In this section, we will walk through using Class Agent to create a test campaign in the Platform. The test campaign can be deleted once it has been created but setting up a sample campaign will help you get comfortable with the workflow.

Creating a Test Reunion Campaign

1. Navigate to the Class Agent layer of the Platform (see this page on granting access to the Class Agent Layer)
2. Open the Campaign Navigation Menu (the blue flag on the left of the screen) and click on Add Campaign. As time goes on, this menu tray will include any current and previous campaigns for you to view as well.
3. Click on +Create new to launch the Campaign Creation Wizard. Once you have additional campaigns created, you will also have the option to copy an existing campaign.

Campaign Details  - These are the initial details for this campaign. Note that any field with a red *  is required.

1. Campaign Name: Enter in a unique name for the campaign
2. Start Date: The day the campaign official starts
3. Stop Date: Day that the campaign ends. Once the campaign passes the Stop Date, the Platform will indicate that it is overdue and needs to officially be closed.
4. How should volunteers and prospects be segmented?: Use this to select how you want your volunteers to be grouped in this campaign. To start with, you will be able to segment by Preferred Class Year, Athletics, or any custom column of data Reeher has built for your institution. Ideally it is a commonality that your volunteers will share with their assignments such as the class year. Note that once the campaign is created, the segmentation cannot by changed.
5. Click Next

The next page allows you to select options for what is visible for your volunteers in the Class Agent Portal. The settings can be changed once the campaign has been created. We will move through the options left to right.

1. Who should be visible in this campaign? 
   • Select the appropriate types of constituents. For this example, select Alumni.
2. Who should be excluded from this campaign?
   • Allows you to limit who is available to for volunteers to add as prospects. Select any contact restrictions that apply, such as Do Not Mail, or constituents who are already assigned to gift officers. These settings can be over-ridden by Class Agent Managers when creating volunteers and assignments.
3. What columns will be visible for agents in this campaign?
   • You are able to make any of the listed columns of data available to your volunteers in the Class Agent portal. When they view their assigned prospects, this information will be made available to them on the profile.
4. 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.
5. How many years of giving should agents be able to view on prospects?
   • This will determine how much of an assignment's giving history should display to the volunteers. This will be shown cumulatively for each FY. Individual gifts will not be shown. Select either 5, 10, or Do not display.
6. Should volunteers be able to add prospects?
   • Check to allow your volunteers the ability to find and assign their own prospects within the Class Agent portal. Volunteers will only be able to select from other constituents in their own segment (like Class Year) and who are not restricted by your selections from Step 2.
7. Click Next

Set your Gift Rules on the next screen.

1. Fiscal Year: Select the fiscal years that gifts should be counted from.
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.