end user training_short version

Buffalo Urban LeagueSalesforce End User

IntroFacilitated by Kenny Berrouet

Agenda1. What is Salesforce?2. Logging in for the first time3. Contacts4. Accounts15 minute break5. Revenues6. Events & Campaigns7. Grants8. Getting information from Salesforce9. Salesforce resources & troubleshooting

Part 1: What is

Salesforce?

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

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.

Salesforce terminology basicsContac

ts

Object

John SmithMary Jones

Accounts

Object

National FuelHyatt

Regency

Donations

Object

$100 Scholarship$25 Annual

Fund

Events & Campaig

ns

Object

2016 Annual FundLearn Your

League

Reports

Object

Membership List

Incoming FundsAPP: 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 & Campaign

s

Object

2016 Annual Fund

Learn Your League

Reports

Object

Membership List

Incoming Funds

APP: BUL Development

Records(Single instance of information in an

object)

Part 2: Logging in for the first time

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.

Navigating the home tab & basic Salesforce records demonstration

Part 3: Contacts

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

Important Salesforce icons

Entering a new contact demonstration(see workbook page 3)

Your Turn!Enter a new contact

(see workbook page 4)

Part 4: Accounts

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

Household AccountsRepresent 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!

Organization AccountsMore 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.

Entering a new organization account demonstration

(see workbook page 5)

Part 5: Revenues

RevenuesRepresent 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.

Revenue types• Annual Fund• General Donation• Grant• Membership• Scholarship• Reimbursement (cell phone, parking, etc.)• Gala Donation*• Sponsorship

Entering a new Annual Fund donation demonstration

(see workbook page 7)

PaymentsPayments 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 relatedlist on each revenue record.

Your Turn! Enter a new Annual Fund donation

(see workbook page 8)

Compare: How to enter revenues of different types

Part 6: Events &

Campaigns

Purpose of Events & CampaignsEvents & 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.

Part 8: Getting

information from Salesforce

Rollup FieldsRollup 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.

ReportsReports 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.

Reports Tour(Annual Fund)

Part 9: Salesforce resources

& troubleshooting

Top Salesforce Resources• Salesforce Help & Training Center• Trailhead• End User Manual• Salesforce Administrator

Thank you!