Custom List Setup: Use this tool to customize all the lists throughout Chabad Management System that can be customized.
Source, Affiliation, Status, and Priority:
Sources keep track of the different list of names you might have. For example: you may have purchased a list from a marketing company, got a list from the JCC or from a friend. In each of these cases, you can define the Source for the contact as being JCC, Marketing, or Friend.
Affiliations are used to associate a contact with a unique entity, usually a synagogue or other organization. Regardless of the Source, an affiliation specifies with whom the contact is affiliated at the present time.
Status is used to keep track of the marital status of the contact.
If desired, Status can be used for other purposes as well such as Financial Status or level of commitments.
Priority is useful to prioritize your list. Typically, the priority list will have entries such as: Main List, Extended List or A list, B list, etc.
Every contact can be prioritized using the entries on the priority list.
Customize the choices for source, affiliation, status and priority. Note: These options will change based on the names you put in the Custom Fields under options in the tools menu.
The note is for your reference only and it will not show up in the drop-down list when showing choices. Use the arrow with an x button in the bottom left-hand corner to delete a row/choice. When you are done, click on the red X in the top right-hand corner to close the window.
His/Her Titles: Customize the titles for male and female. The interface is the same as the source, affiliation, status and priority ones, except that there is no Note field.
Address Types: Here you can add and delete address types (home, work, vacation, etc.). In addition to defining the types of addresses you will be including in your database, you can also set global snowbird dates for a specific type of address. Snowbird dates are dates when that specific address does not receive mail. For example, you can set work snowbird dates for the dates of mid-winter vacation. By setting global snowbird dates, any address of that type that is added into your database will have those snowbird dates automatically put in. This can be changed individually within each contact. For information on how to do that, see Address Settings on the Address/Phone tab of the Main Screen. Use the Navigation keys on the bottom to navigate between addresses.
This allows you to add and delete phone, fax and e-mail types. CMS comes with an extensive list already included, however you may find you need to add to or delete from this list to fit the needs of your organization. Use the + sign on the left side to expand a category and the - sign to collapse a category. Once a category is expanded, you can select a phone type and edit, delete, move (update), or move within the list by clicking on the up and down arrows in the bottom right. Click on OK when you are done.
Choose the Move button to move a certain type to another type. This will cause that all contacts who have the type you are moving from to be updated to the type you are moving to. For example, if you want to change all the contacts that have a phone type of Cell-His and make that type only Cell, choose Move and choose the appropriate choices from the drop-down lists. CMS will tell you how many contacts will be updated and that there is no undoing this action. Choose Yes to continue and No to cancel. If there are some contacts who have the type that you want to update to already, they will be excluded from this update. CMS will tell you about this before asking you to confirm the update.
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To add a new category, click on the New button. Choose the Category Type (Phone, Fax or E-mail) from the drop-down list and enter a name for this type. When you type a name, CMS will automatically enter a Code based on the name. The code is used on reports to differentiate between different types of phone and fax numbers and e-mail addresses. You can change the code if you want to, by entering information in the Code area. Keep in mind that the code cannot be longer than 3 characters. You can also choose whether this is a type for Him, Her or both.
Payment Methods: This is where you can add methods of payment for use in transactions. You can type in a name of a payment method and then the type of method it is. The types of method include: credit, in kind, cash, stock and other.
Accounts: This is where you list your bank accounts for use in the bank account register. For more information on the bank account register, see View Menu > Bank Account Register
Account Type: Enter the type of account. The account can either be a checking account, a cash account or a credit card account.
Account Name, Account Number, Routing Number, ABA: Enter the Account name, number, routing number and ABA.
Note: Enter an optional note for this account.
Default: Mark this checkbox for the default account.
Closed: Check off this box if the account has been closed.
Bank Information: Enter the bank information where specified.
Check Template: If you plan on printing checks for this accout using CMS, enter the location of the check template.
To add more accounts, use the navigation buttons found on the bottom of the screen.
Occasions: You can specify any kind of occasions for use in the occasions tab on the main screen or when running an occasions report. Type in a name of an occasion and an optional note. You also specify whether this occasion is celebrated annually (such as a birthday or anniversary) or just once (such as a Bar Mitzvah or Bris). Note: There are three occasions that come automatically with CMS and these cannot be deleted. These are Birthday, Anniversary, and Yahrtzeit.
Solicitors:Here you define Solicitors for your organization. By keeping track of Solicitors you can easily see which solicitors are being more productive in their fundraising. When entering a New Transaction, you can choose to associate a specific transaction with a solicitor from this list.
Mailings: CMS can keep track of the return on your mailings.
For example, say you do a fundraising mailing twice a year, Rosh Hashanah and Pesach, you can keep track of how much came in for each mailing. When you do a mailing, you enter it into the list of mailings.
In order to truly benefit from this feature, you should send your return envelopes marked in a way that you can determine which mailing it is from. Or you can decide that any payments that come in within 3 months (for example) after the mailing is considered to be from this mailing, unless you know otherwise.
When entering a transaction, you can choose which mailing it is associated to by using the drop-down list, which will list all the mailings that you enter here. See New Transaction for more information.
Organizations: Here is where you can specify any sub-organization that is included in this database under the main organization. You may choose to put in a separate organization for preschool, Hebrew school, camp, adult education, etc. When entering transactions, you can then specify the transaction to a specific organization to further organize your data. For more information on transactions, look under the Transactions tab under the main screen.
Events: Use events to keep track of all your events that you will be putting in the Events tab.
Enter the Event Name, Date and whether it is active or not. By default an event is active, you can de-activate it by unchecking this box when it is no long active.
Choose a category and subcategory related to this event and put in an optional note.
Attendees: This is used to make a sub-sub-category similiar to the Price detail in subcategories. Enter types of attendees and the prices--such as family, child, couple, etc.
History Types: Use History Types to maintain a list of various History types. Each History item is categorized with a History Type.
Family Programs: Family programs give you the ability to group individual family members. Unlike Programs on the programs tab which groups Contacts, the Family Programs enable you to group specific family members. For example, say you need a list of children in Hebrew School or camp. Using Family Programs, you can easily accomplish this.
With Family Programs you can define two levels: Programs and Sub Programs. This is useful for keeping track of specific Classes, Grades or Bunks. For example, you could create a Family program called Camp and create Sub Programs for each bunk. Or a Family program called School and Sub Programs for each grade or class.
Program / Sub Program (lists):The Program drop-down list displays a list of all programs already entered into the system. When you select a program, the Sub Program list will display only the Sub Programs of the Program. In the example above, if you select the Program "Camp", the Sub Program will display a list of bunks; If you display the Program "School", the Sub Program list will contain a list of Classes.
You cannot modify, add or delete any of these items on the list directly. To make any changes to these lists, you need to use the buttons on the bottom of the form.
New Program:To create a new Program click the New Program button.
Enter a name for the Program and click OK. The new Program will be added to the Program list.
Volunteer: This internal flag is used for the optional banquet module. If a family program is marked as Volunteer, any person assigned to that program will show up as a volunteer in the banquet module. For more information on volunteers in the banquet module, see banquet module later on.
New Sub Program: To create a new Sub Program, click the New Sub Program button.
Choose a Program from the 'Sub Program for' list. This Program has to already have been created. Enter a name for the new Sub Program in the Name box. Enter optional Default Enroll and Expire Dates in the appropriate boxes. The new Sub Program will be added to the Sub Program list.
Modify Program or Sub Program: Click Modify Program or Modify Sub Program to modify the name of the Program or Sub Program. When you modify a name of a Program or Sub Program, all existing records that have used this Program or Sub Program are updated as well. You will get a message warning you are this.
Delete Program: Click Delete Program to delete a Program.
WARNING! When you delete a Program, all existing records that have used this Program will be deleted as well. All Sub Program of this Program will be deleted. You will get a message warning you of this outcome.
Delete Sub Program: Click Delete Sub Program to delete a Sub Program
WARNING! When you delete a Sub Program, all existing records that have used this Sub Program will remain without a Sub Program but will not be deleted. You will get a message warning you of this outcome.
Relations: Here is where you can add in relations for use in the Relationships and Family tabs.
