Engagements
Use engagements to track and manage your constituents' involvement with your association.
Engagement Configuration
Administrators can set up the Account, Event, and Product objects so staff can use engagements to track and manage your constituents' involvement with your association using engagements.
How Do They Work?
To track your constituents' participation and volunteering history with your association, you can create engagement records to track each time they have volunteered, or at least applied to do so. Engagements relate a constituents' account to an event or to a product—like an event session or donation. Staff can enter additional information and track progress on the engagement as constituents move through the application process and fulfill the requirements of the engagement.
Committee Memberships are also a form of volunteering. Engagements are perfect for tracking all the other ways your constituents are volunteering with your association.
We recommend using the standard Owner field to indicate the staff person responsible for reviewing the application and communicating with the constituent.
Types of Engagements
You can create different types of engagements depending on how the constituent is interacting with your association. You can create your own engagement record types, and there are several included with Nimble AMS:
| Record Type | Description |
|---|---|
| Speaker/Presenter | Giving a presentation or speaking at a meeting or event. |
Content Creator/Editor | Writing or editing content such as articles for websites and journals. |
General Volunteer | Engaging in volunteer opportunities that are of a general nature. |
| Moderator | Presiding over or monitoring a meeting such as a conference session or volunteering event. |
Testimony | Providing testimony in an official capacity on behalf of the organization. |
Application Status and Status
Engagements have two status fields: Application Status and Status.
By default, an engagement begins with a Pending Status and Open Application Status. Generally, the Status should remain Pending throughout the application process. Status indicates the progress towards fulfilling the actual obligation outlined in the engagement, such as writing an article or giving a presentation, while Application Status indicates the constituent's progress towards obtaining permission to fulfill that obligation.
Once the application process is complete, the Application Status will either be Rejected or Approved. If it is rejected, the Status can be changed to Canceled. If its approved, the Status can be changed to Active.
When an engagement becomes active, staff can use the Checklist section to track next steps.
Checklist
The Checklist section on the page layout is intended to track items that need to be done to complete the engagement, either by the constituent or staff. By default, two checkbox fields are included: Contract Signed and Waiver Signed. We recommend adding more fields that match your association's needs.
You can use Approvals to automate the movement of an engagement through the various steps of the application process or fulfillment process. Approval History can be viewed on the Related tab on an engagement record.
Event and Session Names
When you relate engagements to an event or registration product, Event/Session displays either the name of the event or the name of the event followed by the related session. This is particularly useful for displaying in Community Hub because it is a single text field that conditionally displays the correct event or session information.
Primary Affiliation
When you create an engagement for a constituent who has a primary affiliation, Primary Affiliation is set to the affiliated account. The value in Primary Affiliation is set by the Engagement - Update Primary Affiliation process which runs when an engagement is created. You can customize the Engagement - Update Primary Affiliation process or replace to fit your needs.
Permissions
To ensure you have control over who can view and update engagements, there are two permission sets you can assign to your staff:
| Permission Set | Description |
|---|---|
Nimble AMS Engagement View All | View All permissions for the Nimble AMS Engagement object, including the tab, all record types, and all fields. |
Nimble AMS Engagement Create & Modify All | Create and Modify All permissions for the Nimble AMS Engagement object, including the tab, all record types, and all fields. |
Track Progress with Path
Each engagement includes a path, which guides staff along each step needed to move that type of engagement through the application process.
Each step includes a section that highlights key fields and a section where you can include step-specific guidance for success, such as tips, links, and company policy information. Each step in the path corresponds with a value in Application Status. You can add, remove, or reorder steps, as well as change key fields and guidance for success to fit your association's needs.
The default Application Status steps and guidance for success are:
| Application Status Step | Guidance for Success |
|---|---|
Open | The constituent is interested in this engagement. Reach out to the constituent to start or continue the application process. |
Submitted | The constituent has submitted the application and it is awaiting review. The owner can change the application status to |
Under Review | The owner is reviewing the application. If additional information is needed from the constituent, change the application status to When review is complete, change the application status to |
Additional Info Requested | The owner is requesting additional information. Once the application is resubmitted by the constituent, the application status reverts to |
Approved | The application was approved by the owner. Contracts, waivers, and other communications can be sent to the constituent to prepare for the engagement. |
Rejected | The application was rejected by the owner. Feedback can be sent to the constituent about the decision. |
View and Manage Engagements
There are several places you can view engagements and—with the proper permissions—create, edit, and delete them:
- From the Engagements tab.
- From a person account, view the Engagements related list.
- From a company account, view the Child Engagements related list.
- From an event, view the Engagements related list.
- From a donation, view the Engagements related list.
- From an issue, view the Engagements related list.
Community Hub
Constituents can view and manage their engagements with your association using Community Hub pages:
On the My Engagements page, constituents can view their current and past engagements with your association.
On the Manage Engagements page, constituents can can view the details of a current engagement, upload related content, and submit it for review.
On the View Engagements page, constituents can can view the details of a past engagement.
Using a Submission Due Date
The default configuration in Community Hub utilizes Submission Due Date to ensure constituents cannot submit an engagement application for review after the date has passed.
If you don't want to enforce a deadline for submitting an engagement for review, leave Submission Due Date blank or update the cards on the Manage Engagement Page.