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Survey templates allow users to customise the appearance of their surveys for program activities or business groups, or even just for their organisation in general. It is possible to have as many templates as are necessary, and users can control the presentation of the header and footer content; and all other major elements of the survey, such as questions; labels; sections; layouts and so on. Survey Templates are accessed via the Surveys main menu item. The Survey Templates page allows users to see all of the templates in their system, as well as create a new template if desired. Select the Create link to create a new template. The next step is to give the new template a Name, and then the first elements to be defined are the Header and Footer. The rich text editor can be used to style content in the Header and Footer sections. It is a good idea to insert a table to help layout images and text within the header and footer. If the table width is set to 100%, then it will span the survey nicely. The Table button and the Image button have been highlighted in the editor’s toolbar in the image below. If you hold your mouse over the toolbar buttons, you can use the tooltips to remind you of the purpose of each button. In this example, we have defined a table in both the Header and Footer, and we are using table background colours to provide separation from the surveys they will be used on. Images should be inserted using the Image Manager on the editors’ toolbar. This allows users to re-use their images and be sure that the images are available to the recipients of the survey. Note: Users can leave their Header and Footer blank if they choose to do so, however it makes sense to include some content in these sections to apply some consistency to all surveys. Once users are happy with their Header and Footer content, they can save your template using the 'Save' button. Next, you will be able to view the individual Styles attached to the elements that will make up your survey. You can edit the Header and Footer from here or move onto editing the other styles. Clicking on each style, will reveal a pop-up editor with options which you can customise for that element. These options are outlined in the following table. For any style, you can control all of the visual attributes. You will be given an example of how your styling will appear as you edit the different attributes. Once you are happy with your template, you can move onto creating a survey.

In this example, we are going to create a Survey which will ask our services for information which will be shown on our Service Directory. Our Survey will utilise some of the powerful features of this module: - It will default information, pulled from ChilliDB records, - It will send secure links to each Service asking them to update their Service Directory records using ChilliDB Email Templates and Messaging, - It will merge some information back into ChilliDB automatically, and some information will be manually merged. To create a new survey, locate the Survey main menu item. Under the Survey menu, select Create. Basic Survey Information, Templates, Availability It is important to categorise all records in ChilliDB, and surveys are no exception. Choose a Categorisation and give the survey a Name and Description. Choose a survey Template, in this case the Standard Template which we created earlier, to apply to this survey. Survey Availability From and Survey Availability To can be set if you wish to limit your survey to only be available for a certain time period. When doing so, if people try to access the survey outside these dates, they will not be able to.

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.

With Mailchimp integration you can create distribution lists that are synced between ChilliDB and Mailchimp. You can even turn integration on for existing lists which automatically uploads the contact data to mailchimp, avoiding the need to manually import data. All unsubscribe requests and bounces are reflected automatically in ChilliDB. Turning on MailChimp Integration with ChilliDB: ---------------------------------------------------- 1. Sign up at https://mailchimp.com 2. Login to Mailchimp and create an API Key. For this, go to the "Account" page by clicking your username in the top right corner of the screen. Now go to "Extras" => "API Keys". Click “Create a key” and copy this value. Now In ChilliDB: 3. Go to "Manage System Configuration" page under "System" -> "System Management" -> "Manage". 4. Find "Mailchimp Apikey" setting and paste the API key into the “value” field Creating a MailChimp List ------------------------------- In ChilliDB: 1. Create or edit a distribution list 2. Tick “MailChimp List” checkbox 3. Enter "Campaign From Name" which will be a default sender name for a campaign email. 4. Enter "Campaign From Email" which will be a default sender email for a campaign email 5. Enter "Campaign Subject" which will be a default campaign email subject. 6. Save the distribution list The distribution list and the contact’s first and last names, emails and subscription status will be uploaded to MailChimp. Any change made in ChilliDB will update mailchimp and vice versa. The exceptions to this are changing the “from name”, “from email” “email subject” and distribution list name from MailChimp. Updating any of these in MailChimp will not update ChilliDB, it is recommended that you only use ChilliDB to change these fields. Also note that you cannot create contacts in ChilliDB using mailchimp, or subscribe contacts to ChilliDB using mailchimp. If you would like to create more than 1 integrated list, you will have to upgrade to a paid Mailchimp account, please see their site for details https://mailchimp.com/pricing/ Sending Emails from MailChimp ----------------------------- Emails can be sent to subscribers of your distribution lists from MailChimp by clicking campaigns at the top left then the “create campaign button” located on this page. For more detailed information on sending emails please see the help located on the MailChimp website. Turning off Mailchimp Integration with ChilliDB ---------------------------------------------------- 1. Login to Chillidb and go to "Manage System Configuration" page under "System" -> "System Management" -> "Manage" 2. Find the "Mailchimp Apikey" setting and remove the value from the setting.

This post will provide a basic guide to creating and viewing contacts and organisations. Since creating and viewing contacts and organisations is a similar process, both will be covered here. ChilliDB stores names, addresses, and other contact information against two elements. The first element is known in the system as an "Organisation". An organisation is usually a company or group which a user does business with. The user's own company will usually be inserted as an organisation whentheir system is setup. Each organisation can have people related to it. These people are known as "Contacts". Each contact must be linked with at least one organisation, and they can have their own individual address, phone, email and other data attached to them. Creating a Contact/Organisation Underneath the Contact or Organisation main menu item (drop-down menu), there is a 'Create' button. Clicking on this reveals a form which allows users to create a new contact/organisation. Contacts need to be associated with an organisation, so it is important to create some organisations first. Click the 'Save' button located at the bottom of the screen to save the organisation. Viewing a Contact/Organisation Upon creating a contact/organisation, users are taken to the Contacts/Organisations Details page. This can also be accessed via the Search function, or in the 'Last Accessed' tab down the right-hand side of the screen if users have visited that contact or organisation's details page recently. Each details page contains a number of tabs that display information associated with that record. For example, the Contacts tab displays the contacts for that organisation, and the Notes tab displays the notes created against that organisation.

Navigate to the Membership - Search page. Search for one of the members you added in the Membership Package section. Display all of the membership packages in your system. Display your membership packages (those you have created/added members to). To perform a search for members/membership packages, navigate to the Membership main menu item and then select ‘Search’ from the drop-down menu. The next screen reveals the search options for the membership module in ChilliDB. As with most modules in ChilliDB, users are offered a range of preset filters to conduct their search with, or they can set their own parameters by creating a new filter of their own. They are also able to decide whether they want to view results that are ‘Current’, ‘Expired’ or ‘Both’; and they can create a New Membership package from this page if a search is conducted, and the package is not yet available. The preset filters options are as follows: 1. By member: this options allows users to search for a particular member (contact or organisation) amongst their membership packages. Clicking on the ‘By Member’ option reveals a search box at the top of the page where users enter the name of the member they are looking for. As they begin to enter the name (3 letters or more), names containing those letters will appear under the search box. 2. All: finds all of the membership packages available in your ChilliDB system. 3. My Membership Packages: reveals all of the membership packages that the user had interacted with in the system, whether that be creating the packages themselves, or simply linking contacts/organisations to them. The user-created filters are accessed by clicking on ‘New Filter’ and then choosing the fields and values you wish to search via.

Once a membership package has been created, it can be accessed by navigating to the Memberships main menu item and selecting 'Maintain'. Doing so reveals the complete list of all membership packages available in a user's system. The default filter for this list is set at 'Show Current' in the top left-hand corner of the screen, however users can also choose other settings by changing this setting to 'Filter'. This allows them to filter the list by category and to choose whether the membership list shows memberships that are either 'current', 'expired', or 'all'. When users have found the membership package(s) they are looking for, there are a number of options available to work with the memberships they have created in their system. These options can be accessed by ticking the check-box next to the membership package they wish to work with, and then clicking on the drop-down menu in the top right-hand corner of the Membership List. The options presented are as follows: Visualise: allows users to see graphs representing the ‘Monthly Member Status Count’ and ‘Monthly Active Members Count’ for a set time period (selected from the drop-down menu at the top of the screen). 2. Export: this options allows users to export some, or all, of the fields relating to their membership package in a report. There are five formats available to export data in. 3. Print: Prints an overview of the information about selected membership package(s). This information mirrors that in the columns presented in the Membership List.

If users choose to automatically generate distribution lists for a membership package, they can send electronic communications, such as email, through ChilliDB to those contacts. 1. To view the available distribution lists, navigate to the Display Distribution Lists screen, available within the Utilities main menu item - click on Utilities, then on Distribution Lists and select Maintain. 2. To filter the distribution lists so only those related to memberships are shown, select the Filter option on the top left-hand side of the screen (the default is Show Current). Then choose 'Membership' from the Categorisation drop-down list. 3. Click the 'Display' button to show all distribution lists of Type 'Membership'. Users may also filter the list by: a. Category or Sub Category b. Current, or Expired lists 4. The Distributions List grid displays the name of each membership list down the left-hand side of the page. The lists are also divided into one list for Members and one list for Prospects, displayed one after the other in the list. A brief overview of the membership total (also divided into contact members and organisation members); and a shortcut to member details is also displayed on this page. These are the same lists displayed on the Membership Details display page. 5. If users wish to communicate with their members within ChilliDB, the easiest way to do so is to click on the Send Message icon in the top right-hand corner of the screen next to your name. a. When the Send Message window pops up, click on the Find link to access the address book. b. Switch the Filter on the address book to Distribution Lists and then click the 'Search' button, locate the distribution list and add it to the email recipient's box. c. Users may also like to use the ChilliDB Merge Tokens for HTML emails to personalise the email for each of your recipients.

Once a membership package has been created, the next step is to add members to this package. This is done via the Membership Package details page, which a user is either taken to directly after creating a membership package, or by navigating to the Membership main menu item and then selecting 'Maintain' from the drop-down menu. If they then select the previously created membership package from the list displayed, they will be taken to the Membership Package details page. Users can manage their membership packages, as well as their prospects, members and cancelled members, from the following places within ChilliDB: To create members with a 'Prospect' status, click create from the Prospect Members tab: 2. In the Add Member screen, click on 'Find' link to search for the contact to be added to the membership package. 3. Since we chose to have our membership package generate distribution lists for us, the next step is to select one the new contact’s available email addresses from the address drop-down list. The system will automatically select a business email address as a default if one exists, however users may select any of the contact's addresses to use. 4. Click on the 'Add' button to add this contact to the membership package. The Member Package details page now shows that contact listed as a member. 5. If users have added a contact as a 'Prospect', and their membership package is not chargeable. To make them a member, click on 'Manage Member' from inside the Prospect Members tab and then select 'Edit' to be taken to the Modify Member screen, where the contact's status can be toggled to 'Member', then click 'Update'. If the membership package is chargeable, then to make them a member, click on the Manage Member link and then record information about that payment. Note: there is support for both full and partial payments. Manage Membership Packages and Members Users can manage their membership packages, and their prospects, members and cancelled members, from the following places within ChilliDB: The Membership tab on the Contacts screen The Membership tab on the Organisations screen

In order to add a new membership package to the ChilliDB Membership module, users should follow these steps: 1. Navigate to the Membership main menu item, and select 'Create'. This opens a blank membership package form in which the details of the new package can be entered 2. We will enter 'Full' for Categorisation; '2019 Full Membership' for the Description; '01 Jan 2019' for the Start date; and '31 Dec 2019' for the End date. 3. 'Contact' will be our Structure for this membership. This means this membership is for contacts only. Membership structures can be contact, organisation, or both. 4. If users would like to collect payments for this membership, check the Is Chargeable checkbox. We will be leaving it un-checked. 5. If users require the Membership module to automatically generate and maintain distribution lists for electronic communication containing their members and prospects, then check the Maintain Distribution List checkbox. We will check this box. 6. To track renewal dates, select 'Yes' for the Track Renewal Dates field. This will be covered in a separate document. 7. Member No. Settings can be used to generate member numbers with prefixes, suffixes, or padding. 8. Click the 'Save' button to save the membership package. Then you will be taken to the Membership Details display page:

Responses Users can choose to search and view responses entered in surveys at any time by navigating to Surveys and then choosing 'Search Responses' from the drop-down menu. To filter the response results to a particular survey, the survey name can be specified for the search. Responses can also be seen from the Responses tab on the Survey Display screen. From the search grid, users are able to choose to 'Print' any of the survey responses. They can also 'Delete' any of the Survey responses if they were submitted in error or if they are to be excluded them from reporting and analysis. This is done via the drop-down action menu on the top right-hand side of the search grid (see image of action menu icon below). Action menu icon for search grid Continuing a Survey Response If a survey was configured to be 'Saved and Continued', partial survey responses can be saved at any time to be submitted later when the survey is complete. Survey responses can be continued from many different modules in ChilliDB - a respondent can continue a survey from the Contacts, Organisations, Case Management, Client Administration modules, as well as the Survey module itself. To continue the survey response, choose the checkbox for that survey response and then access the Actions menu, and choose 'Continue'. The survey response will open, displaying all of the information entered previously, allowing a user to complete the survey and submit it. A survey which has already been submitted can be identified by looking at the completion date and time under the Survey tab in Contacts, Organisations, Client Administration or Case Management; or in the Responses tab of the Survey module itself. Analysing Survey Responses Within a survey, users are able to access “real time” response statistics in the form of Visualisations and Responses. The Response tab on the Survey Display screen allows users to effectively review individual survey responses from the Survey Response List. Manually and automatically merged data can be easily reviewed, and there is a general overview of the date a survey was completed and filled out, as well as the status of a data merge for each survey respondent. Whilst on the Survey Display screen, another tab that is useful for survey analysis is 'Survey Visualisation'. The Visualisations tab can provide some basic metrics on how many survey participants responded on particular days, and it gives a general pattern of the timeframes in which respondents start and complete a survey. To view the a visualisation for particular survey responses, access the Visualisations tab within the Survey Details screen. The visualisations available are outlined below: Survey Analysis The Survey Analysis feature of the survey module allows users to view the answers for the questions in their survey together in the one place. This provides an overview of the information that has been gathered. To begin analysing answers for a survey, find the survey whose details you wish to analyse, and navigate to its Survey Display page. Then, click on the Analysis tab. Then users select the type of analysis they would like to conduct by choosing from the Data View field drop-down menu. Note: There are two different types of analysis available via the Survey Details page in the Survey module. Responses View This view will display one row per survey response with the answers to questions in individual columns (see screenshot above). In order to display the survey analysis using 'Responses' view, users simply have to ensure this option is displayed in the Data View field. Summary View In this view, the survey questions are displayed in the first column and information associated with each question is displayed in a row adjoining the question. This information is split up into columns that display the answer options; the number of respondents who chose each option; and the percentage of respondents who chose each option. Users can either 'Export' or 'Print' this data if they wish to do so by selecting the relevant option from the action drop-down on the top right-hand side of the grid.