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ChilliDB’s Events module enables users to create events for staff and clients. It features multiple functions that allow users to manage the many aspects involved in setting up and staging events their organisation holds, including the creation of the event; management of upcoming events; and the mailing out of event certificates upon completion. Creating an Event To create a new event in ChilliDB, navigate to the Events main menu item and select ‘Create’ from the drop-down menu. On the next screen, enter the details of your upcoming event in the fields provided. Note: Remember, if the event categorisation you require is not available in the drop-down list, you are able to create your own categorisation(s). To see how to do this, click on this link. When entering the details of an upcoming event, users will be prompted to select a product in the ‘Price’ field if they have answered ‘Yes’ to the question ‘Do you charge for this event’ . If this is the first time they have run an event of this kind, and they need to create a new product that reflects the correct pricing structure, they can do so by following the steps below: 1.Click on ‘Select Product’ . 2.If the product/pricing structure you’re looking for does not already exist, click on ‘Create’ in the top-right corner. 3.Enter the details for the new product you wish to use for this event, and then click ‘Save’ If a user selects the ‘Use Sessions’ option to allow them to create multiple sessions for the one event, they will be prompted to add these sessions once the event details are completed and the event is saved. When all the details are as you wish on the event creation page, click on ‘Save Event’ . This takes you to the Event Details Overview page. If you have chosen to create sessions, this is where the 'Sessions' tab will be visible. To add the sessions for this event, click on ‘Create’ in the right-hand corner of the sessions window. This reveals a pop-up window where users can enter the details of the first session and then click ‘Save’ to list that session under the ‘Sessions’ tab. The easiest way to create more sessions for the same event is to click on the session you have just created, choose ‘Create Like’ from the Actions menu, and then modify the date and time to reflect the details of the new session. This can be done as many times as necessary until you have all of the desired sessions listed for your event. At the bottom of the Event Details Overview page are 11 tabs that allow you to work with the event you have just created in a number of ways. The first of these is the ‘Registered’ tab: Registered: Under this tab, users can create entries for people who have registered for this event and paid. To make an entry, first click on the ‘Create’ link on the right-side of the page just below the tabs. On the next screen, users will be prompted to add the relevant information for the attendee they are registering. Once done, click ‘Save’. If users have checked the ‘Send Event Invitations’ box, the next screen will prompt them to confirm the attendee’s email address in preparation for them to compose an invite message to be sent. If this box is left unchecked, users will be taken back to the Event Details Overview page. If these details look correct, clicking ‘Continue’ takes users to the next screen where they can compose and send their invitation. The Send Message screen in Events also features options to work with the message you are creating in different ways. These options can be accessed by clicking on ‘Actions’ and choosing the appropriate option. Once an invitation has been composed and sent, users are returned the Event Details Overview page where any changes are reflected under the corresponding tab - in this case ‘Registered’ . Of the other tabs available to place attendees in in the Event Details Overview section, ‘Registered - Not Paid’; ‘Attendances’; ‘All Registrations/Attendances’; ‘Cancellations’; ‘No Show’ and ‘Waitlist’ all function in much the same way as the ‘Registered’ tab. Users can switch an attendee’s status between these tabs by hovering over the ‘Actions’ link on the top right-hand side of the Event Details Overview section and choosing ‘Manage Registrations’ - ‘Change Registration Status’ . The next screen prompts users to make the necessary changes to attendees. The first step is to find the attendee(s) whose status you wish to change by choosing their current status from the drop-down menu. Next, users choose the appropriate attendee(s) from the list presented. The final step is to choose the status you would like to change them to from the drop-down menu at the bottom of the screen. Once you are satisfied with the changes you have made, click ‘Update’ . Any changes made to attendee’s status will be reflected under the appropriate tabs in the Event Detail Overview section. The last four tabs on the Event Details Overview screen allow users to collate feedback for particular aspects of an event (Statistics) ; view event survey results (Surveys) ; gain an overview of payments made for an event thus far (Payments) ; and create notes for the event (Notes) . Event Details Overview Page: Actions Menu Options In addition to the aforementioned ‘Change Registration Status’ option presented under the ‘Actions’ menu that allows users to change an attendee’s status (and thus move them between the tabs at the bottom of the Event Details Overview page), there are other options available to users from this menu that present them with a number of alternatives for working with the event and its attendees. These options are as follows: 1. ‘Create Like’ : creates a duplicate of the event details displayed so a similar event can be run in the future - all that is required is a change of the dates to reflect the date of the new event. 2. ‘Manage Registrations’ - ‘Add Multiple Registrations’ : allows users to add more than one person at a time to an event and to choose the relevant status for those people as they are added. Once you have selected the appropriate ‘Status’ from the drop-down menu and chosen the contact(s)/organisation(s) you wish to add, click ‘Save’ . 3. ‘Manage Registrations’ - ‘Full Attendee List’ : by selecting this option, users can gain an overview of those currently registered to attend and their status. They can also print/export the list if required. 4. ‘Email Attendees’ - ‘ Email Certificates’ : allows users to send certificates to attendees after the event is complete. The first step is to choose the status of the attendees you wish to send the certificate to and the type of certificate you are sending. You also have the option to store this message as a note against each attendee’s name under their contact/organisation details page. Then click ‘Continue’ . On the next screen confirm the recipient(s) details are correct and click ‘Send’ . 5. ‘Email Attendees’ - ‘Email Online Survey’ : provides the option of sending out post-event surveys to attendees if desired. Simply select the status of the attendees you wish to send your survey to and then search for the survey by typing its title (or part thereof) in the ‘Survey’ search box and selecting the survey category from the drop-down box. Then confirm the attendee’s details are correct and click ‘Send’ . 6. ‘Email Attendees’ - ‘ Send Message’ : using this option, users can send messages out to all attendees/attendees of a certain status. As with the ‘Send Event Invitations’ option when adding attendees to an event, users will then be asked to confirm the attendees’ details they are sending the message to. Once they have done this and hit ‘Continue’ , they are able to compose and send their message on the next screen. 7.' Customise'-'Event Status': This allows users to edit the labels of existing registration statuses in your system. Instead of being stuck with default terms (like "Registered - Non-member", "Attended" ), users can change them to better fit with their needs—such as "Registered - VIP" , "Approved Attendee" , or "Pending Approval." 8. 'Customise'-'Tabs': This action allows users to Hide a tab, Re-order the tabs, Restore the default settings and change the name of a tab (allocate an alias to the Tab). 9. ‘Reports’ : This action allows users to generate Event Certificates; Attendee Signatory Sheets; and Name Tags for an event. i) Example Event Certificate: ii) Example Signatory Sheet: iii) Example Name Tags: Event Search Function Once an event has been created, it can be easily located again for editing/maintenance purposes by navigating to the Events main menu item and selecting 'Search' from the drop-down menu. On the next screen, users are presented with a number of filters to aid them in their search for specific events. These filters are as follows: i) By Title : with this option, users are provided with a search bar to type the title of the event they are looking for. ii) All : this options results in all events entered in the user's organisation's ChilliDB system being revealed. iii) My Events : reveals the events the user has created in the system. iv) New Filter : allows a user to create their own search parameters by selecting filters associated with the various fields related to events.

ChilliDB provides an integrated SMS service that allows organisations to send text messages directly from the system. Before using this feature, administrators must enable SMS within the system settings. Steps to Enable SMS in ChilliDB Log in to ChilliDB Access the system using your administrator credentials. Go to System Management Navigate to System > System Management  from the top menu. Locate SMS Settings Click on the Manage   ChilliDB SMS link. Enable SMS Select the “Enabled”  option from the dropdown menu to activate SMS services. Once enabled, users with the necessary permissions can start sending SMS messages from within ChilliDB. By following these steps, you will be able to activate SMS functionality within ChilliDB and allow authorized users to send text messages directly from the system. Contact Requirements for Sending SMS Before sending an SMS, it's crucial to ensure that the contact numbers are correctly set up in the system. The system only supports sending SMS messages to mobile-type  numbers. This includes: Personal Mobile Business Mobile Custom Mobile Types Note:  Contact numbers saved under phone types such as "Personal Phone" or "Business Phone" will not work for sending SMS messages. To successfully send SMS messages, ensure that each contact or organisation has at least one valid mobile-type contact number listed in their profile. This ensures they can receive SMS messages sent from the system. Sending an SMS from ChilliDB. 1. Sending SMS via the Email Icon One of the easiest ways to send an SMS is by using the Email Icon in the top interface. Here's how to do it: Steps: Locate the Email Icon: At the top of the system interface, click on the Email Icon  to access the messaging options. Select the SMS Option: From the dropdown menu, choose SMS  to proceed with sending a text message. Open the SMS Interface: After selecting the SMS option, a new screen will open where you can compose and send your message. Choose Recipients: In the SMS interface, you can search for recipients using multiple filtering options: Any : Search for any contact in the system. Contact : Select an individual contact. Contact by Organisation : Find contacts based on their associated organization. Organisation : Send messages directly to an organization. Distribution List (DL) : Choose from predefined groups of recipients. Search for Contacts: Enter a name or relevant details in the search box to find the correct recipient. Add Recipients: Once you've found the contacts, click the Add To  button to include them in the message. Compose the SMS: After selecting your recipients, type the content of your SMS message. Send the SMS: Click the Send  button to dispatch the message to the selected mobile numbers. Sending SMS via Advanced Search To send an SMS to a specific group of contacts using advanced search, follow these steps: Steps: Go to the Contact Module and Search for Contacts Navigate to the Contact Module  in the system. Open the Advanced Search  feature. Create a new filter based on your search requirements or search contact By Name . Apply the filter to display the relevant contacts. Select the Contacts After applying the filter, a list of relevant contacts will appear. Check the boxes next to the contacts you want to message. You can select multiple contacts at once if necessary. Choose the SMS Option Once the contacts are selected, click the Chevron Arrow  at the top corner of the search results. From the dropdown menu, select Send Message . Choose SMS  from the list of options. Compose Your SMS A new window will open for composing your SMS message. Write the message content, ensuring it is clear and appropriate for the recipients. Send the SMS Once the message is ready, click the Send  button to dispatch the SMS to the selected contacts. For the Organisation Module , the steps are similar. Navigate to the Organisation Module, apply advanced search, select the organisations, and follow the same process to send an SMS. Sending SMS Using a Distribution List (DL) A Distribution List (DL) allows you to send SMS messages to a predefined group of contacts. Here's how to send SMS using a DL: Steps: Create or Use an Existing DL: Create a new Distribution List (DL)  or use an existing one. Refer to this guide for creating and managing a DL in ChilliDB: Creating and Maintaining Distribution Lists . Ensure the DL type is set to SMS  to allow SMS communication. Add Contacts to the DL: Click on the Create Link in the "Member" tab. Search for the contacts you want to add to the DL. Select the mobile number you wish to use for communication and click Done . Send SMS to the Entire List: Once the DL is complete with valid mobile numbers, you can send SMS messages to the entire list by clicking the Chevron Arrow From the dropdown menu, select Send Message or selecting Email Icon  > SMS option  > Distribution List . Note: Ensure only mobile numbers are used for the DL. Mark the mobile number as "Available for DL"  in the contact details. If this box is unchecked, the number cannot be used for SMS communication in the DL. Configure Rules in Distribution List Settings: If you want to make all existing contact numbers available to the Distribution List (DL)without manually updating each contact or organisation, you can do this by using the configuration settings in the DL. To do this, follow these steps: Go to Utilities → Distribution Lists  → Configure . Select the Mobile Phone Type: On the Distribution List Configuration screen, you see the Allow the following 'mobile' phone types to be available for DL section. Check the box(es) for the mobile phone type(s) you want to make available in the DL. Choose the Action: Update Contact mobile phone types that are 'selected' above to be 'available in DL' : This will add all contact mobile numbers of the selected type(s) to the DL. Update Organisation mobile phone types that are 'selected' above to be 'available in DL' : This will add all organisation mobile numbers of the selected type(s) to the DL. If you want to remove mobile numbers, use the "not selected" options. Save Changes: You click the "Save"  button to apply the changes.

At ChilliDB, we implement a structured and secure backup strategy to ensure business continuity and data integrity. Our backup system is designed to provide both short-term and long-term recovery options, safeguarding critical information. Backup Frequency Nightly Backups  – A complete backup of the CRM database is performed every night, ensuring an up-to-date restore point. Retention Policy  – Daily backups are retained for 30 days, while a single backup is stored for each month over the past 12 months. Backup Retention Strategy Daily Backups  – Maintained for the last 30 days, allowing restoration from any of the previous 30 nights. Monthly Backups  – Retained for the past 12 months, ensuring historical data recovery when required. Customer Access to Backups Customers cannot export or manually back up the database. However, in the event of a request, we will restore the necessary data from our backup system and make it available. Key Benefits of Our Backup Approach Consistent Data Protection  – Regular automated backups mitigate the risk of data loss. Reliable Recovery Options  – Daily and monthly backups ensure flexibility in data restoration. Business Continuity Assurance  – A structured retention policy supports both immediate and long-term recovery needs. Our robust backup infrastructure ensures that essential business information remains protected and readily accessible in case of unforeseen events.

Buy Chillidb today as low as $24 a month* Starting at $33 Per Month* Buy Now Start your ChilliDB organisational journey today with licenses as low as $33 a month* Excluding GST* FREE DEMO LICENSES ChilliDB Quick Start Package Silver ChilliDB Quick Start Package Gold NEED TRAINING Need set up or training ? Take a look at our start up packages, designed to get you set up and ready to use ChilliDB. START-UP PACKAGES

About Polymorphic Solutions Formed in 1995, Polymorphic Solutions is recognised amongst our clients as providing cost efficient and strategic solutions. Polymorphic Solutions is a wholly owned Australian Company headquartered in Brisbane, Queensland. Polymorphic Solutions excels at combining people with technology and we do that through building close relationships with our clients. Many of our clients have been with us for more than 10 years. We provide a full spectrum of services from the initial design phase of solution development through to implementation and system support roles. Polymorphic Solutions has Government Endorsed Supplier status and is a signatory to the Government Information Technology Terms and Conditions (GITC). While ChilliDB is our primary focus, we also offer a number of other services. Software Development, Hosting and Professional Services Backing up Polymorphic Solutions is a software development and professional services team who build bespoke software solutions and support a number of software systems through comprehensive Service Level Agreements for clients including: Queensland Department of Community Services, Queensland Department Child Safety Queensland Department of Disability Services Queensland Department of Education National Prescribing Services Queensland Department of Employment, Economic Development and Innovation Our Hosting team provide dedicated and co-hosted infrastructure and platforms to support our clients above and also all of our ChilliDB clients. Our Data Centres are located in Australia.

Explore ChilliDB's Modules. ChilliDB includes a range of modules suitable for not-for-profit as well as optional ones which can be requested. Modules ChilliDB includes a range of modules suitable for not-for-profit as well as optional ones which can be requested. GET STARTED WATCH DEMOS By Industry Health Services Community Services Not for Profit Associations By Category Features Home and Community Modules Demonstration Demonstation Videos Demonstation Request By Need Client Administration Case Management Client Management Event Management Donor Relationship management Marketing Automation Contract Management Membership Management Add ins Outlook SMS messaging Website forms Custom Fields Website Forms Pricing Store About ChilliDB What is ChilliDB? Our Story News What's New Features NFP, Community, Health What is a CRM? Contact Us Help Help Centre Help Desk Articles System Status Training Webinars Demonstation Videos New User New User Start up Packages Custom Fields/ Form Building A powerful feature within ChilliDB is the ability to easily create your own forms and add fields into those forms without the need for application development. Reporting Reporting allows for parameterised and professional reports to be created and then uploaded into ChilliDB for other ChilliDB users to view. Alerts & Notifications Alerts and Notifications can be set to add reminders and drive workflow activities, ensuring an activity can be followed up at a later date. Membership Management Simplify your membership management with support for unlimited members, paid and non-paid membership and renewal tracking. Visualisations Visualisations allows you to visualise your data using charts and graphs. Event Management ChilliDB Events are ideal for managing your training, workshops and events. Distribution Lists Use the distribution stats page to show your lists performance and sources of your subscription and un-subscriptions. Automate who should be added and removed from your lists based upon your criteria by using the subscription rules feature. Notes Use notes to record all communications and interactions that you have with your Contacts, Clients and Organisations. Notes can include file attachments also. Maintain Users & Roles Assign roles to users and restrict who sees what, for sensitive documents using the Notes Sensitivity function. Appointments Search and create appointments for your staff. Set up alerts to remind them. Reference Data (Categorisation) Set categories for contact, organisations and more to keep your data organised. Contact & Organisation Management Capture and manage any information you may wish to store on stakeholders, clients, and their staff through Organisations and Contacts. Surveys & Feedback Use surveys to capture anything from assessments and evaluations to information updates. Provide online pre-populated forms to your clients and have their responses automatically merged back into ChilliDB Data Mining Mine, group, aggregate and summarize information within ChilliDB using Data Mining module. News Add news items to your home page to ensure staff see any important notifications. OPTIONAL MODULES Asset Register Our Asset Register module lets you track your assets and calculate their depreciation using either the prime cost or diminishing value method. It also allows you to extend the information gathered to include your staff and clients. Case Management ChilliDB provides full Case Management integration, which allows Case Workers and Case Managers to assess, plan and monitor the delivery of support to the client, and adhere to milestones. Module Builder The Module Builder lets you easily create new modules that are fully integrated into ChilliDB. The modules can be used to store your required information by adding custom fields and offers built in search and control over access. Modules created by the module builder can run independently on other ChilliDB modules or the information can be linked as required. Staff Timesheets The Staff Timesheet module offers tracking of Staff time and leave requests including support for RDO/TOIL time if needed. Approval process with email notification workflow is also provided. All licensed users are supported. Client Administration Our Client Administration module allows you to isolate clients that are provided services into individual programs, implement security around who can work with those clients in each of those programs, and then build all of the forms that you need to support that program using a collection of features to fast track your setup. Document Register Store your internal documents, procedures and policies using Document Register. Review dates and the lead staff member which can also be defined for each policy. Outlook Enterprise Edition Enabling this feature will extend the ChilliDB Outlook plugin to include additional features such as creating Contact/Organisation and storing Outlook events as events in ChilliDB. Contract Management Our Contract Management module will manage all of your contracts, from opportunity through to contract execution and delivery. Centrally manage all contracts and activities around the contracting process and once executed, you can manage all deliverables through to the contract end. Donor Tracking This module enables tracking of donations against both contacts and organisations. Once enabled, a tab will appear on the organisation and contact pages, allowing donations to be recorded. QI This module enables the management of Programs/Projects and associated PDSAs to support Improvement Plans. 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