Justin Scheitlin Daisey Fahringer Constituent Manager Justin Scheitlin Daisey Fahringer

session AGENDA What IS this thing called Constituent Manager? How do I populate all this information? Does this information relate to Directory pages? Why do my directory pages not show all the information I have selected? So how do I specify all these options for each role? Do I have to use all these fields? We need to collect the “House” information our constituents lived in, can we do that? We use LDAP at the school can we use that in finalsite? Now that all this information is in here and up to date. Can I download it? FAQs? Questions?

Whatis Constituent Manager? Constituent Manager allows you to view and manage all of your constituent information Ability to search for constituents Ability to add or modify constituents and information Access information about a constituent including: Role Groups they are part of Account and Login information Subscriptions

Constituent View importID MOST IMPORTANT FIELD: Constituent Profile Tab Key Takeaways: Preview as… link Mail Constituent Unpublish profile link Override information Delete Constituent Groups Tab Key Takeaways: Ability to add/remove constituent from groups Modify permissions to a group Roles Tab Key Takeaways: Easily view the constituent’s roles Add or remove roles

Constituent View Account Tab Key Takeaways Login information and stats Ability for site admin to login as a portal user Subscription Tab Key Takeaways Information on available delivery locations eNotify delivery address information Alerts constituents have subscribed to

scenarios I have an alumnus/alumna that does not want their profile displayed in the alumni directory? I have a parent that does not want their email address available in the parent directory? One of our new faculty members is also an alumnus/alumnae and needs to be assigned to the “New Faculty” group.

How do I populate all this information? 3 ways to populate the Constituent Manager Integration If you already have a SIS in place, finalsite may provide an integration for this SIS. This allows you to continue to manage your constituent data in your SIS and display it on your website! Datasheet Upload If you do not have an SIS or wish to manage all of your data in finalsite then the data can be populated via upload. Finalsite will provide datasheets to help assist in importing the information. Last but not least…Manual Input You can input the data in manually by adding constituents one by one.

How do I setup the fields for all my roles? Settings within Constituent Manager contain information for the following: Constituent Role– Add/Modify/Delete fields and field names by role Location – Define multiple locations for your school and customize each location’s banner and layout settings Site Template – Create new site templates and modify existing templates Global Settings – Setup Global Teacher Account/Site settings. Note the Profile Update Email settings on this screen! Export Data – Allows for the export of data based on role Authorization – Allows you to setup authorization to systems outside of finalsite such as an SIS or LDAP

Roles What you need to know – General Settings Modify the Constituent Role name Add the ability for role to have a personal file area and set folder size limit Permissions to allow self updating of profile information or passwords Enable the email notifications on profile updates Set Authorization type Defaults to finalsite authorization LDAP SSO with SIS *Please provide new import id mappings if applicable *Post Alumni information in the new alumni portal and have the new alum correct the information once they have new contact info.

Roles What you need to know – Profile Fields Ability to customize the constituent view for your purposes Can separate fields into sections Can rename sections Can drag and drop fields into sections Shows all available fields to add for a constituent Finalsite can also provide an additional 10 custom fields Ability to create groups on these fields CANNOT search on these fields Profile Field Permissions (KEY for directory Pages) Enable updates to the field Allow the constituents to publish or hide the field Set view permissions on the fields

Roles What you need to know – Rights Set Admin permissions for the constituent role Ability to view constituents Ability to modify constituents Ability to edit Memberships

Do we NEED to collect all these fields? Definitely NOT Collect the information that is relevant to YOU If you don’t need it, delete it. The more data you collect the more data you need to manage and keep up to date! Data can be added later or hidden and then shown again back on screen. Data can be uploaded and never shown!

scenarios How do I keep my information up to date? Allow constituents to update their own profile information Can receive periodic emails to display the changes in order to keep other systems up to date. Use an integration with your SIS Should I use Roles or Groups? Generally more flexibility to subset things if you use roles to segment your constituents Groups should be considered a subset of a role How do I modify the faculty role so home address is not displayed for faculty members to students or parents? How can I hide all student information from EVERYONE except faculty?

I have some data I need to collect, but don’t see a field for it! Our school needs to track which dorm the students live in. Can we do that? Can we collect personal award information for faculty members? finalsite offers 10 custom fields for use by the schools Custom fields can be added and named and then updated via upload or manually

How does this information relate to my directory pages? Directory Pages allow you to display constituent profile information on your website Typically directory pages exist behind the portals to keep constituent information private Directory Pages allow you to selectively display constituents based on roles (Faculty, Parents, Students, etc.) Directory Pages will display the most restrictive set of rules if the constituent has multiple roles

We use LDAP Can I authenticate against that? finalsite offers multiple options for authorization of individual roles Faculty/Staff and students use LDAP authentication Parents use SIS authentication Alumni use finalsite authorization finalsite will work with you to setup new authorization types and you can select which roles you want to authenticate against the particular authorization

finalsite is my record of source Can I export my data? Export Data is offered in Constituent Manager Settings Export Data tab Can export based on role Can export based on last updated date If you need a custom export of constituent data, submit a Support ticket specifying the desired parameters.

FAQ How do I add new fields? Why can’t I see the phone numbers on the directory page when I’m logged in? How do I divorce a household? Do I need an IMPORTID? How do I change the locations and departments for a constituent? What fields can my users update?

Questions?