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Track Contacts & Activities

Track Key Contacts

Tracking Lead Sources & Segmenting Key Contacts

Keep track of key contacts, potential donors and sponsors and future membership prospects using the Chamber Dashboard CRM plugin.

Track Lead Sources

Start by tracking the lead source for every new contact. With the CRM plugin activated, use Activities to see where your best leads are being generated.

Step 1: Create an Activity for each lead source.

  • Go to People’s Activities >> Add New
    (Suggested Lead Sources: Attended event, personal referral, website contact form, marketing campaign)

Step 2: Add each new contact to their corresponding Lead Source Activity as they are entered.

connect CRM record with Activity

Capture Business Roles to identify key decision makers

Step 1: Open People Record and update the Business Role in Connected Businesses.

Create Categories to organize and identify target members

Step 1: Open People Record and add categories

Suggested categories to get you started:

  • Industry – Technology, Auto, Banking, Insurance, Entertainment, Services
  • Company Size – Small (1-20), Med (21-100), Lg (100+)
  • Interests – Network Building, Community Events, Professional Development

To see all contacts in a specific category, you can filter by category or export your contact data segmented by location, industry and company size using the Advanced Exporter plugin.


Add Activities

Add activities to a contact’s record

What are Activities?

Activities are interactions, sometimes referred to as ‘touch points’.  The Activities feature of the CRM lets you keep track of interactions with your contact list. Tracking phone calls, emails, events attended, even face-to-face conversations, gives you valuable information about your members. You can use this data to find out which members are:

  • most active in your organization
  • interested in joining a particular committee
  • have attended which events
  • have expressed interest in joining
  • have expressed interest in sponsoring an event
  • etc.

Track Member Activities

From the left menu, Go to People’s Activities >> Add New

  • Give your activity a Title
  • Enter information you would like to save about your activity.  Ie. To-Do list from a conference call, meeting notes.
  • You may want to create some Categories for various types of activities, such as meetings, conversations, event attendance, etc.

Once your activity has been created, you can Create Connections by adding the contacts who participated in the activity.

Hint: If you add a New Person, you will need to go to the People page to update the details for that person’s record.

Add Activity - Connect to Person screenshot - click to enlarge

Display Activities on your website

Activities are interactions, sometimes referred to as ‘touch points’.  The Activities feature of the CRM lets you keep track of interactions with your contact list. Tracking phone calls, emails, events attended, even face-to-face conversations, gives you valuable information about your members. You can use this data to find out which members are:

  • most active in your organization
  • interested in joining a particular committee
  • have attended which events
  • have expressed interest in joining
  • have expressed interest in sponsoring an event
  • etc.

To get started, add Activities to your contact records. To display Activities on a page on your website, add this shortcode to your page: [chamber_dashboard_activities]

This shortcode has the following parameters.

category 

To select a single category of Activity to display, use the category slug, which is usually the category name, all in lower case, with dashes instead of commas.  For example, a category called “Board Meetings” will probably have a slug of “board-meetings.”  To find out for sure what the category slug is, go to People’s Activity >> Activity Category.  This page lists all of your categories, and also shows the slug for each category.

Example: [chamber_dashboard_activities category="board-meetings"]

content

Display the content of the Activity post. Default is ‘yes’.

Options:

  • content=”no”
  • content=”yes”

orderby

Determine the order in which the Activities appear. Default is ‘rand’.

Options:

  • name – activities are ordered alphabetically
  • rand – activities are ordered randomly.  Every time someone visits the page, they will be in a different order.

format

Determine the format/layout of the business directory page.

Options:

  • list – default
  • grid2 – displays activities in a 2-column grid
  • grid3 – displays activites in a 3-column grid
  • grid4 – displays activites in a 4-column grid

Example:  [chamber_dashboard_activities category="board-meetings" format="grid2"]

Please note: Adding this shortcode to a page will pull the data into the page. The formatting for your page comes from your theme.  You can adjust the formatting of some elements of the page with CSS.


Record Board Meeting Notes & Attendees

Once you have installed the Chamber Dashboard CRM, you will see both ‘People’ and ‘People’s Activities’ in your main dashboard menu.

Follow these steps to track attendance and minutes for board meetings:

  1. Go to ‘People’s Activities’ and Add a New Activity
  2. Give the activity a name.  Hint: It’s a good idea to include the date of the board meeting in the name as it will make it easier to find later.
  3. Add your meeting minutes.  You have a couple options, you can copy them directly into the writing screen or you can upload a pdf of the document to link to the writing screen. Hint: If you use the pdf option, be sure to make a few notes on the key topics discussed at the meeting so you can easily search for it later.
  4. Choose a Category for your activity.  Hint: If you are sharing your CRM with others, be sure you all agree on which activities belong in which categories.
  5. Below the writing screen, you have the option to add people to your activity.  Click on ‘Create Connection’ to add each board members that attended this activity.  Hint: You can also quickly add any new board members here by clicking on ‘New Post’ and typing in their name.
  6. Click ‘Publish’ to save. (or ‘Update’ if updating an existing post)  Note: CRM information will NOT display on your site.
  7. Update the contact information for any new people you have added, by clicking on ‘People’ from the main menu and opening their record.

That’s it!  The Chamber Dashboard CRM makes it easy to store board meeting minutes plus gives you the ability to

  1. Easily search for past decisions
    Who decided the banner should be blue? When did we update that sponsor description? What topics did we discuss at the last board retreat? Quickly find the information you need.
  2. See which board members regularly attend & participate
    Who are your key members? Can you easily see what decisions they made? If you didn’t label decisions in the past, it is simple to add additional information at any time.
  3. Share notes with others
    Not everyone takes great notes, it is frequently helpful for more than one staff person to be able to review pertinent information or be able to access it if they were not in attendance.

Download a ‘Call Sheet’

Using the Chamber Dashboard free CRM plugin, your staff has shared access to contact information for your member Businesses. They can log in to your website anytime to look up a specific contact name or number.

However, sometimes it’s easier to work from a printed page; to download a list of contact names & numbers for all member Businesses to make follow up calls for example.

(Note: you’ll need the Advanced Exporter plugin to complete this task.)

To export a list of Business Listings including the contact person associated with the business, and their contact information, you will need the following setup & installed:

  • Business Directory plugin
  • CRM plugin, in which the People records in your CRM have been connected to their Business Listings
  • Create a People Category called ‘Contacts’
  • Advanced Exporter plugin
  • Go to Chamber Dashboard >> Export
    1. Choose People
    2. Select your category
    3. Choose the fields to export
Chamber Dashboard Exporter Call Sheet

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