Foxhollow Workers' Union

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Today we're diving into the people and organisations feature in Swift Fox. Now let's talk about why this feature matters. We're going to make a bold and obvious statement. Your contacts are at the heart of your organisation.

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Whether your contacts are stakeholders, members, clients, or a particularly elaborate extended family. Keeping track of details is crucial. You want to remember things like their name, their email, memorable conversations -that you had that you really should remember - events you've seen them at, and if they pay you, and how much.

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In this tutorial, we're going to show you how to create a new contact profile, see custom fields, store interactions, and set permissions. So let's start by creating a new contact. I would like to add Jessica Bridge to my SwiftFox contacts.

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I met Jessica yesterday and I do not want to forget to add her and her esteemed law firm, Bridge Lawyers, to my SwiftFox environment. Now let's add this very real person, Jessica, to my SwiftFox tenant.

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So I'm logged into SwiftFox and I'm on my home page here. When we click on the plus sign on our top navigation bar, we can see our options for contact creation. You can create a person or you can create an organisation.

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This process is different if you are importing a big list of data with contact information. In this case, we want to create a new person in SwiftFox.

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So we select Add Person or Scan Business Card. You can also scan a business card and have these details update automatically. How cool. So here you add a person's contact information such as their name, email and phone number.

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Bridge lawyers is already in the system, so I'm going to go ahead and link Jessica to this organisation. Now on this toggle, you're asked if you would like to be the stakeholder leader on this record.

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If you select yes, this means you're the primary contact for this person at your organisation. Quick interlude data. And should I select yes. As a stakeholder leader, you will be the primary point of contact with this individual.

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Understanding this role is crucial for tasks like creating lists or sending invites and emails. This means correspondence from your organisation can be channeled through you, ensuring that communication feels personalized.

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So smart. Now I'm going to select yes to being Jessica's stakeholder leader because frankly, we go way back and she says that I'm actually the best member of the client team.

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So okay, great. I've selected yes, filled out the details. And now Jessica exists. Great. Jessica Bridges is now a contact in SwiftFox. Let's just give a quick overview of what you can do on a person's profile.

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Contacts and roles is where you can record all the contact details, including addresses you have for contact. And this is also where you can see the various roles a contact has to add your contact to a new role.

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Simply click Add Role. Select the organization and record their role title. If a contact has more than one role, this little crown indicates which one of the roles you consider to be the main or primary role.

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And the details of this role will appear in the business card. You can also change the view of your roles so they appear in a table format rather than a business card if you prefer. We're all about flexibility.

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Up top, we have a quick snapshot of the key details of your contacts in business card form. Custom fields live on the main profile page and containing the important information about your contacts you need to store.

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SwiftFox comes with existing custom fields, but it's easy to create your own. Simply click Edit, add a field, select the type of custom field you want.

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In this case, let's choose a multi-select. Add the details. And click create. Custom fields enable you to track information about your contacts that is unique to your organisation.

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All of this information is searchable and enables you to build reports, as well as targeted lists for other Swift Fox features such as emails, events, texts, and calls. Speaking of communication, contact profiles are not just a place to store information.

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You can send outbound communications directly from a profile with quick actions. You can also generate a mail merge document for your contact based on saved templates.

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Often, the most important part of a contact record is where you store and view your interactions with them. Our posts tab is where you can record all of the interactions, meetings, and notes you have with your contacts.

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This works like a social media feed, so every time a post is written, you say it here. I can also create tasks linked to my contact here. Love that.

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This leads us to our final step managing roles and permissions for your contacts. Permissions on a contact go like this. If you're an admin, you have superpowers.

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You can set a contact to be both viewable and editable by everyone, or you can set more custom roles. With custom roles, you can choose who in your team can see or edit information about your contact.

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For example, you might want to limit editing rights but leave view only open to everyone. You can do this here.

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Organisation profiles work in a very similar way to contact profiles. In SwiftFox, that is, not in real life. Let's show you how. By clicking on an organisation, you can instantly see all of the key information you want to display.

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Custom fields are created in the same way as with people, the contacts and workplace tab shows all the people attached to that organisation who you have already saved.

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In SwiftFox, if the organisation is related to another organisation, for example, if there is a subsidiary or parent organisation, these will be displayed here. To add additional organisations, click on add and describe the nature of the connection.

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The rest of the tabs are similar. Your organisations can also have interests, insights and activity.

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Contact and organisation profiles are a really great way to store information, communicate, and manage all your interactions and relationships.

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Welcome. Welcome back. Oh, it's your first time? Well, hi. Your contact information in SwiftFox can be updated and changed easily. Because as a great poet once said, your data needs to be updated regularly because people and organisations will often have updates. Great poem. In this tutorial, I'll show you how to update a profile in SwiftFox. Okay, let's dive in.

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Here is Miss Jessica Bridge. Let's click on the Contacts and Roles tab. Contacts and roles is where - you guessed it - you can track a person's contact and role details, including email addresses, work and home addresses, new job titles, work history where they volunteer. Basically, every role that is relevant to them, present or past, is recorded right here. So we can see here that Jessica already has a few roles.

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She is a founder at Bridge Lawyers and a member of the Association for lawyers. See this Crown icon? This appears whenever a contact has multiple roles. The role marked with the crown is considered the most significant or the primary role for that individual. So select the crown for whichever role your organisation primarily interacts with. To add another role, I select Add Role.

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Jessica has told me that she is the Treasurer of Law for change. Wow. I guess Jessica really loves law, so I'll pop in her details and can now see this new role in her profile. And if Jessica leaves any of her roles, I can add an end date here. An end date helps you track an individual's work history so you can build a bit of a CV.

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Let's go back to the profile and select edit button. I've just learned that Jessica speaks fluent German, so I'll select Edit and add German as a language. This could come in handy. I'd also like to make some changes to her custom fields. This is the information your organisation is tracking across your contacts. We like to keep track of dietaries to help with our event planning, and Jessica has recently told me she is a vegetarian, so I will select, edit and add vegetarian to her profile.

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We also track engagement and renewal likelihood. Let's just say I'm confident that Jessica is going to renew her membership. So here I'll select high renewal likelihood. Easy updating profiles regularly as new information comes in is so important. And it's easy. So keep adding editing and updating, so you can get fantastic data. Next up let's look at how to store your interactions on a client profile.

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Welcome. Welcome back. Oh, it's your first time? Well, hi. Your contact information in SwiftFox can be updated and changed easily. Because as a great poet once said, your data needs to be updated regularly because people and organisations will often have updates. Great poem. In this tutorial, I'll show you how to update a profile in SwiftFox. Okay, let's dive in.

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Here is Miss Jessica Bridge. Let's click on the Contacts and Roles tab. Contacts and roles is where - you guessed it - you can track a person's contact and role details, including email addresses, work and home addresses, new job titles, work history where they volunteer. Basically, every role that is relevant to them, present or past, is recorded right here. So we can see here that Jessica already has a few roles.

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She is a founder at Bridge Lawyers and a member of the Association for lawyers. See this Crown icon? This appears whenever a contact has multiple roles. The role marked with the crown is considered the most significant or the primary role for that individual. So select the crown for whichever role your organisation primarily interacts with. To add another role, I select Add Role.

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Jessica has told me that she is the Treasurer of Law for change. Wow. I guess Jessica really loves law, so I'll pop in her details and can now see this new role in her profile. And if Jessica leaves any of her roles, I can add an end date here. An end date helps you track an individual's work history so you can build a bit of a CV.

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Let's go back to the profile and select edit button. I've just learned that Jessica speaks fluent German, so I'll select Edit and add German as a language. This could come in handy. I'd also like to make some changes to her custom fields. This is the information your organisation is tracking across your contacts. We like to keep track of dietaries to help with our event planning, and Jessica has recently told me she is a vegetarian, so I will select, edit and add vegetarian to her profile.

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We also track engagement and renewal likelihood. Let's just say I'm confident that Jessica is going to renew her membership. So here I'll select high renewal likelihood. Easy updating profiles regularly as new information comes in is so important. And it's easy. So keep adding editing and updating, so you can get fantastic data. Next up let's look at how to store your interactions on a client profile.

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There is another way you can create people and organisations in SwiftFox via the data importer. Now I know what you're thinking. Data? Importer? Sounds a little bit spreadsheet-y, it is, but once you import, you can enjoy the sweet comfort of knowing that your data is safe and way better looking in SwiftFox. Now let's dive in to how you can import your data into SwiftFox.

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You need to prepare and clean your data thoroughly before importing it. What does that mean? Well, firstly make sure all your information is accurate. So check every name, every email, mobile. You're importing this data for longevity. So take the time to make sure that it's right. Ensure that all the column headings match with custom fields in SwiftFox.

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So if you're tracking member type on a spreadsheet, make sure this is the same custom field in SwiftFox. Important. Check the guidelines and an example sheet right here within our data import at all. Step two. Once your data is checked, triple checked, and then checked again, save your Excel sheet as a CSV. Step three. Import your data.

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Select the plus button on the top right of your SwiftFox page and select Import Data. Then select either people and organisations or just organisations depending on what data you will be importing. Today I'm going to upload people. We’ll drag and drop our CSV file onto the page and select next. Step four. Find your match. Select your matching criteria to determine how the importer will match people in your sheet to your current SwiftFox database.

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Here we recommend full name and contact information, but SwiftFox provides several options to choose from. Step five. Now, you must match each column within your imported sheet to a SwiftFox custom field. Exact matches between the column headings and SwiftFox will automatically be matched. Here we can see that all but one of our spreadsheet columns have matched.

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D.O.B. was short for date of birth, so we'll match it with the appropriate field in SwiftFox. Warning, any columns left without a SwiftFox field match will be skipped and not imported. Okay, now select next. Step six. It's our turn. SwiftFox will analyse the importer file and then provide a full table of all rows that will be imported.

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Do one final check. Make sure you review any of the highlighted fields. These are areas that SwiftFox thinks are empty, incomplete, or incorrectly formatted. Here you can filter by record status to easily find certain field types. Import status will highlight whether this row will be imported or skipped, and profile match shows whether a row matches an existing profile in SwiftFox.

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The moment has arrived. Once you have completed your final check, select Import. Make sure to keep this page open until the import is complete. So now you're done. You made it! Now enjoy a world of contact and organisation profiles.

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Custom fields are where your profile data comes to life. We've streamlined how you set them up instead of adding fields on each profile. You can now create and manage them centrally in settings. It's cleaner, consistent, and far easier to maintain across your people and organisation profiles.

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In this lesson, we'll show you how to create sections for profile, custom fields and settings. Add fields to people and organisation profiles. Put your new fields to work in List Builder. Let's dive in.

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Before we start, you'll need to have permissions to create and manage custom fields. This is typically an admin role, so you may need to speak to your administrator. Decide which profiles this information belongs on. People, organisations, or both. Take the time to plan your sections first.

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Clear sections make life easier as your library grows. Open settings and select custom fields under System Management. Choose the profiles area you want to manage. People or organisations.

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Select add new section. Name this section, keep names clear and functional, such as membership, engagement, finance or compliance. Create, your empty section is ready.

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Here's a tip. Sections. Keep fields tidy on the profile and make settings maintenance easy. If you expect repeating rows, consider a data table section instead.

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Now we won't cover those here, we have a dedicated lesson for that and it's well worth a watch. The host is phenomenal and the content is pretty good too.

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Now let's set up some fields. Choose a field type and name it. Popular options are date, for key dates like join, date or renewal date. File upload for documents. Number for fees, counts or scores. Select or multi-select for statuses and categories. Smart URL for tidy clickable links. Text for notes you want searchable. Configure any type specific options, then select create.

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Similarly to sections, you can also configure permissions for individual fields, giving you complete control over your data and how you can edit it.

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All profile custom fields appear as filters in List Builder, allowing you to build dynamic segments like members with renewals due within 30 days. Organisations tagged as partners with active status. People with certifications at level three in the past year. For more on this, check out our List Builder course.

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That's it for custom fields. You've now got the tools to keep your profiles organised, your data discoverable, and your lists sharp.

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Hi, this is Madi...Fox. And today we'll be talking about tasks. SwiftFox Tasks. SwiftFox Tasks is like your virtual to-do list. You can manage all your tasks from your easy tasks, your hard tasks, those mid-range tasks you can assign tasks to people, and you can assign tasks to teams. You can even assign tasks within project boards.

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So smart. Today we'll learn how to create a task. So let's dive into our first task tutorial. From the home page select task. Okay, let's create a task. Select create a task. So I need to write a welcome email to our new members. I will assign this task to myself. I'll select add me and you can see my name come up, Madi Fox.

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I'll fill in the date and time I need. And I'm going to select user here as opposed to team because this task is just for me to set user permissions I'll click here. Now I can select whether people can view the task and or edit the task. If this doesn't appear automatically, I can search for my name in this toolbar here.

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This time I want to create a task for my colleague Dan. So same as before, I'll select create a task, write a description and a date, select user and then I'll find Dan here. For this task I'll select view and edit. So Dan can edit his own task. Then, so

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Let's have a look at all our tasks. Here you can see tasks for today, my upcoming tasks, my overdue tasks and my completed tasks feels good.

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And to filter my tasks. Say by due date I can select due date, is, I'll select the 8th of June. I'll also add an additional filter because I want to see who was assigned me in task.

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So that's tasks. It's fantastic for managing your workflow and you can do even more with tasks.

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In the next video I'll show you how to create tasks for your teams. See you there!

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Calls are the foundation of authentic constituent engagement. They're your direct line to understanding what truly matters to your audience. SwiftFox makes this connection seamless by letting you build targeted call lists and to make calls right within the platform. And the best part is, while you're having those meaningful conversations, SwiftFox is working behind the scenes, capturing detailed information through forms and even using AI to transcribe and analyse the sentiment of your calls.

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In today's lesson, we'll explore three key areas creating your call list. Understanding the call screen interface and making VoIP calls. So let's dive into the calls feature and get started.

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Welcome to the calls landing page. Here you'll see a comprehensive view of your organisation's call lists, both past and present. This table shows you everything at a glance. List names, associated survey forms, completed calls, remaining calls, tracking for callbacks, voicemails, and non-answers.

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So, ready to create your first call list? Let's select create call list. First, give you a list of memorable name something like Q1 Voter Outreach that clearly identifies the campaign.

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Next, choose your survey form from the dropdown menu. This will be your guide during calls. Select next for your audience. You have two ways to add contacts. Import from the list builder or add individual contacts. Once done, select next to review all your options. Take a moment to review your settings and then select Finalise List. Let's launch the call interface by selecting the phone icon.

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The call screen has three main sections designed to streamline your calling experience. First, you find the call actions. Here you can view your completed calls from this list. Create a task on the profile. If there's anything you need to follow up on or assign to someone else, and view your current call list to see the status of all calls, which is everything you need to stay organised.

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Next is your survey form section. This live form can be completed directly in the window and will be saved both in the form and on the contacts profile. Note that a call isn't marked complete until you submit the form. Finally, there's the contact overview section. This compact yet comprehensive view shows you essential contact details at a glance. You'll see the name, basic profile information, shared phone numbers, interaction history through posts, related tasks, and previous cold records, ensuring you have all the context you need from meaningful conversations.

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Need more details? The full profile is just a click away at the top of your screen. You'll find options to navigate calls or track other outcomes such as tag the call as scheduled, callback, no answer, left voicemail, wrong number, or abusive collar. Now for the exciting part making calls. Making a call is simple. Select call with SwiftFox to connect to the VoIP service, then select dial.

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Once the call connects, you'll see duration, plus options to hold, mute or end the call. Want to capture every detail? Select the transcribe button. Just remember to get consent first. We'll cover more about AI transcription in another lesson.

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Thanks for joining us today and learning about creating a call list in SwiftFox Remember, effective calling campaigns start with well organised lists to explore more features and enhance your SwiftFox experience check out our other lessons.

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Let's explore how you can make calls directly from profiles and have them automatically logged in your feed.

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Making calls is now even simpler with our profile quick actions. You can connect with your contacts and keep track of every interaction all in one place. So let's see how it works!

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When you're on a client's profile. Simply select Call from the Quick Actions menu.

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You'll be presented with a dropdown showing all available numbers from their profile. Select your preferred number and choose Call with SwiftFox to connect to the VoIP service, and then dial to initiate the call.

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During the call, you'll have access to essential controls hold, mute or end call. It's that straightforward.

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Once you've finished your calls, SwiftFox automatically creates a post on their profile, which helps you maintain a complete record of your interactions.

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And there you have it a seamless way to stay connected with your contacts. Thanks for tuning in.

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Transform your conversations with SwiftFox’s AI powered call transcription and sentiment analysis. This powerful tool helps you capture every detail and understand the sentiment of your calls, making your communication more effective than ever.

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So ready? Let's explore how to use these features. First, let's break through how to make a call with transcription enabled. Open your call list and get your call underway.

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Making a call is simple. Select call with SwiftFox to connect to the VoIP service. Then select dial. Conduct the conversation as normal. During the call remember to ask permission to transcribe and then select the transcribe button. Once you wrap up SwiftFox works its magic to create your transcript and analyse the conversation. After your call, everything is stored in two places.

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The Global Activity Feed and your contacts profile. Here's how to find your call details. Go to the activity feed. Look for your call entry, where you'll see who made the call. Any forms completed, the transcript file and the sentiment rating. To see the full conversation, just select download. This makes it easy to review key points and keep accurate records.

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For quick overview here you can see an AI generated summary of your chat. Each call is assigned to sentiment rating, which provides insights into the tone and mood of the conversation. The sentiment will be classified as: Positive. The conversation had a constructive and upbeat tone. Neutral. The conversation was neutral, intolerant, with no strong positive or negative indicators. Negative.

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The conversation contained potentially negative sentiment. You'll spot these ratings right in the activity feed and on contact profiles.

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Want to see the bigger picture? Check out the sentiment column in your call list. Get an overall feel for your campaign and spot patterns across different conversations.

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There you have it. Now you know how to transcribe calls. get AI generated summaries, and track conversation sentiment with SwiftFox.

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These powerful tools help you capture every detail of your communications while gaining valuable insights into the tone and effectiveness of your conversations.

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So, ready to start analysing your calls? Give it a try and see how these features can help your team better understand and improve your interactions. Remember, every conversation is an opportunity to learn and grow.

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Picture this. You've just sent out invitations to your annual charity gala. Your team is eager to get confirmations, but those RSVP emails are trickling in slowly. Well, it's time to take action. Today, we'll learn how to turn your invite list into an effective call list and get those RSVP rolling in.

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I actually experienced this recently with our Tech for Good conference. We had 200 invites out, but only 50 responses after two weeks. After using SwiftFox’s call list feature. We managed to confirm 180 attendees in just three days.

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First, open your event in the events section. Navigate to the Invite List tab where you'll see everyone's RSVP status laid out clearly.

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This is the key step. Select those who haven't responded folks. You can use filters to make this super easy by filtering, Where > Invite status > Includes > No RSVP. Then select actions and choose Create Call List. Give you a list a meaningful name like “Tech Conference follow up calls” and SwiftFox will automatically assign an event RSVP script for your team to use. Of course, you can customise this if you want to add your own flair.

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Your new call list will appear in SwiftFox calls, ready for action. Select the call button to start reaching out. You'll see your calling script right there alongside each contact's details, making it easy to personalise your conversation.

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As you chat with each person. You can update their RSVP status right from their profiles event tab. Simple as that.

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Pro-tip: If you're running multiple events, you can even invite them to other upcoming gatherings while you have them on the line.

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Just select Add to Events and choose the event you want to mention. When you wrap up each call marked as completed and move on to the next person with next record, your invite list will automatically update with all the new RSVP statuses.

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And there you have it. You've just turned your silent invite list into a symphony of confirmations. No more guessing games about attendance numbers. Just clear confirmed. RSVP.

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Before I let you go, here's a final tip. Schedule your calling session from mid-morning when people are most likely to answer. Trust me, your response rate will thank you for it.

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Until next time, happy calling. And remember, if anyone asks why you're such a pro at this, now you can tell them a little birdie at SwiftFox Academy showed you the way.