Class Agent Fundraising Setup and Testing Walkthrough
Hello and welcome to the Reeher Class Agent Fundraising Solution! The objective of this document is to provide a guide for you and other advancement team members to set up "practice" or "test" campaigns so you become comfortable with the steps involved, can assign volunteers to campaigns, and understand how to assign prospective donors to volunteers. This walk through also includes instructions for simulating volunteer users, so you can directly see the experience your volunteers will have.
We have broken down the testing into two week segments that correspond to the follow-up meetings that have been set as part of your Class Agent launch.

• WEEK 1 – Campaign Setup
• WEEK 2 – Class Agent Portal Setup

First, a few definitions:

• Campaign: A campaign is the specific fundraising effort you want to track.
• Class Agent: Volunteer for your institution who is contacting their peers for the purpose of raising funds. They may be associated with particular class years, but this is not a requirement. The access the Class Agent portal (ClassAgent.com).
• Manager: A university employees with access to the Reeher Platform. They manage the create and manage the campaigns as well as the Class Agents.
• Prospect: A prospective donor assigned to a volunteer. One Class Agent is usually assigned to a list of Prospects and is responsible for contacting those on his or her list.

When creating sample Campaigns for practice purposes, we recommend that you keep the number of Class Agents and Prospects to a low number, such as 2 to 4 Class Agents, with 2 to 4 Prospects assigned per Class Agent.
WEEK 1 – Campaign Setup

Control Panel Setup – to be completed by Reeher System Administrator

Before starting, be sure your Reeher System Administrator has provided you and any other users access to the Class Agent Fundraising solution through the Reeher Platform Control Panel. These are the steps for your System Administrator to follow:

1. Go to: Control Panel ? Manage Users ? Users
   1. Find the users who will need access to the Class Agent layer, click *Select Action ? Edit*
   2. Check the Class Agent layer to provide access to the management dashboard. Submit.

1. Configure logo and colors for your institution
   1. Navigate to Control Panel ? Class Agent Settings ? Class Agent Settings
   2. Upload school logo into the indicated box. The image should be square and a minimum of 75x75 pixels.
   3. Scroll down to set the colors. Both colors need to be selected in order for the changes to take affect.

Set Up a Sample Campaign

Setting up a sample campaign will help you get comfortable with the workflow.

1. Set up a FY 2016 Annual Fund Campaign
   1. Open Navigation Menu (the flag on the left) and click on Add Campaign.
   2. Click on "Create new". (Once you have some campaigns created, you also have the option to copy an existing campaign.)

1. 1. Create the Campaign, entering FY 2016 Annual Fund for the name.
   2. Enter your 2016 Fiscal Year dates as the start and stop dates.
   3. Fill out the rest of the options as follows:
      1. What columns will be visible for agents in this campaign?
         • Click to see the options, but it's fine for now to leave the default selections.
      2. What column should be visible for agents when finding prospects?
         • Major is the default and is fine for this example. This selection will display a prospect's major, which is a frequent way to find commonality or connections between your volunteers or prospects.
      3. How many years of giving should agents be able to view on prospects?
         • Select either 5 or 10.
      4. How should volunteers and prospects be segmented?
         • For this example, select Preferred Class Year. However, this field will enable you to use another commonality or affinity to connect your volunteers and prospects. Examples include Athletics, School Clubs, etc. (any custom columns you send to the Reeher Platform).
      5. Who should be visible in this campaign? 
         • Select the appropriate types of constituents. For this example, select Alumni.
      6. Who should be excluded from this campaign?
         • Select any exclusions, such as Do Not Mail, or alumni who are already assigned to gift officers.
      7. Click Next

1. 1. Set your Gift Rules on the next screen.
      1. Under Fiscal Year, select 2016.
      2. Click Next.

1. 1. Assign Managers (staff) to the campaign, and assign those managers the campaign segments for which they will be responsible. For example, you might have some managers responsible for specific Class Years, and others managing reunion years. Click Next.

1. 1. Create and add Resources, such as scripts, to the campaign (phone, email, text or thank you templates). Select options to assign script templates to a particular Class Year, or other segment. Submit.

1. 1. For now, skip Bulk Upload Agents/Assignments. This is used if you have a spreadsheet or file of volunteers and their assigned prospects that you would like to import. Click Next.

1. 1. Review your campaign's information, and Save.

At this point, you have successfully created a campaign. If you assigned yourself as a manager, you will receive an email like the one you see below that includes a link to the campaign. Any other staff that you designate as managers of campaigns will receive a similar email.

Within the Class Agent Fundraising layer of the Platform, you will now see the Welcome page of your campaign. Click Next.

Now that you have defined a sample campaign, the next phase of set up is to assign your volunteers (Class Agents) to the campaign, and then, to give each of those volunteers a list of Prospects to contact.

1. Assign Class Agents (Volunteers) and Prospects to your Campaign.
   1. In the Search box begin typing a name of one of your volunteers. Click Add to add the volunteer to your campaign as a Class Agent. In the below example, two volunteers have been added as Class Agents.

1. 1. Important! Look at the email address of the Class Agents you have added. Later, when we 'Activate' the Class Agents, they will receive an email at the address listed here. If you are using this guide to TEST, you probably do not actually want your volunteers to receive an email so we recommend initially using other employees to assigned to the campaign to help test. Or you can use the simulation feature outlined below.

1. 1. Assign some prospects from your constituent base to your Class Agents. Review the list of constituents that appears, based your preferred class year, look for a year that matches the year of your assigned Class Agents, and then click on Not Assigned in the right hand column. The software will automatically search for the Class Agent whose preferred class year matches that of the constituent. Then, just click Assign.

Remember, for practicing with this sample campaign, you only need to assign a few Class Agents and Prospects.
When you are finished assigning prospects to Class Agents, click Next.

1. 1. The next screen will give you a chance to review any of the resources or scripts you added during the initial campaign setup. Next.
   2. Review your campaign and assignment information. Click Complete.
   3. NOW, you are ready to Activate your Class Agents. Remember, if you click on Activate, an actual email will be sent to the email address that is displayed next to each Class Agent. You can edit that email address directly in the table if you want to test sending an email.

OR you can Simulate activating a user, which will not send the email. To access the Simulate function, click on the smaller Activate button in the table, next to the Class Agent you wish to simulate, and choose Simulate from the drop down. See the two images below for more details. (And See step "g" for how to Simulate a volunteer.)


If you Activate your Class Agents (Volunteers), what happens? An activation notice will be emailed to them with instructions on how to Login to their volunteer account for the Class Agent volunteer application – available via Web browser at clasagent.com or Apple iOS in the App Store.
Remember: The volunteer Class Agents use a different application, designed specifically for volunteers, to manage their assignments and activity reports. You and other staff will use the Class Agent layer of the Platform to see reports of how the volunteers are doing and to track your campaign results.
Here is what the activation email to volunteer Class Agents looks like:

1. 1. If you want to Simulate instead of actually Activating a volunteer, go back to this screen and click Simulate from the drop down as shown:

After you click Simulate, you will be presented with the volunteer application in a simulated environment as if you were that volunteer user. This is a convenient way to help troubleshoot any issues or resolve questions for your volunteers.
See the section below on the ClassAgent.com application, as well as the Volunteer training documentation, for more information.

1. 1. As you will see when we look at the volunteer experience, volunteers can receive Notifications from you and your staff, such as campaign updates, training materials, instructions for alumni follow-up, etc.

Let's practice sending a Notification to your volunteers. From the same Agents screen (shown again below), click the green button on the left, New Notification.


Choose which Class Years you want to notify, and select if you want In-App notification, Email notification, or both (turn them both on). Give the notification a Title, fill in your Message, and Submit. Easy! (All volunteer Class Agents in the campaign who belong to the selected Class Years will receive the notification.)

WEEK 2 – Class Agent Portal Setup

Testing the Class Agent Portal for Volunteers

1. Your volunteer Class Agents will receive an activation email that will give them instructions to login to their new account at www.classagent.com.

1. After logging in, they will see the volunteer view, designed specifically for them to manage their assigned prospects and activities. To see exactly what each volunteer will see, you can simulate any volunteer. To access the Simulate function, find the volunteer in the Agent list of the campaign and click on the smaller Activate button in the table, , and choose Simulate from the drop down.

If your staff has already assigned the Class Agent some prospects for them to contact, they will see those prospects on their list. (In the below example, the volunteer has 2 prospects assigned.)
At the top of the page are buttons to access any Notifications that have been sent to Class Agents or Resources that have been supplied by staff (such as training information, instructions, etc.). Try sending a notification Agents section of the Campaign in the Platform. You will see both a popup on the top left of the page and see the waiting notification count from the button.
The charts in the center of the dashboard give your volunteers in up-to-date view of how they are doing on completing their assignments, and by clicking on the arrow on the right-hand side, a view of how their Class Year's campaign compares to other active campaigns.
The orange bar in the center of the dashboard (just below the charts) indicates the next recommended action the volunteer should take. This is usually an indication to contact the next prospect in the queue or to follow up again after a previous contact attempt.

The image below shows a list of the Notifications available from the Notifications folder in the upper right corner.

1. Volunteer Class Agents can also select their own prospects to add to their list. They would click on Add Prospects right above the prospect list. Prospects are sorted and presented in a recommended order according to factors such as major (similar to the volunteer's), their Reeher predictive score, etc.

1. To contact a prospect, from the main dashboard, the volunteer will either click on the orange bar, or select a specific prospect from the list and click on Contact in the right column. Either action will pull up detailed information on that prospect, which is loaded directly from your constituent information in the Reeher Platform. (Remember, staff can determine what constituent information is visible for the volunteers. That is configured during campaign setup.)

1. Contact the prospect by clicking on the Phone, Text, or Email icons. If the campaign was set up with scripts, those will pre-populate.

1. After making a contact attempt, volunteers will report the result with a simple Contact Report.

See how your volunteers are doing!
Staff can easily see how volunteer Class Agents are doing by viewing the Campaign Activity and Results from the Class Agent layer in the Reeher Platform.

1. Return to the Campaign dashboard as shown below.

Click on Activity and Results buttons to see reports on how many activities have been completed by your volunteers and how much your campaign has raised.

1. Clicking on the Activity tab will allow you to view how your agent's solicitations are going, how frequently they log in and the number of non-contacted participants.

1. The results tab will tell the manager how their class years are performing based on dollars, donors and participation rate.