Personify360
Beginners’
Boot Camp
Presented By:
Julie M. Smith
DROP AND GIVE ME 20!
Relax –
It’s Not That Kind
of Boot Camp!
Our Agenda:
• Terminology
• 12:30 – 12:40
• The Foundation of Personify
• 12:40 – 12:55
• Navigation and Personalization Tips
• 12:55 – 1:15
Our Agenda:
• The Power of CRM360
• 1:15 – 1:45
• Constituents (IND & CO)
• 1:45 – 2:05
• Constituents (CMTE)
• 2:05 – 2:25
Our Agenda:
• Constituents (SubGroups)
• 2:25 – 2:35
• Contact Tracking
• 2:35 – 2:55
• Modules/Subsystems
• 2:55 – 3:25
Our Agenda (con’t):
• Orders
• 3:25 – 3:45
• Reports
• 3:45 – 4:00
• Online Help
• 4:00 – 4:05
Our Agenda (con’t):
• Questions/Review
• 4:05 – 4:30
We’ve got a lot of Ground to Cover,
Let’s Get Started…
Terminology
• What’s in a name? Here are some common
‘Personify’ terms that you’ll hear:
• Proforma
• A status that indicates that the customer has an
intent to purchase, but has not committed to the
purchase.
• Can typically be thought of as “payment pending”.
• No financials exist for proforma orders.
• If an order status is “proforma”, all order lines in the
order must also be proforma.
10
Terminology
• Group Management
• Allows a user to manage a group, if assigned
the correct permissions. Please note that prior
to 7.5.1, this is known as “Affiliate
Management”
11
Terminology
• Back Orders
• When an inventoried INV product is out of
stock yet the product has been positioned to
still expect orders.
Note::
There is a flag on the e-Business control that
identifies whether or not a product with depleted
inventory will display online; if so, an ‘Out of
Stock’ message displays.
12
Terminology
• Flag
• Another way of identifying a checkbox.
• Enable/Disable
• Another way of saying check or uncheck.
13
Terminology
• Bill-To customer
• The constituent getting the invoice.
• Ship-To customer
• The constituent getting the product.
14
Terminology
• Batch
• Batch is an accounting term used in Personify.
• In order to enforce accounting controls and facilitate
bank statement reconciliation and troubleshooting,
Personify requires that all payment transactions be
entered as part of a batch.
• Operators are assigned to batches so that transaction
entries can be tracked back to a staff
person. Although not required, batches can be
opened when orders are being entered.
15
Terminology
• Constituents
• Because an association's constituency is broader than
just its membership, Personify uses the concept of
“constituent".
• Members are a subset of constituents.
• All people, companies, committees, and subgroups
(i.e., chapters, special interest groups, district
branches, etc.) are considered “constituents" in
Personify.
• In this way, demographics, relationships, orders, etc.
can be tracked for all constituents, not just members.
16
Terminology
• Line Item Invoicing
• Personify provides the capability of multiple invoice
numbers per order.
• One invoice number may refer to multiple line items.
• Personify maintains invoice number and invoice date
in the order detail table, rather than in the order master
table.
17
Terminology
• List Price
• The default rate structure for a customer not qualified
for any other rate structure.
• The list price rate structure is usually the nonmember
price for product sales, particularly for online web
sales.
• You must define at least one rate structure as the list
price, which is usually your default rate structure
18
Terminology
• Member Price
• The default rate structure for a customer qualified as a
member.
• Each organization defines what qualifies a customer
for this price.
• One rate structure is identified as the Member Rate
Structure
• Multiple rate structures can be created to provide
unique pricing for targeted membership populations.
19
Terminology
• Master Product
• A product that is visible and available for selection at
the highest-level in the centralized order entry screen.
20
Terminology
• Sub Product
• Products that are not master products cannot be
ordered until the master product has been ordered.
• (In other words, a non-master product cannot be
entered directly into an order without already having,
at the next level up another product with the same
parent product but different product code.)
21
Terminology
• Product Code
• When using Personify, you usually deal with product
codes for most products, the parent product will be the
same as the product code.
• A book, for instance, will have a unique product code
as will a subscription
22
Terminology
• Product ID
• A unique ID number assigned by Personify to each
product in Personify.
• The product ID is invisible to the your customers or
members, but is used to make reporting easier.
• A unique system ID is created for each product
(product ID) to make all the various detail tables
simpler in terms of key structure.
23
Terminology
• Rate Structure
• The Rate Structure Maintenance screen lets you enter
and maintain rate structures for orders.
• Rate structures are used to categorize customer’s
pricing.
• There is no limit to the number of rate structures that
can be defined; typically 3-5 rate structures are
defined, with not more than 8-10 rate structures.
• Rate structures have a set of qualification criteria.
• The first rate structure that matches all qualification
criteria will be identified on the order.
24
Logging In
• User is promoted for User Name and Password
• User can elect to remember their login information
• Optional: selection of the database
• Users may have access to both Production and
Test environment
Your Login Credentials
• User name – admin
• Password – admin
The Foundation of Personify
• Application Parameters
• System Types and Codes
• SubSystem Priority
• Security
• Notifications
27
Navigation and Personalization Tips
• Menu Bar: Adding Favorites
• Home Pages Defaults & Pictures
• Contact Tracking alerts
• Recent Items – helpful when assisting callers
• Getting more real estate on the screen
• Printing screens
• Comparing screens
• CRM360 searches
28
The Power of CRM360
®
• Alerts – use them sparingly
• Hovering reveals information
• Review of the sections on the Main Page
• Review of the Task Bar
29
Constituents (IND and CO)
Individuals
• Addresses
• Primary, Default Bill-To, Default Ship-To addresses
• Address Types
• Linking
• Job Titles
• Employment & Relationships
• Duplicate Checking
30
Constituents (IND and CO)
Companies
• Searching for employees
• Addresses
• Primary Contacts
• Financial Considerations
• Relationships
• Segmentation
31
Constituents (Committee)
• Nomination tracking
• Committees as customers
• Linked to Subgroups
• Group Actions
• Affiliate/Group Management
32
Constituents (SubGroups)
• Auto-populates members
• Captures historical count snap-shots
• Linked products
• Group Actions
33
Contact Tracking
• Setups
• Mapping defaults
• Uses
• Overview of screen
• Anonymous contacts
34
Modules/Subsystems
General tidbits:
• Adjust the Price
• Pricing
• Revenue Recognition
• Revenue
35
Modules/Subsystems
Membership
• Structure Definition
• Product Attributes
36
Modules/Subsystems
Subscriptions
• Digital and Print versions
• Product Attributes
37
Modules/Subsystems
Inventory
• Stock tracking options
• Product Attributes
• Warehouses
38
Modules/Subsystems
Meetings
• Large or small meetings
• Product Attributes
39
Modules/Subsystems
Not enough time to go over:
• Abstracts
• Advertising
• Certification
• Coupons
• Electronic/Digital Content Delivery
40
Modules/Subsystems
Not enough time to go over:
• Exhibits
• Facilty
• Fundraising
• Miscellaneous
• Package
• Transcripts
41
Orders
• Batch date
• Order Master Ship-To/Bill-To customers
• Changing an address
• Default Rate Structure
• Line-Level Ship-To customer
• Fulfill status
• Payments/Balances can be tricky!
42
Orders
• Freeze Selections
• Quick Picks
• Cancellations vs Terminate at End
• Renewing the Order vs Renewing the Line
• Payment Schedules/Auto-renewing on a
credit card
• Credit limits
43
Reports
Operational/Online
• Access
• Purpose: to collect and display data
Data Analyzer
• On-the-Fly query builder
• Recommend training first!
44
Reports
TRS
• Purpose: Primarily, to update data
• User Setups
• Parameters
• Advance Parameters
• Job output/reports
• Scheduling
• Review of prior runs.
45
Reports
TRS Examples: (in no particular order)
• ORD650
• MBR900
• SUB670
• INV620
• FAR680
• CUS520
• So many more!
46
Online Help
Your “Best Friend”
47
We’re near the End!
Questions? Need to Review Something?
48
Personify360
Beginners’
Boot Camp
THANK
YOU!!