Managing+Our+Contact+Database+CiviCRM

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CiviCRM Contact Database
Be The Change uses the CiviCRM 'Constituent Relationship Management' system to manage our contact information and to manage bulk email, event management, donations and membership information (at the time of writing, not all of these functions are actively being used). Information about the CiviCRM product can be found on [|www.civicrm.org] User manual: [] (provides good information about what we can use the system to achieve)


 * Who needs access to the database**

Access to the database is provided to members of the Be The Change community who have a role maintaining data information at a regional, state or national database level or have a role that requires them to be able to look up contact details, send emails through the system or use other key features that can only be accessed with a user name and password.

If you are a symposium facilitator or host who just needs to provide details of participants attending an event and the information they filled out on the Ongoing Participation forms then you only need to complete the data import template and send this to your region or state database manager and they will import the information for you (see: Symposium Hosting and Administration )

Click here for Database Managers for each state.

 * Requesting Access To The Database**

New Account Requests:
 * 1) Go to []
 * 2) To create your account, select the 'New Account' tab and enter your details. While you can choose any username, we typically use first name and last name with space between e.g. "John Smith"
 * 3) You will receive an email confirming your new account request - an email will be sent to an administrator to alert your request.
 * 4) Once the request is approved by an administrator (generally within 24 hours), you will receive an email with link to login and set your password.

Logging in with an existing account
 * 1) Go to []
 * 2) Use the 'Log In' tab to enter your user name and password - a log in panel will display on any screen if you need to log in first.
 * 3) Use the 'Lost Password' tab to request a new password
 * 4) Contact info@bethechange.org.au if you need further assistance

Protection of the information provided to us is of critical importance to us as an organisation. All users of the CiviCRM database will be asked to read and confirm acceptance of the BTC Contact Database Confidentiality Agreement
 * CiviCRM Data Base Confidentiality Agreement**


 * Introduction Video**

Website & CiviCRM Introduction Video (Note: this video was taken when access to the database was through the Be The Change website - the access is now via the [] and selecting the CiviCRM link)


 * How To Pages**

Also see: Symposium Hosting and Administration

Importing Data
 * Importing data in CiviCRM

Bulk Email
 * Creating and Sending Bulk Email
 * How To View A Bulk Email On-line As A Website Page

Checking & Removing Duplicates
 * Checking for duplicate records

CiviCRM Database Help Information
Custom fields are maintained by the database administrator to extend the standard set of CiviCRM fields to cater for Be the Change specific data (Groups and Tags are also used along with custom fields to add information about contacts.
 * CiviCRM Custom Fields - Facilitators
 * CiviCRM Custom Fields - Support & Participation Preferences