We now have the ability to track involvement with our Via Small Group Studies (Xplore, GoMob, etc.) in HubSpot. You will be able to easily set up an event, track who on your team is responsible for the study, and even log who completed a study.
Tracking who completed the studies will help us when we do reporting to see how many people have gone through our studies to completion.
To set up a small group event, follow the instructions in: HubSpot Events and omit payment.
Follow these steps to start tracking your study.
<coming soon>
Old CiviCRM instructions:
If you do not see a tab in CiviCRM called Events, please contact Tech at [email protected] and request permissions to use CiviEvents.
Once you have access to the Events tab, click on Events and then New Event
There are currently templates set up for Go Mobilize, D-Groups, Radical, Welcoming the Nations, and Xplore. Choose the template that matches which study you will be doing. For this example, we will be doing an Xplore study.
Once the template has been selected, most of the information will populate. Before clicking Continue, you will need to set the Start and End dates and complete the appropriate fields in the CMM Small Group Events section at the bottom of the page.
Click Continue to move to the next section
If you will be meeting in-person for this study, complete the address fields for where your meeting place will be. If you will be meeting online, enter Virtual - via Zoom for the street address and select your Country. Add in an email address and/or phone number that you can be reached at in case of any questions.
Skip the Fees tab and go to the Online Registration tab
At the bottom of the page, enter your team’s name and an email address where the confirmation will come from. If you would like to be notified when someone signs up, add your email address to the BCC Confirmation To section.
If you will be offering this registration form in Spanish, look for these icons next to the setup fields. Click on these to make sure the translation is correct as this is what the public will see.
Once you have confirmed all translations are accurate, click Save.
Click the Event Links button at the top of page and right-click Online Registration (Live) and then choose Copy Link Address
This is the link you will distribute to have individuals register for your study.
If you would like to offer this registration in Spanish, simply add &lcMessages=es_MX to the end of the URL you just copied (https://secure.mobilization.org/civicrm/event/register?reset=1&id=1148&lcMessages=es_MX)
Once your event/study is done, go to the Event Detail Report in Civi by either following the link in this step or by selecting Event Detail Report in the City Teams dropdown in Civi.
Search for your event by Event Title, Event Type, Date, etc. so that you can view your registered participants. By default, all participants will have a Participant Status of Registered.
Select the individuals who completed the study and choose Update Participants from the Action menu.
Select Status from the Add Value dropdown and then select Completed.
Click Update Participants and the status will be updated for all participants that you selected.
If you wish to track in more detail, you can set the status to No-Show for individuals who did not complete the study.