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;
  • 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 subscribed events in Calendar;
  • tracking all contributions, event payments, donations from third parties, and membership fees while filtering them by date and time;
  • viewing and renewing your membership status;
  • searching through and registering to events right away; checking event details and sharing them just in one click;
  • registering and tracking participants to events, sending or scanning tickets at the entrance;
  • 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.

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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.  
  • Coordinate stress-free events. When an organization hosts an event, 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.
  • 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 tiess built and new membership acquired.

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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).
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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.

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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

 

 

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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.

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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.

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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
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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

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7.Calendar #

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

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7.1.Filter Activities by Type #

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

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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. 7.2.3).

Pic. 7.2.3 Calendar Daily View                                     Pic. 7.2.4 CalendarMonthly View
To change to the monthly view of the calendar (Pic. 7.2.4), touch the central bar (Pic. 7.2.3) below the calendar weekly view and swipe it down.
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8.Contacts #

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

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8.1.Search for Contact #

The search functionality is available from every page. You can find the search box at the top of each page. Type in the contact name. As you start typing a contact name or a company name, 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

The app keeps recent searches in your history. Tap the search box to bring up recent contacts on the screen.

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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).

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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

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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

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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.

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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.
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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
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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.

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                                              Pic.8.8.2 Profile Menu Tabs

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. 8.8.3 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.8.8.4 Groups
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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
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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.

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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.

 

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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).

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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.

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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 event 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 Events 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, the participant will receive a ticket with QR code for use at the event entrance. The event will now appear in the My Events section. 

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

  • Tap the selected event to be navigated 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

Yes No

11.5.Check-in participants #

Follow these steps to review the list of registered contacts for the event (Pic. 11.5.1):

  • Select “Eventson the lower tab of the menu bar panel to be navigated 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. 11.5.1 Participants

Follow these steps to check-in the participants:

  • Tap QR icon in the upper right corner 
  • The phone switches to scanner mode
  • 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 checkbox means a participant has not shown yet (status registered in database); checked and gray checkbox means that a participant is present already.

Attended status check-box is editable. 

Check-in screen is available for the event owner only. It allows keeping track of participants attendance. A user will also need Event Owner permission to change the status of the participants on the Participants list screen of the registered event.

 

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 (Pic. 13.1.1)

  • 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. 13.1.2) 

Pic.13.1.1 Activities List                                                     Pic.13.1.2 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 (Pic. 14.1.1).

  • Tap a case filter option 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. 14.1.2).

The system default is to show all activities. 

Pic. 14.1.1 Cases List                                                                   Pic. 14.1.2 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. 14.2.1 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. 14.2.2 News Feed

Yes No