Documentation

1.App Overview #

CiviMobile App allows CiviCRM users to have the best nonprofit CRM within arm’s reach at all times. Accessed through an icon on the smartphone, it empowers nonprofit employees with wide functionality while keeping all data in one place.

Installing CiviMobile App means going mobile without losing a firm grip with the CiviCRM database; keeping up with contacts, events, etc. without endless notetaking; keeping the personal touch with constituents without getting too pushy. When doing fieldwork or having face-to-face interactions outside the office, just reach out to your pocket and add or edit details to your contacts, events, cases, memberships and contributions, subscribe to an event or update yourself on latest news and changes.

Made more accessible with CiviMobile app, CiviCRM extends its functionality to mobile teams, ensures that employees stay in tune with updates, have an event coordination tool at hand and opportunity to handle internal processes or forge deeper relationships with contacts, fundraisers and prospects all the time.

CiviMobile offers rich CiviCRM experience on the phone. This includes:

  • generating new contacts with just one touch of your fingertip, organizing them, updating their personal data, tracking their relationships with other constituents; syncing CiviMobile contact records to the contact book;
  • viewing any additional relevant information about contacts in custom fields configured in CiviCRM;
  • scheduling appointments, creating tasks, having an immediate access to created cases, assigned activities or registered events in Calendar;
  • tracking all contributions, event payments, donations – yours and from your contacts, while filtering them by date and time;
  • viewing and renewing your or contacts‘ membership status;
  • searching through and registering for events right away; checking event details (sessions, speakers and venues); bookmarking sessions and creating personal agenda;
  • secure payment processing with integrated trusted mobile payment systems;
  • registering and tracking event participants, generating QR-code tickets and scanning tickets at the entrance;
  • spreading organization news among registered and unregistered app users;
  • conducting surveys and managing respondents;
  • engaging wide audience to respond to petitions directly from mobile devices;
  • applying adjustable filters and sorting;
  • configuring the app to required needs and preferences.

CiviMobile keeps all data protected against any unauthorized use and server-side attacks. It’s achieved with data encryption, secure log-in process, strong user authentication and authorization. All private data are kept safe during Server data transfer as CiviMobile extension uses CiviMobile REST API to connect to CiviCRM. One may also manage permission rights and keep data on the server to distribute roles and achieve higher security accordingly.

Yes No

2.Use Cases #

The CiviMobile app use cases vary with the type of nonprofit organization, size, activities, funding, etc. To better understand the benefits consider the list of some essential use cases:

  • Create or update contacts on the spot. Tracking organization membership is just one of many activities an employee is involved in. Daily they send out numerous emails, call random houses, meet with prospects or supporters, host fundraising events in search of new members and donations. No wonder that the capability of adding contacts to the CiviCRM database on the go takes a load off the shoulders. Plus, it’s not like organization members can always answer the phone, have access to their emails or carry notebooks or laptops wherever they go. What if they get distracted at the workplace and the need to move the contact from the notebook to the database simply escapes their memory? CiviMobile allows adding contact information and creating profiles the moment the contacts are made.
  • Facilitate communication. Once the account is created, it offers the contacts a personalized experience, while employees get a chance to manage the organization constituents more efficiently. Suppose one of the employees attended a fundraising event where they made new contacts or found supporters. The profile can be created on the go and with all required information. For better management the contacts can be grouped or marked with tags, while specific information jotted down in CiviMobile Notes. This way all required information is readily available to constituents next time the appointment with the contact is on. Push notifications will serve as a reminder.
  • Manage tasks efficiently. Nonprofit employees spend their working days interacting with contacts and completing other mission-oriented tasks both inside and outside the offices. Consider the scenario when you as an employee have an appointment with a contact but you seem to have lost your way or maybe you are running late. You may not have contact information in your phone contact book or a note with a phone number in your pocket but definitely in CiviMobile app. Build a route to your destination in one click or call the client, the choice is yours. With CiviMobile no way contact information drops out of sight lost somewhere among private contacts.    
  • Optimize collaboration between geographically dispersed constituents. An organization development staff, volunteer coordinator or fundraising manager might work in different branches across the country or outside especially when the organization goes global, expands its nonprofit’s offerings to another country or merges with another nonprofit. In cases like these, staff members still get to access the same real-time data on the go, irrespective of their whereabouts. Say the field organizer is currently running some local/international outreach program or GOTV programs door-to-door, an on-the-go access to schedule and real-time updates on case activities made by coworkers from other branches might be essential.   
  • Keep your contacts in the loop. Organization officers heavily depend on the ability to monitor calls or notifications, set up an appointment or schedule a call at speed and on the road. To give an example, the treasury officer who oversees the financial responsibilities of the organization creates an activity associated with financial planning and adds other members to the activity by setting the time and date of the meeting with the required details. Assuming the treasurer is leaving for the conference and the financial planning is a burning issue that can’t be scheduled for a later date. The treasurer then reschedules the activity for the earliest possible date before the trip. With the app installed on the smartphone, the colleagues are most likely to instantly catch up on the rescheduled meet-up. What’s more, the treasurer might add an activity to the case and monitor the status of activities within the case.
  • Identify incoming calls from CRM contacts.  Contact records you add or update in CiviMobile are not automatically synced to contact list on your mobile device. Obviously, not all of CRM contacts are directly associated with you.  Still some contacts may fall into your daily communication network or you work to develop closer relationships with supporters or your job duties make you maintain close contact with some prospects. In such cases, you might want to be able to identify incoming calls from CRM contacts. CiviMobile makes it possible in one tap to automatically create and update a contact record on user device when creating or updating contact record in CiviMobile.  Apart from identifying incoming calls, the functionality  reduces the risk of error by automating data entry.
  • Coordinate stress-free events. When an organization hosts events, CiviMobile supports event coordination. To illustrate, a nonprofit plans an event dedicated to the discussion with nonprofit leaders the opportunities and implications of artificial intelligence in the nonprofit space. Employees responsible for event coordination use CiviMobile to add all members of the event and ensure the payments have been submitted by using a QR scanner to identify the unique QR code. CiviMobile provides opportunities for volunteers to coordinate events on-site with ease. Let’s say an organization sets out to host a forum to discuss how new and accounting and auditing standards will impact not-for-profit entities. Volunteers will use CiviMobile app to manage the flow of attendees by checking-in participants, tapping the participants’ profiles, checking their statuses and roles, giving directions or showing them to their seats.
  • Manage multi-track events.  CiviMobile provides tools for planning efficiently large multi-track events that extend through multiple dates and locations. Event participants will have all required info about about sessions, speakers and venues at their fingerprints. Any updates or alterations that happen in agenda are instantly visible to event participants who can make changes to their personal schedule on the go. When events are held across many venues, the participants have schema and addresses of all event sites in the mobile app to check any time or switch to navigation directly within the app.
  • Acquire new members. Nonprofits rely heavily on donations. Suppose a person or company wants to make a monetary donation to help the diseased, support people in need, etc. Yet they may have no idea that your nonprofit even exists. When the branded app is available on the app store, people searching via the app store to find places nearby can find or recognize you and choose your charity to support. CiviMobile Public Area and News feed fit the purpose equally well.  No need to have a CiviCRM account or membership in the organization to be able to register for public events, learn more about organization initiatives. Gradually common values are being shared, common goals developed, strong ties built and new membership acquired.

Yes No

3.Getting Started with CiviMobile #

Before you start using CiviMobile to optimize internal processes and enhance communication channels with organization constituents, few fundamental steps should be taken:

  • have CiviCRM downloaded from CiviCRM.org and installed on your CMS platform;
  • install CiviMobile API extension and CiviMobile app (Par. 3.1);
  • allocate required permissions (Par. 3.2);
  • assign ACl roles (Par. 3.3)

CiviMobile is compatible with all versions of CiviCRM starting CiviCRM ver 4.7 and higher. The app integrates seamlessly with Drupal (Drupal 8 included), Joomla and WordPress versions of CiviCRM.

Yes No

3.1.Installation and Login #

CiviMobile installation process is easy and requires no professional help. The guide below will provide you with step-by-step instructions.

Step 1. Install an API extension:

  • Go to the CiviCRM administration panel
  • Select Administer > System Settings > Extension
  • Navigate to the Add new tab
  • Click “Download” for CiviMobileAPI extension
  • Click “Enable” button

Step 2. Install CiviMobile app into your smartphone from App Store or Google Play Market

Step 3. Open the app on your smartphone and enter your CiviCRM website URL – a URL you enter to access your CiviCRM system or scan QR Code in the bottom-right corner of CiviCRM website.
Unauthenticated users may create their accounts in CiviCRM, if allowed by admin.

Pic. 3.1 Login

A launch screen will appear for first-time users providing detailed instructions and visual presentation of the steps required to start the app.

Next time you open the app the login page will be skipped unless you log out of the app. To protect your CiviCRM data CiviMobile supports PIN Code lock.

Yes No

3.2.CMS Permissions #

To grant or restrict permissions for authenticated and anonymous users or other user roles, settings must be configured in CMS.

Admin may allow user registration from CiviMobile app by checking the related box in CMS in Account settings.

ACL permissions distribution is required to control user access to CiviCRM data. When ACL permissions are distributed, an admin will control the operations (access/create/view/add/edit/delete/disable) certain users (authenticated user, anonymous user, administrator, etc ) will perform on specific set of data (Contacts, Activities, Cases,  Activities in cases, Events,  Participants,  Relationships, Memberships, Contributions etc.)

For example, anonymous users can view only their contacts, while administrator will  view any contact in the CiviCRM database, export contact info and perform activities such as send email, phone call, etc.

To verify that appropriate permissions have been set in CiviCRM, go to the Permissions page

 

 

Yes No

3.3.ACL Roles #

ACL roles assign different access level to specific CiviCRM components to certain groups of contacts.  Contrary to CMS permissions, such greater precision in permissions is particularly important for organizations with hierarchically structured roles; with geographically distributed branches and several levels of management; with units requiring custom information; with units responsible for separate tasks.

Follow these steps to configuring ACLs in CiviCRM (Pic. 3.3.1):

  • Create roles according to tasks performed and responsibilities held by organization employees and constituents  (Administer > User and Permissions > Permissions (Access Control)) > Manage ACL Roles
  • Assign role to a group of users (Administer > User and Permissions > Permissions (Access Control)) > Assign users
  • Assign permissions to these roles defining varying level of access to data (Administer > User and Permissions > Permissions (Access Control)) > Manage ACLs

Pic. 3.3.1 Manage ACLs

When ACL roles are configured in CiviCRM, CiviMobile users with different roles (e.g “Campaign Manager”) have wider or limited access to view/edit a specific group of contacts (e.g “Common Cause staff”), profile (e.g “Supporter profile”), a set of custom fields (“Public info”), event (e.g “2020 Nonprofit Technology Conference”) or all groups, profiles, custom fields, events.

ACL roles assign different access level to specific CiviCRM components to certain groups of contacts.  Contrary to CMS permissions, such greater precision in permissions is particularly important for organizations with hierarchically structured roles; with geographically distributed branches and several levels of management; with units requiring custom information; with units responsible for separate tasks.

Follow these steps to configuring ACLs in CiviCRM (Pic. 3.3.1):

  • Create roles according to tasks performed and responsibilities held by organization employees and constituents  (Administer => User and Permissions => Permissions (Access Control)) => Manage ACL Roles
  • Assign role to a group of users (Administer => User and Permissions => Permissions (Access Control)) => Assign users
  • Assign permissions to these roles defining varying level of access to data (Administer => User and Permissions => Permissions (Access Control)) => Manage ACLs

Pic. 3.3.1 Manage ACLs

When ACL roles are configured in CiviCRM, CiviMobile users with different roles (e.g “Campaign Manager”) have wider or limited access to view/edit a specific group of contacts (e.g “Common Cause staff”), profile (e.g “Supporter profile”), a set of custom fields (“Public info”), event (e.g “2020 Nonprofit Technology Conference”) or all groups, profiles, custom fields, events.

Yes No

4.Online vs. Offline Mode #

Have access to data anytime and from any place as CiviMobile app can run in online and offline mode. Contrary to CiviCRM web version, CiviMobile is an native mobile application which performs faster on a smartphone, more efficiently and works independently of the web.

When online, you are directly connected to CiviCRM database with unlimited access to real-time data. The app will also store data in your mobile device.

CiviMobile can be used offline. So when the field agents work outside the office interacting with potential constituents, supervising the volunteers’ work done on-site, assigning duties to field staff, visiting contacts that are not available through direct mail, e-mail and the Internet, etc. they still have access to all CiviCRM data.

When offline, you are still able to access and work with your data, make changes (e.g. add and update contacts, activities, events, memberships, relationships). When an internet connection resumes, mobile and WEB version will be synchronized and all changes you made will be reflected in your WEB version.

Yes No

5.Push Notifications #

Make sure to receive the most up-to-date information with CiviMobile push notifications. Pop-up messages will appear on screen of the mobile device with reminders and updates about user-related activities in CiviCRM system. Such activities will include creating cases, editing activities in cases, participants for events, adding new roles, etc. The alerts pop up even when the app isn’t running or is set in the background.

To opt-in for push notifications users need to accept app request for push permission (Pic. 5.1), while admin will activate push notifications in CiviCRM system.

Pic. 5.1 Push Notifications

Follow these steps to activate push notifications in CiviCRM:

  • Go to user profile or create one on https://civimobile.org/partner/
  • Click the eye-shaped icon to copy a unique key that identifies your CiviCRM (click Add New button to add domain of other CiviCRM websites you operate and view a unique key for each)
  • Enter the key server on CiviMobileAPI Setting Page of your CiviCRM

Pic. 5.2 CiviMobileAPI Setting Page
Yes No

6.News Feed #

CiviMobile brings news updates from your organization website straight to the app users. Once CiviMobile feed reader is activated, users won’t have to repeatedly check the website for the latest updates. CiviMobile will provide continuous real-time updates.

News updates will be displayed as RSS news feed with news items presented in order from newest to oldest. Text title and description, image, publishing date and author name – if available in RSS feed – will accompany each  item from the list.

Public News
6.1 News Feed

CiviMobile news feed reader is enabled on CiviCRM Web version.  Follow these steps to enable the functionality for registered users:

  • Go to Administer > CiviMobileAPI Settings
  • Check the box Show News on CiviMobileAPI Settings page
  • Add News RSS feed URL

6.2 Admin Settings

To activate news in Public area refer to the appropriate section of the Guide

Yes No

7.Calendar #

Keep track of your schedules, to-do lists and due dates with CiviMobile graphic calendar to know exactly what’s coming up.

Yes No

7.1.Filter Activities by Type #

The „Filter“ button is located on the upper right of screen and allows selecting for display all or certain types of agenda issues (cases, activities or events) (Pic. 7.1.1).

Pic. 7.1.1 Calendar Filter

At the touch of any item on your agenda you’ll view further details: type, status, priority, participants and case (for activity).

Yes No

7.2.View your Calendar #

The calendar offers different views (Day / Week / Month) of your schedule. The weekly view appears on top of the screen with color indicators that mark the type of activity scheduled for the date (green square stands for events, yellow – activities, red- cases) (Pic. 7.2.1).

Pic. 7.2.1 Calendar Weekly View

Tap a specific date to quickly scroll down to the needed date and view a list of events/activities/cases sorted by time and date and marked with color indicators (Pic. 7.2.2).

Pic. 7.2.2 Calendar Daily and Monthly View
To change to the monthly view of the calendar, touch the central bar below the calendar weekly view and swipe it down.

Yes No

7.3.Plan New Activity #

Add new activity as you swipe down your to-do list for the day.
Follow these steps to plan new activity right from the Calendar screen:

  • Tap the Add icon in the top right corner
  • Type in the required details: activity name, start date and time, duration, status, activity type, priority, select responsible contacts and performers, add details (Pic. 7.3.1).
7.3.1 Add New Activity

Yes No

8.Contacts #

Get all your contacts in one place, within easy reach and in perfect order with CiviMobile app.

Yes No

8.1.Find Contact #

Filters make searching contacts easy. Find the Filter icon at the top of the Contacts screen.

When searching for contacts, you have different options depending on the field you want to filter. You can filter by name, tape, group or tag. To get more refined results apply multiple filters.

You don’t have to type in the whole contact name. As you type few letters and tap Apply, the app instantly provides relevant suggestions. If a record doesn’t directly start with the letters you type, but only contains them, the app will display the most relevant search results. From there you can tap on whichever result fits best what you were searching (Pic. 8.1.1).

Pic. 8.1.1 Contact Search
Yes No

8.2.View Contact Details #

The type of information displayed on the contact profile page is associated with an individual, organization or household. The profile of an individual contains such information as name, phone, email address, website, address, gender, birthday date. The organization profile includes the list of participants and address with the approximate location on the map.

Follow these steps to browse the details of a contact:

  • Select “Contacts” from the menu bar
  • Select the contact you want to view

Pic. 8.2.1 Contact Profile Page

You can make a call, send an email, view a calendar, contact’s relationships, memberships, contributions or note details directly from the profile page. Tap the phone icon next to the phone number or the envelope button next to the email address. Or use the icons below the profile picture to reach the contact, view the calendar and other details.

Pic. 8.2.2 Contact Profile Icons

The profiles allow viewing additional information by simply clicking Additional info button in the bottom middle of the contact profile (for ref. see section Add custom fields).

Yes No

8.3.Add New Contact #

Follow these steps to add a new contact:

  • Select „Contacts“ in the menu bar
  • Tap the “+” button in the upper right corner
  • Select the type of contact (individual, organization, household)
  • Fill out the required details
  • Tap the button in the upper right corner to save the profile (Pic. 8.3.1)

Pic. 8.3.1 Add New Contact

Yes No

8.4.Edit or Delete Contact #

Follow these steps to edit or delete the contact profile:

  • Select “Contacts” from the menu bar
  • Find the necessary  contact in the contact panel or use search bar to find the contact
  • Select the contact that you want to edit
  • Change the contact details by tapping  “Edit” button located to the right of the display
  • Delete the contact profile by tapping the basket button at the bottom of the screen

Pic. 8.4.1 Profile Details

Yes No

8.5.Sync Contacts to Phone #

The app provides for contact management that extends beyond making contacts instantly, organizing contact list on the move and synchronizing contacts automatically with CiviCRM.  User can also sync their CiviMobile contacts to a mobile device. By doing that user will save time, eliminate typos, easily identify incoming calls from CRM contact.

Follow thes steps to import CiviMobile contact to the contact list on your mobile device:

  • Create new contact record (or go to the existing contact record)
  • Tap the sync icon (two curved arrows forming a circle) in the upper right corner of the screen (Pic. 8.5.1)

Synchronizing contacts
Pic. 8.5.1 Synchronizing contacts

After syncing, next time you edit the record all changes will be automatically reproduced on your mobile device.

Yes No

8.6.Add or Edit Custom Fields #

View data that are related to the organization’s specific area of interest by clicking „Additional info“ button on the bottom of the contact profile.

Click „Additional info“ button to access Custom Fields group screen with the contact’s language level, awards, high school graduation date or any other information that might be important to the organization. You may choose to change information in custom fields by clicking „Edit“ button next to the custom field. Then change the details.

Pic. 8.6.1 Additional Info

Custom fields are added in the web version of CiviMobile. Follow these steps to create custom fields:

  • Go to Administer > Customize Data and Screens > Custom Fields
  • Click „Add Set of Custom Fields“ button to create custom fields group and fill in the required fields:

– Set Name – title of Custom Group;

– Used For – select Contacts type, because CiviMobile will use custom field for contacts only;

– Order – regulate the order of the custom groups displayed in the contact profile

  • After being redirected to Custom Field Set open Create Custom Field form by clicking „Add Custom Field“ button and filling in the required fields:

– Field Label – title Custom Field; Data Field Type – select data types to be stored in the custom field (alphanumeric, integer, number, note, link and other);

– Input Field Type – select the type of data input (Text, Select, Checkbox, Radiobox)

– Database field length – maximum number of characters a user will be able to enter in the field;

– Order – the order of the Custom Field display in Custom Group;

  • Once you selected such Input Field Type as Select, Checkbox or Radiobox enter options to select from:

Pic. 8.6.2 Custom Field Configuration
  • Click „Save“ button and the custom field will be created.
Yes No

8.7.Assign Relationships #

Track relationships between individuals, organizations in your database with CiviMobile Relationship functionality.

Tap „More“ button on the Menu tab bar of the contact profile to access relationships and view how the contact in question is related to other contacts from your database. The information displayed includes: the name and contact photo of a related individual or organization, type of relationships, and start/end date of the relationship.

Follow these steps to assign relationships:

  • Tap „+“ button in the top right of the Relationships screen (Pic. 8.7.1)
  • Add the required information: select Relationship Type out of the list*, enter Contact(s) into the search contact screen and add the start/end date (Pic. 8.7.2)

Pic. 8.7.1 Relationships                                                     Pic. 8.7.2 Create Relationship

Tap More Options  („…“) icon to edit, disable or delete the record

    *Relationship Type can be  added in the web version of CiviMobile.

Follow these steps to create new relationship type:

  • Go to Administer > Customize Data and Screen > Relationship Type.
  • Tap „Add Relationship Type“ button to create Relationship Type or „Edit“ – to edit Relationship Type and „More“ – to disable or delete Relationship Type.

Pic. 8.7.3 Create New Relationship Type
Yes No

8.8.Manage Groups #

Organize contacts in groups to manage them easily. With Groups functionality you’ll streamline such daily tasks as setting up access rights, sharing files, sending emails or invitations to members of the same group, making instant calls.

Access Groups of Contacts

Follow these steps to access Groups:

  • Tap „More“ button on the Menu tab bar of the contact profile
  • Select the Groups menu tab and access the Groups list screen with three available sections: Actual, Past and Smart Groups.

The Actual Groups section displays the list of groups the contact is currently a member

The Past Groups section gives information about the list of groups the contact is no longer a member

The Smart Groups section is configured to automatically add contacts that share specific common characteristics.

  • Tap More Options („…“) icon that opens a pop-up window with the following options:

– Remove (a contact will be removed from the selected group and the group will move to the Past groups section )or Delete (a contact will be removed from the selected group and the group – deleted from the group list) for Actual Groups;

– Rejoin (a contact will be included into the selected group and the group added to the Actual groups section) or Delete for Past Groups (the selected group will be deleted from the group list)

Pic. 8.8.1 Contact Profile Menu Items

Add Contact to the Group

Follow these steps to add a contact to the group:

  • Tap „+“ button in the upper right corner to access the Groups screen
  • Search for the required group by typing the group name in the Find groups field
  • Select the group or groups from a set of checkboxes
  • Tap „Add“ button

Pic. 8.8.2 Groups page

Use the web version to add a new group to the group list.

To create additional group types go to Administer > System Settings > Option Groups > Add New Option Group.

Pic. 8.8.3 Groups
Yes No

8.9.Tags #

Make use of tags to segment the contacts and gather the data you need. Tags functionality will allow you to view, add and delete Tags for a contact.

Follow these steps to access Tags:

  • Tap „More“ button on the Menu tab bar of the contact profile
  • Select the Tags menu button and access the Tags list screen with two available sections: Tag Tree and Tag Sets (Pic. 8.9.1)

Pic. 8.9.1 Tags Screen

Tag tree serves to group the tags, while the relationship between a Tag set and Tag tree is that of a generic term and a specific instance of it. For example, tag set categorizes the type of organization (i.e educational, religious, instructional/training, health services, scientific research, professional association etc), whereas the tag tree suggests whether it’s a state-owned entity or a regular enterprise, donor or volunteer, etc.

Follow these steps to add Tags to Tag Tree or Tag Sets section to the contact:

  • Tap the „+“ button next to the Tag Tree or Tag Set
  • Select the tag (s) from a set of checkboxes
  • Tap „Add“ button to move tags to the Tag Tree section or the selected Tag Set in the list of tags.

Pic. 8.9.2 Tag Search

The „X“ icon, located next to each tag, removes the tag from the list of tags related to a particular contact. Tags can be created in the web version of CiviMobile. Follow these steps to add tags:

  • Navigate to Contacts > New Tag in the main menu.
  • Click on the required tag from the list of existing tags to delete it if need be
  • Click „Add Tag“ button to open the New Tag window
  • Fill in the required fields (select „Contacts“ in the field „Used for“ only) (Pic. 8.9.3)

Pic. 8.9.3 New Tag

Tags can be grouped in tag sets (i.e People Care About tag set might contain the tags „affordable housing“, „racial justice“, or „water quality“)

Follow these steps to add tag sets:

  • Go to Contacts > New Tag in the main menu (Pic. 8.9.4)
  • Click the „+“ button in the upper left corner to open the New Tag Set window
  • Fill in the required fields (select „Contacts“ in the field “Used for” only)
  • Add tags to the tag set.

Pic. 8.9.4 New Tag Set
Yes No

8.10.Quick Notes #

Take over the information overload, jot down or share some insights from recent events, appointments by adding, viewing or editing notes in CiviMobile.

Follow these steps to access the notes:

  • Tap „More“ button on the Menu tab bar of the contact profile
  • Select „Notes“ menu button  (Pic. 8.10.1) You’ll see the basic info about the note: title, short description, contact name of a person who created a note and date.

Pic.8.10.1 Notes Screen
  • Tap the selected note to view the Note details screen which includes (Pic. 8.10.2): subject, author’s name (printed in blue allows access to the profiles, when in red – the access is restricted ), view mode (private or public), note.

To edit or delete the note tap „Delete“ or „Edit“ icon in the upper right corner.

Pic.8.10.2 Note Details                                         Pic.8.10.3 Edit Note

Follow these steps to create a note (Pic. 8.10.1):

  • Tap the „+“ button in the upper right corner to access the Note screen
  • Fill in the required details: subject, privacy option selection („None“ button allows public view; „Author Only“ allows only admin user to access view mode), note itself
  • Tap „Save“ button.

Yes No

9.Memberships #

Keep up with your membership statuses and membership statuses of your contacts with CiviMobile app. When membership renewal is due, you’ll use payment credentials, already stored in CiviMobile and securely extend your membership within the app. User credentials are protected by trusted payment processors.

Yes No

9.1.Track Membership status #

Follow these steps to check your membership status or membership due dates of your contacts:

  • Tap „More“ button on the Menu tab bar of the contact profile
  • Select „Memberships“ menu button (Pic. 9.1.1)

The information displayed includes: Membership Type (general (regular), student, honorary members etc)*, start/end date of the membership, membership fee, submission date and payment method.

Pic. 9.1.1. Membership Details

Once the membership is about to expire, renew it in one tap „Renew“ button (Par. 9.3). Membership records and types are added in the web version of CiviMobile (Par. 9.2).

Yes No

9.2.Add New Members #

As admin you may need to add a new member, update an existing member’s paid subscription or add new membership type.

Follow these steps to create new Membership record:

  • Go to Memberships > New Membership

Pic. 9.2.1 New Membership Record Web

To set up additional membership types follow these steps:

  • Go to Administer > CiviMember > Membership Types
  • Select „Add Membership Type“ (Pic. 9.2.2)

Pic. 9.2.2 New Membership Type Web

You can cancel or edit membership by searching for a particular contact and then clicking on the Membership tab. You can now edit or delete the record.

Yes No

9.3.Membership Renewal #

Renew your membership status in one tap through the trusted payment processing system (PayPal, Stripe, Autorize.Net, etc), integrated in the app. In-app mobile payment functionality provides for secure membership renewal.

Follow these steps to renew membership:

  • Select Membership on main side menu bar
  • Tap Renew button on Membership details screen
  • Select an integrated third-party payment processors (PayPal, Autorize.Net, Stripe, etc.) (Pic. 9.3.1)

Pic. 9.3.1 Membership Renewal

The functionality eliminates the need to note down the receiver card credentials or type them in every time users register for upcoming events.

Follow these steps to configure membership renewal:

  • Add payment processor in CiviCRM (Administer > System Setting > Payment Processors) (Par. 11.3 Register for Paid Events)
  • Add required membership types (Administer > CiviMember > Membership Types)
  • Assign an active payment processors to Membership renewal page (Administer > CiviContribute > Manage Contribution Page > Amount tab) (Pic. 9.3.2)

Pic. 9.3.2 Configure Membership Renewal

Yes No

10.Contributions #

Monitor where the donations come from and track their history with CiviMobile Contributions functionality. You will see the whole picture of all annual transactions made by you or organization members since the first contribution.

The information displayed includes: the financial type title, the date the contribution was received, amount, contribution status.

Follow these steps to track contributions:

  • Tap „More“ button on the Menu tab bar of the contact profile
  • Select „Contributions“ menu button
  • View the Contributions list on the screen (Pic.10.1)

Pic. 10.1 Contributions

The All Contributions section displays the following information:

  • Type of financial contribution;
  • The date the contribution was received;
  • The amount submitted
  • Contribution status

Tap „Summary“ button to find two tabs, giving information about contributions made in the current calendar year (Current tab) and for the whole period (Total tab) (Pic. 10.2).

Pic. 10.2 Contributions Summary

The information displayed includes:

  • Amount – amount of contributions with status Completed
  • Average amount – average amount of contributions with status Completed
  • Completed – contribution totals with status completed

Yes No

11.Events #

Turn events management into a hassle-free experience with CiviMobile app:

  • It provides a solution supporting events viewing, sharing, planning and registration. You’ll be able to check the venue location and invite to the event by email.
  • Use CiviMobile app to register for the event conveniently on your phone. Event Registration functionality also allows registering other contacts for the event.
  • CiviMobile delivers mobile optimized ticketing for the convenience of event organizers and participants.
  • See about every part of attendee management by reviewing the participant list for the event, statuses and optimizing the event check-in process with QR scanner functionality.

Yes No

11.1.View Event Details #

A list of all events created in the system, sorted by date, will be displayed on the Events List screen with two available sections: My Events, All events.

Follow these steps to view the events details:

  • Select „Events“ on the lower tab of the menu bar panel to be navigated to the Event List Screen
  • Go to the All Events section to view the list of events created in the system with date and type specified.

The „Filter“ button is located on the upper right of the Events List screen and allows selecting certain types of events for display based on the date and event type (conference, exhibition, fundraiser, meeting, performance, workshop) (Pic. 11.1.1)

Pic. 11.1.1 Event List
  • Tap the selected event to be navigated to the Event Details screen. On the Event details screen you will see full description of the event with start/end date, address, venue, Google Map location, contact phone, contact e-mail, attached files. You may also use social media tabs to share the event or tap the event registration button.

The My Events section displays the events the contact is registered for. The events are sorted by date with more details coming upon the tap on the specified event. The details include (Pic. 11.1.2): description, start/end date, participants, contact email, address, Google Map location, contact e-mail.

Pic.11.1.2 Event Details

Yes No

11.2.Register for Events #

A user will need Event Owner permission to be able to Register participants.

Follow these steps to register for the event:

  • Navigate to the Event Details Screen (see View Event Details section)
  • Tap the event registration button to be redirected to the Event Registration screen 
  • The registration form is automatically populated with data (the contact first and last name, email)
  • Tap „Register“ to be redirected to the Successful Registration Screen

Follow these steps to register participants for the event:

  • Go to the Participants section on the Event Details screen
  • Tap the contacts icon to view the Participants List page
  • Tap the “+” button in the upper right corner (assuming a user has corresponding permission) to be redirected to the Event Registration screen* (Pic 11.2.1).
  • Press the “+” button next to Contacts to navigate the Search Contact screen to select participants. The “+”  button next to Participant role and  Participant status assigns a role to participants (attendee, volunteer, host, speaker) and a status accordingly.

Pic. 11.2.1 Event Registration

Yes No

11.3.Register for Paid Events #

Register for paid events within the app through an integrated payment processor to ensure secure and fast transaction. Payment processor (PayPal, Autorize.Net, Stripe, etc.) will communicate securely payment information between the payment sender, receiver, the issuing bank, and the acquiring bank.

Follow these steps to register for paid events:

  • Tap Register button on Event details screen
  • Enter your first name, last name, email address and put a checkmark next to the fee amount
  • Tap Register button linked to Payment page
  • Select payment processor (e.g. PayPal payment button) and log in to your account (e.g. PayPal account) (Pic. 11.3.1)
Registering for Paid Events
Pic. 11.3.1 Registering for Paid Events

The payment processor will now send the information to the bank that issued the sender card. After verification the bank approves the transaction and payment is completed.

Follow these steps to add the payment processor in your CiviCRM and enable in-app event registration (for event organizers):

  • Create PayPal, Stripe, Autorize.Net, etc.  account to be able to collect the funds from registration
  • Go to CiviCRM admin panel, select Administer > System Setting > Payment Processors 
  • Click “Add payment processors” in Payment Processor Form 
  • Select Payment Processor (PayPal, Authorize.Net, Stripe or other) and fill all required fields (Pic.11.3.2)
Pic. 11.3.2 Payment Processor Form
  • Go to Configure Event page and switch to the Fee tab to check the radio button Yes for Paid Event 
  • Switch to the Online Registration tab and check the box to enable online registration.

Every time you create a paid event, make sure to configure it as paid on the Configure Event page.

Yes No

11.4.Ticketing #

CiviMobile delivers mobile optimized ticketing for the convenience of event organizers and participants.

After the registration has been completed, a participant will receive a ticket with QR code for use at the event entrance. The purchased ticket can be viewed within the app and user will also receive a copy by email.

Follow these steps to view a ticket for the selected event (Pic. 11.4.1):

  • Tap the selected event to navigate to the Event Details screen
  • Find the Ticket icon in the upper right corner of the screen to move to the Ticket screen.

 

Pic. 11.4.1 Ticket View

Note: Make sure to enable QR code generation when creating an event in CiviCRM (Pic. 11.4.2):

Pic. 11.4.2 New Event

Now QR-code will be automatically added to the System Message templates that will be sent automatically to registered participants.

Follow these steps to ensure a ticket with QR code will be automatically added to the user email registration confirmation and receipt email:

    1. Go to Administer > CiviMail > Message Templates > System Workflow Messages
    2. Choose an Events – Registration Confirmation and Receipt (off-line) template and click „Edit“
    3. At the end (before the </body>) of HTML Format check for code or add it:

    <center>
  1. {if $file_name}
  2.    <table width=“700″ border=“1″ cellpadding=“0″ cellspacing=“0″ id=“crm- event_receipt“
  3.          style=“font-family: Arial, Verdana, sans-serif; text-align: center;“>
  4.              <tr>
  5.                   <td colspan=“2″>
  6.                        <img src=“{$file_name}“ alt=“QR code“/>
  7.                   </td>
  8.             </tr>
  9.      </table>
  10. {/if}
  11. </center>
     
    And then repeat item 3 for Events – Registration Confirmation and Receipt (on-line) template.
Yes No

11.5.Check-in & Track Participants #

Managing participants at the event gets easier. Use CiviMobile to check-in participants at the event entrance, track their statuses, view details and roles.

Event hosts can check-in participants at the event venue either manually or automatically by scanning participants‘ tickets.

Check-in participants manually

Check-in screen is available for the event owner only. It allows event hosts to quickly search for a needed participant and mark their attendance at the event.  In one tap user status changes from “Registered” to “Attended”. User will also need Event Owner permission to change the status of the participants on the Participants list screen of the registered event. (Pic. 11.5.1)

Pic. 11.5.1 Check-In

QR-Code Scanner

To speed up the check-in process, reduce workload and minimize human error, you can switch CiviMobile into scan mode and use QR-Code Scanner to check-in participants. The app will automatically read a unique QR-code on the ticket. This is how you reduce the risk of ticket fraud. CiviMobile will neither scan the same ticket twice nor accept an invalid ticket from another event.

Follow these steps to check-in the participants:

  • Tap QR icon in the upper right corner 
  • The phone switches to scanner mode

Pic. 11.5.2 QR-Code Scanner
  • Check-in a participant by scanning their ticket
  • After a participant has been checked, the participant’s status check-box on the Participants list screen changes from Registered to Attended.

Unchecked circle means a participant has not shown up yet (status Registered). Attended status is editable. 

View the list of registered contacts

Follow these steps to view the list of registered contacts for the event (Pic. 11.5.3):

  • Select “Eventson the lower tab of the menu bar panel to navigate to the Event List Screen
  • Go to the All Events/My Events section and select the required event to be redirected to the Event Details section
  • Access the Participants section which takes you to the Participants screen (available for users with permission to view the participants)

Pic. 11.5.3 Participants

You can also check participant statuses and roles or add new participants if necessary.

Yes No

12.Agenda #

Run single- to multi-day events that extend through multiple sessions, several locations and involve plenty of people getting up on stage. CiviMobile agenda details the event schedule with all required information about sessions, speakers and venues.

Yes No

12.1.Enable Agenda #

The Agenda section will be displayed on the Event details screen in CiviMobile. It will include three buttons: Sessions, Speakers and Venues. (Pic. 12.1.1).

Pic. 12.1.1 Event details

Before users have access to Agenda on their mobile devices, the functionality must be enabled from the admin panel of the CiviCRM web version first.

Follow these steps to have Agenda displayed in the mobile app:

  • Go to CiviCRM admin penal and create an event: Events > New Event
  • Select the Agenda tab and click the checkbox Show Event Agenda (Pic. 12.1.2). When the checkbox is selected, Agenda is available in CiviMobile. 

Pic. 12.1.2 Configure Event

Unless the checkbox Show Event Agenda on Configure Event page is selected in CiviCRM web version,  the Agenda section will not be displayed on the Event details page in CiviMobile.

Yes No

12.2.View Event Agenda & Session Details #

A tap on the Sessions button in the Agenda section will bring into view the calendar with the event schedule.  On the agenda screen user will see all sessions scheduled into an allotted time.

Pic. 12.2.1 Event Agenda & Session Details

The session list is available on the Agenda screen (Pic. 12.2.1) with the following details: 

  •  date (user can switch date on the screen)
  •  start/end time (user can scroll up and down the list)
  •  venue (user can swipe right and left when white gradient overlay layer is shown)
  •  session topic, description and speakers
  •  star icon for favorite sessions

If user clicks on specific session in the calendar, the Session Details screen appears with details about this session, like:

  • title
  • time and date
  • description
  • speakers
  • redirect to speaker profiles

To have Event Agenda and Session details displayed in the mobile app, configure the event schedule and session details first in CiviCRM:

  • Create an event from CiviCRM admin penal, change active tab to Agenda and click the checkbox Allow Event Agenda (Par. 12.1).
  • Switch to the Sessions tab and click „Add Session“ button (Pic. 12.1.2)
  • Fill in the required fields (Pic. 12.2.2 )

Pic. 12.2.2 Add Session Pop-Up

Thw session will be added to the event agenda.

Yes No

12.3.Build Personal Agenda #

Users will build their own personalized agenda of sessions that satisfy their interests and information needs. Scrolling up and down the agenda or studing the Session details, user will be able to bookmark the session of interest as Favorite. All bookmarked sessions are displayed in user personal agenda (Pic. 12.3.1).

Pic. 12.3.1 Event Agenda & Personal Agenda

Follow these steps to bookmark a session as Favorite and add it to personal agenda:

  • Go to the Agenda Screen and browse the event agenda
  • Tap the Star icon next to any session to add it to personal agenda or navigate to the Session details screen (Par. 12.2) for more information and then tap the Star icon in the top right corner.

Go to the Agenda screen and tap the Star icon in the top right corner to view your personal agenda (Pic. 12.3.1).

Yes No

12.4.View Speaker List, Details & Profiles #

The Agenda section also contains the Speakers button that gives you one-tap access to the list of speakers running sessions, holding discussions, delivering speaches at the event. The speaker list will include all participants who are  speakers at least in one session (Pic 12.4.1).

Pic. 12.4.1 Speaker List

The Speakers screen will bring into view speaker’s photo, first and last name, position, company name.  A tap on a name will redirect to the Speaker Details screen with more detailed info, in particular (Pic. 12.4.2):

  •  description of speaker’s experience, qualifications and interests
  •  sessions where contact has a speaker role
  •  redirect to the company profile (after a tap on Company name below the contact photo, only for logged-in users)
  • redirect to the speaker profile after a tap on Speaker avatar

Pic. 12.4.2 Speaker Details

To add speakers to the list and populate data about their personae, go to CiviCRM admin panel and complete the following steps:

  • Create an event from CiviCRM admin penal, change active tab to Agenda and click the checkbox Show Event Agenda (Par. 12.1).
  • Switch to the Sessions tab and click „Add Session“ button (Pic. 12.1.2)
  • Fill in the required fields (Pic. 12.2.2 ). When adding a speaker, select a participant from the list. If a speaker is not registered as a participant, click the Add icon and do it right away from the New Event Registration page (Pic. 12.4.3).  Click on the Participant field to select from the list of contacts or create new contact („New Individual“)
  • Add description of speaker’s experience, qualifications, interests, etc in the Note field
  • Add biography into the Bio field

Pic. 12.4.3 New Registration Screen

Switch to the Speaker tab to view the list and to edit information about speakers.

Yes No

12.5.Get Info on Event Venues #

When events are held across many venues,  event participants will have addresses and all required info about event sessions sites in CiviMobile to refer to at any moment.

User taps „Venues“ button on the Event details screen to be redirected to the Venues list screen. All active venues are displayed with a small circle next to each, showing the same colors as the ones highlighting sessions held in those venues in the session calendar (Pic. 12.5.1).

Pic. 12.5.1. Venue List & Venues Details

For more information tap a specific venue and the Venue details screen opens with the following details:

  • venue description 
  • venue schema giving visual presentation of event premises (indoor/outdoor spaces, parking, seating charts, location of booths, stalls and facilities etc ) 
  • venue location displaying address with indication on the map 

Complete the following steps to add and configure event venues in CiviCRM:

  • Go to the Venues tab of the Configure Event page (Par. 12.1)
  • Click „Add Venue“ and fill in the fields (Pic. 12.5.2)

Pic. 12.5.2 Add Venue

Venue can be located at a different address from the event location.  The venues will be linked to the corresponding location and can be reused in the future with other events in this location.  For example, the above mentioned event took place by the address Grillparzerstraße 26, 8010 (Pic. 12.5.2) at a physical location with several sites (venues) where the given event was held (Pic. 12.5.3). Next time user creates event by the same adreess, the venues will be autopopulated

Pic. 12.5.3 Location Venues

CiviMobile supports multiple attachments for venue. Event organizers can add multiple venue schemas with pins to mark indoor/outdoor parking spaces, driving routes, seating charts, location of session rooms, booths, stalls and facilities, areas for downtime etc.

Follow these steps to set up maximum number of attachment you plan to add:

  • Navigate to Administer > System Setting > Misc
  • Enter maximum number of attachment (Pic. 12.5.4 )

Pic. 12.5.4 Maximum Attachments
Yes No

13.Activities #

Use Activities to generate, edit and view all the actions you perform when interacting with the organization members, partners or contributors. The CiviMobile screen for Activities helps to keep the list of tasks organized not to miss out on any of them.

Yes No

13.1.View Activity List #

Follow these steps to view the list of events:

  • Select “Activitieson the lower tab of the menu bar panel to be navigated to the Activities List Screen 

The Activities List Screen displays a list of activities along with the associated data (action to be taken, name, time and date, status) and allows the user to process and manage activities. The records are organized with respect to the activity start date, the nearest will be the first in the list

  • Tap an activity filter option located on the upper right of the Activities List screen to select certain activities for display based on the date, status, role (responsible, performer etc.), type (booking, contribution, conference, change membership status, change registration, email, etc.) (Pic. 13.1.1) 

Pic.13.1.1 Activities List & Filter

The system default is to show all activities. 

Yes No

13.2.View Activity Details #

From the Activities List Screen expands further to give you a clear picture of all the essential details related to the specific activity.  

Follow these steps to view the activity details (Pic. 13.2.1):

  • Navigate to the Activity List Screen by tapping Activitieson the lower tab of the menu bar panel
  • Select the required activity from the list to be redirected to the Activity Details Screen

Pic. 13.2.1 Activity Details

Tapping the specific activity, gives you the following details based on the activity type: 

  • name, 
  • date and time, 
  • activity type, 
  • status, 
  • priority, 
  • performer, 
  • creator, 
  • responsible one, 
  • details, 
  • duration. 

The activity details are editable and can be accessed from the Activity details screen upon a tap on the pencil icon in the upper right corner (Pic. 13.2.2).

Pic. 13.2.2 Edit Activity

Yes No

13.3.Create New Activity #

Follow these steps to create a new activity (Pic. 13.3.1):

  • Select „Activities“ in the main menu bar 
  • Tap the „+“ button in the upper right corner
  • Fill in the details (name, date and time, activity type, status, priority, performer, creator, responsible one, details, duration)
  • Tap the save button located in the upper right corner.

Pic. 13.3.1 Create Activity

Activity types are added in the web version of CiviMobile. Follow these steps to add activity types:

  • Go to Administer => Customize Data and Screens => Activity Types
  • Click Add Activity Type button and fill in the required fields:

Pic. 13.3.2 Add Activity Type
Yes No

14.Cases #

Get a big picture by viewing the activities not as separate tasks but as a series of related interactions within cases. When a sequence of activities relate to the over-arching subject of your interactions with the organization members, partners or contributors, make use of cases to better manage the workflow, distribute case-related tasks and coordinate activities. 

 

Yes No

14.1.View Case List #

Follow these steps to review the list of cases:

  • Select “Caseson the lower tab of the menu bar panel to be navigated to the Cases List Screen

The Cases list screen displays a list of cases along with the associated data (name, date, status). The records are organized with respect to the activity start date, the nearest will be the first in the list

  • Tap the Filter icon located on the upper right of the Cases List screen to select specific cases for display based on the case name, date, role or type (Pic. 14.1.1).

The system default is to show all activities. 

Pic. 14.1.1 Case List & Filter

Yes No

14.2.View Case Details #

The activities details are displayed in a list under the over-arching subject-related case details.

Follow these steps to view the case details (Pic. 14.2.1):

  • Select „Cases“ from the main menu bar to view the Case List Screen
  • Tap the required case from the list to be redirected to the Case Details Screen.

Pic. 14.2.1 Case Details

The Case Details screen expands to include several sections:

    1. Information about the case consists of such fields:
        • case name;
        • date
        • case type;
        • status
    2. The Activities section lists all case-related activities with basic information:
        • activity type
        • activity name
        • date and time
        • status

      Select the required activity to view all necessary details or tap the add button in the Activities section field to create new activity within the case.

    3. The Participants section includes a list of participants with assigned roles. Select the contact to view the contact profile details (phone, email, address, calendar) or tap „Add“ button in the Participants section field to assign a role and contact to the case.

Cases are created or edited in the web version of CiviMobile.

Follow these steps to create or edit new case:

  • Go to Administer > CiviCase > Case Types

Pic. 14.2.2 New Case Type
  • Click „Edit“ button or „New Case Type“ button and fill in the required fields

Pic. 14.2.3 Case Type

Case Rolesselect the roles you wish to be included from „Add role“ drop-down shown below the listing of roles or create a new custom role by clicking the drop-down and typing the name of the new role into the field. You may also mark one of the roles as „Assign to Creator“ or Is Manager.

Pic. 14.2.4 Roles

Actitvity Types – navigate to the Activity Types tab and create a list of custom activity types (phone call, email, meeting, follow up) that users might want to add to the case.

Use the Max Instances element to specify the number of times a certain activity type can be used in a case.

Pic. 14.2.5 Activity Type

Standard Timeline is a standardised workflow for a case type. It starts with a predefined activity (Open Case) then select/ create an activity using the drop-down list. Activities are scheduled using the Reference and Offset fields and relative to the date the case is opended. Select any activity in the case type as a reference which activates an additional activity. You can use the end date of a case (i.e the final defined activity) as your reference and use negative offset values to schedule activities as in the example.

Pic. 14.2.6 Standard Timeline

The Select option is used when there are multiple instances of the reference activity type and it allows you to select whether the oldest or most recent instance of the reference activity should be used.

Yes No

15.Public Area #

CiviMobile supports unergistered users. Those users who have no access to CiviCRM will use CiviMobile to view all public events, register for selected ones and read organization news.

Follow these steps to activate public area:

  • Go to Administer > CiviMobileAPI Settings
  • Check the box Enable CiviMobile for Anonymous Users

CiviMobileSettings
Pic.15.1 Admin Settings

Yes No

15.1.Public Events & Registration #

When public area is activated by admin, unregistered users will be able to view and register for events which are marked as public.

All available events will show up on public view. Upon the tap on the specified event the user will see the event details: description, start/end date, participants, contact email, address, Google map location. The public area functionality allows registering for the selected events. 

After the form has been filled and registration completed, the participant will receive a ticket with QR code for use at the event entrance. 

Pic.15.1.1 Public Event View and Registration

Follow these steps to activate public events:

  • Go to Administer > CiviMobileAPI Settings
  • Check the box Enable CiviMobile for Anonymous Users
  • Check the box Show Events in Public Area
Pic.15.1.2 Admin Settings

Yes No

15.2.News in Public Area #

Public News feed opens access for unregistered users to a stream of the latest updates organization is willing to share. User will see a list of news which includes: text title and description, image, publishing date and author name.

News public access is enabled on CiviCRM Web version.  Follow these steps to enable the functionality:

  • Go to Administer > CiviMobileAPI Settings
  • Check the box Show News in Public Area on CiviMobileAPI Settings
  • Add News RSS feed URL

Pic. 15.2.1 Admin Settings

When connection to the server is established while public access to events and news allowed, user will be able to navigate between two separate sections: Public Events and News by tapping the ‘Events’ or ‘News’ icons at the bottom tab.

Public News
Pic. 15.2.2 News Feed
Yes No

16.Surveys #

Use Survey functionality to facilitate and speed up the data collection processes when planning and conducting surveys. With CiviMobile-assisted canvassing, interviewers have all necessary means close at hand and at any time to:

  • view instructions and detailed info about surveys
  • monitor the target audience engagement
  • create a group of respondents specifically for the survey (reserve respondents)
  • assign interviewers
  • change the respondent’s status
  • mark a contact as GO TV
  • view or update contact information
  • collect responses in real-time

“Survey” menu item will be displayed on the left-side main menu bar if user has at least one of the permissions related to CiviCampaign.

Survey menu item
Pic. 16.1 „Surveys“ menu item
Yes No

16.1.View Survey List & Details #

A tap on “Survey” menu item brings into view the Survey screen with all active surveys.

Survey List
Pic. 16.1.1 Survey list

Select any survey from the list to navigate to the Survey details screen where detailed information about the selected survey is displayed:

  • Title
  • Type (Survey, Canvass, PhoneBank, WalkList, Petition or configure more in CiviCRM (see Survey Set-up section in CiviCRM documentation))
  • Instructions for interviewers
  • Respondents section (shows the count of interviewed and reserved respondents of an interviewer (user) who logged in the application. 10 of 18 interviewed implies that 10 respondents were interviewed, 8 respondents aren’t interviewed (reserved)(see Pic. 16.1.2).

Respondent count +Chart Pie
Pic.16.1.2 Respondents count and Chart Pie
  • Survey Summary Report (implemented as the Chart Pie of Respondents calculating the percentage of respondents by status (interviewed (any result type), reserved, GO TV). The legends are displayed below the Chart Pie (see Pic. 16.1.2).

Configure a survey first in CiviCRM to be able to view it in CiviMobile.Follow these steps to set up a survey in CiviCRM (for more details see Survey Set-up section in CiviCRM documentation):

  1. Create custom group of questions:
    • Go to Administer > Customize Data and Screens > Custom fields and click on “Add a Set of Custom Fields”
    • Set name for a set of custom fields, select Activities (any type) for “Used for” field and click “Save”
    • Start adding questions to the custom fields set.

Pic. 16.1.3 New Field
  1. Create Contact profile with required fields to collect/update a required type of info
    • Go to Administer > Customize Data and Screens > Profiles and click on “Add Profile”
    • Set Name for new CiviCRM profile and click “Save”
    • Start adding new profile fields. Select Individual as the type of CiviCRM record and then field type you want to include in this Profile.

Pic. 16.1.4 New Profile Field
  1. Create Activity profile with all your questions
    • Go to Administer > Customize Data and Screens > Profiles and click on “Add Profile”
    • Set Name for Activity Profile and and click “Save”
    • Start adding new profile fields. Select Activity as the type of CiviCRM record and then questions you want to include in this Survey profile

Pic. 16.1.5 New Profile Field
  1. Create Survey
    • Go to CiviCampaign > New Survey
    • SetTitle to be displayed on Survey list screen
    • Configure your campaign by selecting Contact profile and Activity profile.

Pic. 16.1.6 Configure survey

Then switch tabs to add Instructions for interviewers and Result options.

Yes No

16.2.Reserve Respondents #

After a survey has been set up, the next step is reserving respondents and compiling a respondent list. In other words, you need to create the group of contacts you plan on interviewing.

A tap on Respondents section redirects user to the Reserved Respondents list displaying the list of contacts you are seeking responses from. Touch “+” icon in the top-right corner of the Reserved Respondents screen and start adding (reserving) respondents (Pic. 16.2.1).

Pic.16.2.1 Survey Details and Reserving Respondents

You may reserve:

  • separate contacts by selecting from the list of your contacts. You may limit your search by entering contact name, address, city or selecting contact type from the dropdown menu (Pic. 16.2.2). Then tap Apply button, check required contacts or select all and tap Reserve.

Pic.16.2.2 Reserving Respondents (separate contacts)
  • group of contacts by selecting an existing group and tapping „Select All“(Pic. 16.2.3);
  • separate contacts from the group by selecting an existing group and then putting a checkmark next to a contact (Pic. 16.2.3).

Pic.16.2.3 Reserving group of contacts

Aside from reserving an existing group, you may create one specifically for the survey (see section Manage Groups) and then proceed to reserve respondents.
Make sure user has required permissions to add contacts to Reserved respondents list.

Yes No

16.3.Assign Interviewer #

Campaigns may extend across one to several regions or cities, engaging a varying number of respondents. Canvassing operations are more manageable and completed by the due date when the respondent list is split into smaller chunks that are distributed among interviewers (canvassers).

CiviMobile allows users to (re)assign interviewers and monitor their activities at any time.

Follow these steps to assign an interviewer to capture responses from a reserved group of respondents:

  • Go to the Survey details screen
  • Tap „No respondents“ (if user has no respondents) or the respondent count (if user has respondents)

Pic.16.3.1 Respondent count
  • When redirected to Reserved respondents screen, select an interviewer from the dropdown list of contacts by tapping „Edit“

Pic.16.3.2 Empty respondent list
  • Press „+“ icon to reserve respondents. ACL roles restrict interviewer’s access giving permissions to view and edit only certain groups of contacts (see section ACL Roles).

As interviewer starts capturing survey participants‘ responses, the summary report is being generated in real-time and presented as the chart pie. It demonstrates the results of interviewer’s activities, that is the percentage of contacts from the respondent list with a varying status (Reserved, Interviewed (completed successfully, nobody home, rejected to participate, etc), GO TV).

Pic.16.3.3 Survey Summary

To view the interviewer’s summary report go to the Survey details screen, tap „Edit“ to select interviewer from the dropdown list of contacts (users with no reserved respondents will tap „No Respondents“ to select interviewer on the Reserved Respondents screen, then go back to the Survey details screen) and view the report by scrolling down the Survey details screen. Scroll up to view the interviewer’s name for the list of respondents and further up – the respondent count. For more details (respondent’s names, status, contact info) touch the respondent count.

Follow these steps to reassign an interviewer:

  • Go to the Survey details screen and tap the respondent count
  • Press „Edit“ to select an interviewer from the dropdown list of contacts
  • When redirected to Reserved respondents screen long tap any contact from the list
  • Check required contacts or „Select All“ and tap „Release“ to remove contacts from the interviewer’s reserved respondent list

Pic.16.3.4 Release respondents
  • Assign an interviewer (see above)

To assign interviewers and monitor their activities verify that appropriate permissions have been set. Otherwise „Edit“ will not be displayed.

Yes No

16.4.Filter Reserved Respondent list #

The group of respondents reserved for the survey and assigned to interviewers is displayed as a filterable list of contacts on the Reserved respondents screen.

A tap on the respondent count of the Survey details screen will open a list of reserved respondents for you (logged-in user) or selected interviewer (“Interviewer: Contact Name” will show the name of the interviewer for the respondent list).

The list will include the following details about user’s or interviewer’s respondents:

  • Interviewer: Contact Name (“Edit” will be displayed if you have required
    permissions to view/assign other interviewers. Otherwise, “Edit” will not be available and your (logged-in user) contact name and respondent list will be displayed)
  • Avatar
  • Contact name
  • Street address
  • Status: Reserved, Interviewed (any result), GO TV

Find “Filter” icon on the upper right of the Reserved respondents screen and tap it turn on filter views. Respondents can be filtered by:

  • Interviewer
  • Contact name
  • Contact type(s) (individual, household, organization )
  • Group(s)
  • Street address
  • City
  • Status (Reserved, Interviewed, GO TV).

Pic.16.4.1 Filtering reserved respondents

Yes No

16.5.Update Contact Details #

Use the opportunity to add missing data or update the existing contact info in CiviCRM profiles when doing door-to-door canvassing. Update profiles the exact moment you have face-to-face conversations with respondents.

Follow these steps to view/update contact info when carrying out a survey:

  • Go to the Reserved respondents screen
  • Tap the selected respondent to be redirected to the Contact details screen (Pic. 16.5.1)

Pic. 16.5.1 Contact details

When configuring a survey in CiviCRM, you create Contact profile for the survey with a set of fields that will contain required contact information. These fields are displayed on the Contact details screen and can be pre-populated or empty. For details see section 16.1 View Survey List & Details.

  • Press “Edit” to add missing data or update the existing info (Pic. 16.5.1)

Verify that appropriate permissions are assigned

Yes No

16.6.Mark Contacts for Release or GOTV #

The respondent list displayed on the Reserved respondents screen comes with three statuses attached to the contacts: Reserved, Interviewed and GOTV.

By default, all added respondents are displayed with status Reserved. Status Interviewed (any result type) is automatically attached to the respondent who has completed a survey. User can also release contacts or mark them for GOTV.

Follow these steps to release one or more reserved respondents (remove one or more contacts from the respondent list) (Pic. 16.6.1):

  • Go to the Reserved respondents screen
  • Long tap any respondent to activate „Release‘ button at the bottom of the screen
  • Check one, several or „Select All“ contacts
  • Tap „Release“ to remove selected contacts from the list

Pic. 16.6.1 Marking contacts for Release

Prior to activating „Release“ button, you may tap a respondent on the Reserved respondent screen, check their profile on the Contacts details screen and only then release this contact by pressing „Edit“ on the top right (Pic. 16.6.2). The action will remove the contact from the respondent list.

Pic. 16.6.2 Removing contact from respondent list

GOTV („Get Out the Vote“) status tracks the contacts who have voted at the polls.

Follow these steps to track contacts who voted at the polls (Pic. 16.6.3):

  • Go to the Reserved respondents screen
  • Long tap any respondent to activate „GOTV‘ button at the bottom of the screen
  • Check one, several or „Select All“ contacts
  • Tap „GOTV“ to track voters

Pic. 16.6.3 Attaching GOTV status

You can also attach GOTV status to the respondent from the Contacts details screen. After tapping a respondent on the Reserved respondent screen, press „Edit“ on the top right of the Contacts details screen and only then mark contact for GOTV (Pic. 16.6.2).

Be sure to configure permissions appropriately.

Yes No

16.7.Conduct Survey #

Once you have survey set up and respondents reserved for the survey, you may go out “in the field” and solicit opinions.

The app-assisted canvassing campaign runs fast and smooth in just few steps:

  1. Select the contact from the reserved respondent list
  2. Tap „Start“ button on the Contact Details screen to launch in-person canvassing
  3. Each question will appear on the Question screen by itself.
  4. Contacts provide answers to questions while interviewers capture responses and tap Next to advance through the quiz. Interviewer may tap Previous to return to prior questions to check respondent’s answers or return to questions left blank.

Pic. 16.7.1 Survey Questions
  1. Before the survey is complete interviewer can:
    • Add Notes
    • Choose Status (list of custom statuses created in CiviCRM, see section 16.1)
    • View Summary of answers
    • Edit answers

Pic. 16.7.2 Reviewing and Completing Survey
  1. Tap „Complete“ to save all answers

Data is instantly saved in a server location, available for analysis at any time. user will be redirected to the Reserved Respondents screen.

Be sure to configure permissions appropriately.

Yes No

17.Petitions #

CiviMobile provides a type of petitioning that reaches CiviMobile users via their mobile phone. Users can sign a petition directly from their own mobile devices at any time or place which maximizes the likelihood of immediate responses. CiviMobile petitions work well for large widespread groups and involve no third party to collect signatures from members of the public or capture responses to the petition questions.

Use CiviMobile petitions to raise awareness about your organization initiative among wider audience and engage broad public support for your cause. Decision makers will benefit from wider outreach, while potential supporters will appreciate the flexibility in-app petitions provide.

Make sure that permissions to view and participate in petitons are correctly set for CiviMobile users.

Yes No

17.1.View Petition list & Status #

Petitions are available for both registered and anonymous CiviMobile users. For contacts who have an account and membership in the organization, “Petitions” menu item will be displayed on the left-side main menu bar. For anonymous users petitions will show up in public area mode along with public events and news (Pic.17.1).

Pic. 17.2.1 Petitions for registered and unregistered users

All petitions will have one of two status options:

  • New petitions, displayed under the New tab, are open for signatures and responses
  • Completed Petitions, displayed under the Completed tab, are available in view only mode

Configure a petition first in CiviCRM to be able to view and sign it in CiviMobile. Follow these steps to set up a petition in CiviCRM (for more details see Petition Set-up section in CiviCRM documentation):

  1. Create a group of custom fields and add a custom group of questions:
    • Go to Administer > Customize Data and Screens > Custom fields and click on “Add a Set of Custom Fields”
    • Set name for a set of custom fields, select Activities (any type) for “Used for” field and click “Save”
    • Add petition questions

Pic. 17.2.2 New Set of Fields
  1. Create Contact profile with required fields to capture the contact information of the signer
    • Go to Administer > Customize Data and Screens > Profiles and click on “Add Profile”
    • Set Name for new CiviCRM profile and click “Save”
    • Start adding new profile fields. Select Individual as the type of CiviCRM record and then field type you want to include in this Profile.

Pic. 17.2.3 Contact Profile
  1. Create Activity profile to collect responses to the petition questions.
    • Go to Administer > Customize Data and Screens > Profiles and click on “Add Profile”
    • Set Name for Activity Profile and and click “Save”
    • Start adding new profile fields. Select Activity as the type of CiviCRM record and then questions you want to include in this Petition profile


Pic. 17.2.4 Activity Profile
  1. Create Petition
    • Go to CiviCampaign > New Petition
    • Set Title to be displayed on the Petition list screen
    • Configure your campaign by selecting Contact profile and Activity profile.

Pic. 17.2.5 New Petition
Yes No

17.2.Participate in Petitions #

Follow these steps to participate in petition:

  1. Select active petition from the petition list.
  2. Unregistered users will fill in the contact fields. Registered user will have contact fields automatically filled out. Check the info. As you update contact info, the changes will be automatically made in your profile.

Pic. 17.2.2 New Petitions and Check Data
  1. Tap “Start” button on the Petition screen to respond to petition question(s)
  2. Each question will appear on the Question screen by itself.
  3. Contacts provide answers to questions tap Next to advance through the petition. Interviewer may tap Previous to return to prior questions to check respondent’s answers or return to questions left blank.
  4. Before the petition is complete, review your responses and make changes, if necessary.

Pic. 17.2.1 Petition Question and Summary
  1. Tap “Complete” to save your responses. When completed, the petition will be displayed under the „Completed“ tab. The petition will also appear in the list of completed petitions of the registered user.
  2. Return to the petition list.

Pic. 17.2.3 Complete petitions and Contact Petitions
Yes No