

    To Manually Sell a Ticket:

    1. Navigate to Campaigns from the Home page.
    2. Select a Campaign by clicking on the Campaign ID.
    3. Select Sell Ticket from the left-side menu.
    4. Enter the name of the Profile that purchased a ticket and select the name from the drop-down menu.
    5. Enter the Number of Tickets being sold.
      • CommunitySuite will auto-populate the Total Amount.
         

    6. Select a Payment Method.
    7. Click the Process button.
  • Add & Edit Campaign

    Add a Campaign

    1. Select Campaigns from the Home page.

      Campaign1.png

    2. Click Add Campaign.

      Campaign2.png

    3. Click the drop-down menu, and select a Campaign Group.

      Campaign3.jpeg

      A campaign group is a specific type of event that your foundation hosts, or mailing that your foundation delivers. See this tutorial for more information about campaign groups.

    4. Click the calendar icon to select the Campaign Date, enter a Description of the campaign, then click Create.

      Campaign4.png

      Edit a Campaign

    5. Click Edit.

      Campaign5.png

    6. In the Campaign Date window, edit the following, then click Save.

      Campaign6.png

    Group

    A campaign group is a specific type of event that your foundation hosts, or mailing that your foundation delivers. See this tutorial for more information about campaign groups.

    Campaign Date

    Click the calendar icon and select what day the campaign will run.

    Ticket Receipt Template

    If you've created a ticket receipt template in System Data, click the drop-down menu and select a template.

    Service Area

    Service areas are used to filter data by a specific geographic area. If you've created service areas, click inside the Service Area box and select from the list. 

    MailChimp List

    This allows you to sync your list of campaign invitees to an audience in MailChimp. The Mailchimp Tag that you enter will display next to each contact in MailChimp. This allows you to track the campaign(s) that a certain contact/profile was invited to in CommunitySuite.

    • If you select a MailChimp list, the members of the MailChimp list will be overwritten with the members in the CSuite campaign.

    • The Donor information passed from CommunitySuite to your MailChimp list includes: 

      • Email Address
      • First Name
      • Last Name

    • The events that trigger data to be passed from CommunitySuite to your MailChimp list are: 

      • Adding Donors to a Campaign.
      • Removing Donors from a Campaign.
      • Profile changes to Donors who are included in Campaigns.
    • Profile updates will not automatically sync to your MailChimp list unless the campaign date is in the future.

    Fund

    Begin entering the name of a fund, and select the fund from the drop-down list. Money from ticket sales will be directed to the selected fund.

    Online Tickets

    If the box is checked, campaign tickets will be available for purchase in the Donation Portal.

    The Hide Event Tickets Tab box must be unchecked in System Data -> Public Donation Page Options. Check out this link for more info.

    Private Campaign
    Check the box to prevent the public from accessing your campaign in the Donation Portal. This will also create a private URL on the campaign page that you can send to invitees.

    Ticket Header
    Text entered in this box will display below the campaign description in the Event Tickets tab of the Donation Portal. See below:

    Campaignpicture.png

    Start Time

    Time that the campaign will start.

    If a Start Time is not specified, the campaign will run for 24 hours, starting at 12:00 AM on the date selected.

    Location
    Where the campaign/event is taking place.

     

  • Create a Campaign Group*
    • Click on Campaigns under the Non-Profit column on the homepage
    • Start creating a Campaign Group by selecting “Create Campaign Group” from the left menu
    • A Campaign Group is a specific type of event or mailing that the Foundation commonly delivers. This group will hold all related campaigns.
    • For example: if you host a winter gala and a spring gala you would create a Gala campaign group that would act as the container for those two campaigns.
    • Finish adding the campaign group by entering the Group Name and then
    • Select the Create button

    You will now see the Campaign Group on the Campaigns home page, they are listed alphabetically by Group Name.

    • Click [Edit] next to the campaign group name to change the campaign group title or make the group inactive. 
    • Choose the Save button when updated