If the purpose of your Onboarding campaign is to create new recurring agreements and/or receive one-off donations, you need to create a Sign-up workflow (registration). This guide will walk you through the process, and you'll also get some tips for setup.
If, instead, you need to make changes to existing agreements (e.g., update the amount, frequency, payment method, etc.), you should use an Upgrade-workflow.
Prefer to watch rather than read? Then jump down to the video here >
Create your workflow
Go to Onboarding in the main menu and click on Create new in the top right corner to create a new workflow.
Name your workflow and choose Sign-up
Give your workflow a descriptive name under Name your workflow (1). Keep in mind that all your agencies can see all workflows, so it’s better to name it according to the purpose, not the agency.
Under Select intention, choose Sign-up, and you will then be presented with a range of options suitable for a sign-up flow.
Write an approval message
When the caller is speaking with the donor, there may be information that the donor prefers not to provide directly over the phone, such as a social security number or bank account details. In such cases, the caller can send the donor an automatic SMS containing a link to a form tailored to this specific campaign and donor.
In the Approval message field, you should write the message that will be sent to the donor before the link to the form is included. It could be something like: "Thank you for the pleasant conversation. Here is the link for submitting further information."
In the SMS Sender name field, you can specify the name that the SMS will be sent from. Here, you have the option to either write a shortcode (only recommended if you have your own) or text (up to 11 characters, which is the technical maximum number of characters). You should also choose which URL shortener should be used for the link. As mentioned, the link is unique to the donor and the specific campaign, so it will be shortened before being sent.
Add product(s)
Now you need to decide what options the phone operators or street fundraisers should offer the donor. For example, you could create one product offering a monthly membership at a specific price and another offering an annual membership.
You have the option to add both one-off donations and recurring agreements, which should simply be added as two separate products. The options are different, so we will go through the setup separately.
See how to create a product for one-off donations here >
See how to create a product for recurring agreements here >
Add donor's contact information
In the Contact information section, you can add fields to collect data on the donor. Here, you can either merge existing information you have on the donor or add extra fields that the phoner/recruiter asks the donor for.
You add a new contact field by clicking on Add on the right side.
Then, you fill in the following:
Field type: Click in this field and select the correct type of data. This ensures that the data is stored correctly in OnlineFundraising and then forwarded to your CRM.
Label: The field name that will be displayed to the phoner/recruiter. For example, the field "Business number" can be displayed as "CVR-nr."
Configuration: Finally, you should check the "Require" box if the field needs to be filled out by the phoner/recruiter. For example, the address might be required if you need to send a membership magazine.
Once you have added all the desired contact data (standard fields), you need to choose whether the contact data should be validated upon entry. For example, if you select Denmark, the CPR number, address, etc., will be validated according to Danish validation rules.
If you want to change the order of the displayed fields, click on the three dots to the left and drag the entire row to the desired position.
Add additional information about the donor
Do you need to collect additional information about the donor beyond what is available in the contact? No problem – it is simply added as so-called metadata. There are no limits here – for example, favourite animal.
You add an extra metadata field by clicking Add on the right-hand side.
Then fill in the following:
Label: The field name that the phoner/collector will see.
Save as: The field name under which the data will be saved. If the data is to be forwarded to the CRM, you must ensure that the field is named correctly. Otherwise, the integration will not be able to forward the data.
Input type: Here, you choose the type of data that should be entered into the field. Depending on the type of field, the view for the phoner will change. For example, if you want them to choose between three options, select "Select" and enter the three options, separated by commas, on the row below.
Finally, you need to decide if the field should be required - check the box in Require under Attributes.
If the field should only be displayed but not editable (e.g., phoner's name), check the box in Read only.
You can create as many metadata fields as you wish and change the order by dragging the three vertical dots to the left of the field.
| Tip! If you need to store information that the phoner doesn't need to see or edit, such as the campaign name, this is also possible. In that case, create it as a hidden metadata field. Set the input type to Hidden, check the box for Read only, and enter a default value on the line below. |
Save your workflow
Finally, click the Create button in the top right corner. The workflow is now created and ready to be used in a campaign.
Watch the video
You can watch Stephan explain the process in the video here, where you can also see how it appears for the phoner.