This page contains videos that explain how the setup was done for the New Membership videos. It assumes you are familiar with WordPress (Caldera) and CiviCRM. If you are neither, the videos may be difficult to follow. The videos showing functionality from the user perspective may be your best option for now.
We do not claim to show you the best or only solution for the required functionality in the videos. There are likely to be plenty of other options available to achieve the same goals, and probably even better ones. The videos intend to give an impression how different requirements can be achieved through the use of CiviCRM and other tools.
Plugins and Extensions #
- Caldera webform ‘Signing up as a new member’ – Webform builder we used to create the registration form and its integration with CiviCRM’s Formprocessor to process the submitted form in CiviRM
- Connector to CiviCRM with CiviMcRestFace – to provide an API for the remote CiviCRM install on the website
- Integration of CiviCRM’s Form Processor with Caldera Forms – to integrate the Caldera registration webform with CiviCRM’s formprocessor
- CiviCRM admin utitilites – to add some modifications to CiviCRM, make it look nicer in WordPress
- Action Provider – to enable creation of actions from DataProcessor
- Data Processor Token Output – to enable creation of tokens for mailings
- Xtended Contact Matcher – to enable deduplication of contacts coming in from webforms
- Formprocessor – to enable processing incoming membership requests from webform
- Form Field Library – required for extension “Search Action Designer”
- Search Action Designer – the action to print a welcome letter and to change the status of the task to print the welcome letter to completed
- CiviBanking – to enable import of bank statements
- Little BIC – to enable matching BIC to IBAN in formprocessor
- SEPA Direct Debit – to enable SEPA payments to be processes in CiviCRM
- SEPA Mandates for Memberships – to link incoming SEPA mandates to the membership that was signed up for
- Mosaico – to create easy-to-make templates that look professional and colourful
Membership Types #
In CiviCRM you can create different types of memberships, either free or paid, with a rolling or fixed membership end date. And you can add related members if applicable. In this use case all members are of the contact Type Household. All contacts with the relationship types ‘Head of Household’ and ‘Household member’ will be related members. In this video we will show you how that is done.
Activity Types #
The video shows how activity types can be defined in CiviCRM for this use case. The use case creates the activity ‘Welcoming Package New Members’
Data Processor #
In this video we show you how the Data Processor is created for the report ‘New Members’. The Data Processor is an extension used to create Reports, API’s and Dashlets however creating a data processor yourself will need some exercise but once you master it, it is a strong and flexible tool.
Search Action Designer #
With the Search Action Designer you can create your own actions in CiviCRM. The nice thing about this is that you can have multiple actions combined in one. In this case we have created an action whereby you can print a letter and update the status of an activity in one action.
Though the Search Action Designer is a powerful tool, it needs quite some knowledge of CiviCRM to set up your own.
In this use case we have created 3 templates: 2 for mail, using Mosaico as a designer, one for the letter that was sent together with the Welcoming Package. In his video we show you how we created them. This will be a short video, only showing the specifics in this use case. If you want more information on how to set up a Mosaico Template, have a look here.
Sepa – Direct Debit #
The single euro payments area (SEPA) is a system of transactions created by the European Union (EU). In this use case, a SEPA mandate is used to contractually document permission to direct debit from a donor’s bank account.
Setting up SEPA is something that needs to be done in close association with your financial administrator and your Bank. The video below shows how that is setup in CiviCRM and how a SEPA Mandate is shown on a contact record.
SEPA File: Mark as received #
After the collection date has been reached, the bank will send Save the Forest a file containing information about the Direct Debits. Most of them will have been successfully collected, but some of them might be refused by e.g. due to insufficient funds or because the donor has changed their bank account. You need to process those failed payments first, before you can mark the rest of the SEPA file as received. In this video we show you how this is done.
Form Processor: ‘Signing up as a new member’ #
To process the webform so that members can sign up, you first need to set up the Form Processor in CiviCRM. In this case we want to create a form whereby people can sign up as a new member. If they are new, they can fill in their contact data on the website. In this use case Save the Forest already has contact data of Grace. To make it easy for her to sign up as a new member, Save the Forest has prefilled the webform with the data they know.
In the video below we show you how the Form Processor is used in this context.
NB: We only show you what is applicable to this use case. A more general explanation of the Form Processor can be found here. In this Form Processor we use the extended Contact Matcher. Information about that extension is to be found here.
Webform ‘Signing up as a new member’ #
This video shows how to create a webform and prefill it with data from CiviCRM.
How to create an API key can be found in the CiviCRM Administrator Guide.
The Site Key of CiviCRM can be found in the CiviCRM.setting.php.