CRM guidance - how to customise your data

Find out how you can customise your CRM to meet your local needs.

About this resource

The CRM comes with many features as standard, but it is possible for you to customise the CRM to be able to add your own fields to different areas and aspects of the CRM.
For example, you can create new activities, add new fields to existing activities, add or edit contact fields.

This resource is for CRM Administrators and explains more about how to customise the CRM to suit your local needs.

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CRM guidance - requesting a new password

Find out how to regain access to your CiviCRM if you have forgotten your password.

About this resource

To access your CiviCRM you need a username and password. It is important that your password remains secure, and we encourage you to update this regularly to help ensure your data remains secure.

This resource explains how to regain access to your CiviCRM if you have forgotten your password.

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CRM guidance - managing access to your CiviCRM

It is important to regularly check who has access to your CiviCRM. Find out how to add and remove permissions to your CRM.

About this resource

As with any system, it is important that you regularly check and monitor who has access to your CRM and the permissions levels they have to ensure your data stays secure.

When new people join or leave your organisation you will need to add or remove them and the permissions they have as appropriate.

This resource is for users with administrator permissions to explain how to best manage users access to their CiviCRM.

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CRM guidance - creating and managing events

Find out how you can use your CiviCRM to manage events.

About this resource

As well as managing your contacts, the CRM provides an easy way for you to manage events.

This includes everything from creating an online registration form, keeping track of participants and sending email reminders to those who are or have attended your events.

This resource explains how to create an event and manage participants, using the Civi CRM.

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CRM guidance - groups, smart groups and tags

Find out how to use groups, smart groups and tags to manage your data.

About this resource

Groups, smart groups and tags are all different ways of managing your data on the CiviCRM.

You might want to use these functions to help you keep track of things such as:

  • Your volunteers
  • Staff members
  • Key stakeholders
  • Mailing lists

This resource talks through the differences between groups, smart groups and tags, and explains ways to use them to help you use your CRM efficiently.

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CRM guidance - searching and exporting data

Find out more about the different ways that you can search for and export data using the CiviCRM.

About this resource

The CiviCRM is a great way for you to store and manage data. To help you use your data and understand what information is on your CRM, there are a range of different ways that you can search for information, whether this is a contact or an activity.

This resource aims to help you better understand the different ways that you can search for and export data using the CiviCRM.

CRM guidance - managing contacts using relationships

Find out how to make your data as useful as possible, by using the relationships function on the CRM.

About this resource

The CRM allows you to represent connections between contacts by creating relationships. For example:

  • If a mother and son are both in your database, it can be useful to be able to look at either record and see that they are related to each other.
  • If you have a key contact who works at your local council, it would be useful to know that the relationship between the individual and the organisation.

This resource explains how to create relationships on the CRM to help make the data on your CRM as useful as possible.

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CRM guidance - Importing contacts and activities

Find out how to save time by importing contacts or activities in bulk to the CiviCRM.

About this resource

If you have more than one contact or activity to upload to your CRM, you do not need to do this one at a time.

There will often be occasions where you will want to multiple contacts or activities at the same time. For example, if you have a new group of volunteers joining your team, or you are just getting started with your CRM.

This resource talks you through how to prepare your data, and import contacts or activities in bulk, helping to reduce the amount of time you need to spend uploading information to your CRM.

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How to tell a strong story

Powerful stories are key to our work. Find out some of the steps you can follow to write an engaging story.
Typewriter with 'What is your story' written on the page

People’s stories are at the heart of everything we do. We help make change happen by gathering people’s experiences and sharing them with those with the power to improve health and social care.

To draw people into our work, we need to share compelling stories. Follow these steps to help you do that.

Gather the facts

Before you start writing, gather the facts. Think about your story in terms of:

  • Who? – Who is involved? Who is affected? Who will benefit?
  • What? – What is the issue? What change or effect might occur as a result?
  • When? – When will or did the story take place?
  • Where?  – Where did this happen? Where do people live who are affected?
  • Why?  Why is the story important? Why does it matter?
  • How?  –  How did the issue come to be? How are those involved affected?

Identify your audience

Write with your target audience in mind. You might find it useful to develop personas for them, to imagine how they would respond to what you’re writing. Consider things like:

  • Their age
  • Where they live
  • What they care about
  • What frustrates them
  • How they find out information

Develop your angle

Now you have your facts and your audience, you need to find the most compelling elements to focus on. What will your reader care about most? For example, will the story affect them, their friends or family? Are you sharing an emotional story they can relate to? Are you sharing exciting news about something they'll want to get involved with?

Start with a strong introduction

Your introduction is the most important part of your story. Evidence suggests people spend less than 15 seconds deciding if the content they're looking at is relevant to them. You should:

  • Use an enticing headline that tells the reader what the story is about.
  • Open with a short, sharp summary of the story, focusing on the most interesting elements. Imagine you’re talking about this story in the pub with a friend – spot the most interesting thing about it and open with that.
  • Use simple, everyday language people will understand immediately, and that matches the tone you're going for. For example, if you want people to share their story, you'll want to make sure your language is encouraging and friendly.

You want to avoid having somebody read the introduction and think ‘So what?’

Remember the art of persuasion

The Greek philosopher Aristotle recommended using three tools to help persuade an audience

Ethos or authority – add credibility to your story by including a robust source, or the perspective of someone your audience trusts.

Pathos or emotions – use strong quotes to let the stories of local people speak for themselves.

Logos or logic – reinforce your message using facts, figures and a strong conclusion.

Edit, test and edit again

The best stories are simple and focused. Write your story, walk away, and then edit it with fresh eyes and your reader in mind. Test it with other people to make sure it’s interesting enough.

Top tips to keep your audience’s attention

  • Get to the point
  • Avoid jargon and acronyms
  • Keep it punchy – use short words, sentences and paragraphs
  • Break up text with subheadings and bullet points
  • Use strong video, photos or graphics to break up the text
  • When talking about your work, focus on the impact of what you did, not the details
  • Focus on what your audience cares about
  • Include any action the reader can take

Need further help?

Use our tone of voice guide to help you write your story. The guide includes key principles to follow when writing for Healthwatch, standard descriptors about who we are, a style guide, and examples of how to put this into practice.

Find out more

CRM guidance - finding and merging contacts

Make sure your CRM contains good quality data by making sure you don't have duplicate contacts on your CRM.

About this resource

As with any CRM, it is important to prevent creating multiple records of the same contact.

This resource tells you how to make sure you keep your data tidy by telling you how to find and merge duplicate records