Download - End User Training_Short Version
Buffalo Urban LeagueSalesforce End User
IntroFacilitated by Kenny Berrouet
Agenda1. What is Salesforce?2. Logging in for the first time3. Contacts4. Accounts15 minute break5. Revenues6. Events & Campaigns7. Grants8. Getting information from Salesforce9. Salesforce resources & troubleshooting
Part 1: What is
Salesforce?
What is Salesforce?• Customer relationship management system• Built for business to business sales companies, but customized for
nonprofits• Our version of Salesforce is unique and designed specifically for
Buffalo Urban League.• Entirely on the cloud
Salesforce allows us to: • Store information about donors*, clients, employees, and prospects
organized and easily accessible all in one place. • Develop robust donor profiles to seamlessly track donor history,
relationships, and points of contact including past donations, events attended, phone conversations, mass mailings, and email.• Create detailed reports that are quick and simple to customize and
read.• Send automated emails to donors and create as well as customized
mass emails and letters.
Salesforce terminology basicsContac
ts
Object
John SmithMary Jones
Accounts
Object
National FuelHyatt
Regency
Donations
Object
$100 Scholarship$25 Annual
Fund
Events & Campaig
ns
Object
2016 Annual FundLearn Your
League
Reports
Object
Membership List
Incoming FundsAPP: BUL
Development(Group of features customized specifically for Buffalo Urban
League’s needs)
Records(Single instance of information in
an object)
Contacts
Object
John Smith
Mary Jones
Accounts
Object
National Fuel
Hyatt Regency
Revenues
Object
$100 Scholarship$25 Annual
Fund
Events & Campaign
s
Object
2016 Annual Fund
Learn Your League
Reports
Object
Membership List
Incoming Funds
APP: BUL Development
Records(Single instance of information in an
object)
Part 2: Logging in for the first time
Let’s login!1. You should have received an email with your login information. Your
username will be your Buffalo Urban League email address.2. Click the link provided in the email. This link will log you into the site
automatically for this first time.3. The site will prompt you to create a password and a security
question.4. Visit the Salesforce home tab.
Navigating the home tab & basic Salesforce records demonstration
Part 3: Contacts
What is a contact?A contact record represents one individual who has interacted with the Buffalo Urban League in some way. Includes:• Basic identifying information • Buffalo Urban League Affiliation • Contact information • Donation history • Past calls, mail merges, and emails• List of events and campaigns the contact has participated in• Tasks and events related to the contact• Organizations the contact is affiliated with
Important Salesforce icons
Entering a new contact demonstration(see workbook page 3)
Your Turn!Enter a new contact
(see workbook page 4)
Part 4: Accounts
What is an account?Accounts are like contacts, but they represent larger entities (like organizations) that interact with the Buffalo Urban League.There are four types of accounts in our Salesforce instance:• Household accounts• Organization accounts• United Way accounts• Fund accounts
Household AccountsRepresent families or groups who live together at the same address, in the same household. They bond contacts to one another and to the structure of Salesforce itself.
Every contact must be associated with a household account, even if they are the only contact in their household.
Luckily we’ve already created some household accounts today!
Organization AccountsMore independent than household accounts, organization accounts work more like contacts.
They represent individual businesses and can make their own independent donations without a contact attached.
Entering a new organization account demonstration
(see workbook page 5)
Part 5: Revenues
RevenuesRepresent all income to the Buffalo Urban League including donations, sponsorships, memberships. Each pledge or commitment by a contact organization to give us money. Can be composed of multiple payments.
Note: The official Salesforce jargon calls revenues “Donations” or “Opportunities.” This is only necessary for you to know if you do online research about Salesforce.
Revenue types• Annual Fund• General Donation• Grant• Membership• Scholarship• Reimbursement (cell phone, parking, etc.)• Gala Donation*• Sponsorship
Entering a new Annual Fund donation demonstration
(see workbook page 7)
PaymentsPayments represent the actual in-flow of a cash in a revenue record. Every paid donation will have at least one payment, but they can also have a nearly unlimited number of payments.
For example, if someone pays an Annual Fund pledge in monthly installments, that revenue record will have 12 payments in Salesforce.
Payments are accessible from the Payments relatedlist on each revenue record.
Your Turn! Enter a new Annual Fund donation
(see workbook page 8)
Compare: How to enter revenues of different types
Part 6: Events &
Campaigns
Purpose of Events & CampaignsEvents & Campaigns keep contacts and revenues organized into groups based on things like event attendance (Learn Your Leagues, Empowerment Luncheon, etc.), Annual Fund campaign year, mass mailing, and other categories that serve our purposes.
Any combination of contacts or revenues can be quickly sorted together into an events & campaigns record.
We can also see which events and campaigns individual contacts have participated in on each contact record.
Part 8: Getting
information from Salesforce
Rollup FieldsRollup fields are summaries and totals of Salesforce records that appear on nearly every Salesforce page.
They total records like revenues, payments, number of campaign members, and more.
They can be found on the contact, account, revenue, and events & campaigns pages. Users should never edit rollup fields.
ReportsReports provide a more in-depth and customizable look than list views, but they work in a similar way.
Reports can provide data that goes across different Salesforce objects and can be exported as Excel spreadsheets.
They are useful both for data presentation and things like mail and email merges.
Reports Tour(Annual Fund)
Part 9: Salesforce resources
& troubleshooting
Top Salesforce Resources• Salesforce Help & Training Center• Trailhead• End User Manual• Salesforce Administrator
Thank you!