The unprecedented 2020 showed many charities, churches and community groups the importance of having a centralised community management system where you can store contact information of your customers, donors and members. Many organisations realised that having a reliable and flexible CRM system is much better than trying to manage contacts using Excel spreadsheets or Word documents.
A centralised database provides not only easy access to information or better communication, but also improved security and protection of data. Similarly, using a file hosting service that is connected to your CRM can be far superior to storing documents on Google Drive, Dropbox or iCloud where they can be easily misplaced or where it might be more difficult to keep them private.
If you are looking for the perfect solution for uploading, storing and sharing files or documents and managing digital and physical resources that can be rented out to your members or clients, you have come to the right place!
In today’s post we walk you through the infoodle Docs package and explain how it can help you effectively manage your resources while saving you time and keeping your data secure.
Part 1. Managing Your Documents
- Upload and store unlimited files
Within your Library, you can create unlimited folders and sub-folders to store different types of files: docx, pdf, xlsx, jpg, png, or mp3 (as long as the files do not exceed the limit of 50 MB each). These can include guidelines for your staff or members, meeting minutes, marketing materials (flyers and promos), brand elements (logos and images), audio training or music sheets – opportunities are endless.
- Attach files to an individual’s profile page
This applies to case notes and files, HR documents, pastoral care notes, Grant application forms, all types of supporting documentation, and so much more. You can keep all relevant documentation attached to your contacts and never have to dig through various folders on your computer trying to find the correct file.
When working with individuals, families, households and even organisations, files can be applicable to the whole household, so having a receptacle to store these shared documents and have easy access saves time and duplication. These are possible with infoodle! You can create folders for individual files, as well as for households or organisations.
- Enable permission-based access to protect your data
Privacy is extremely important, and if you need to ensure that only the people who have permission to view documents and files are able to access them and / edit them, you can easily do this by granting, restricting or revoking permission to access.
- Consult infoodle Help System
infoodle Help Docs offer a comprehensive illustrated walk through on adding files and creating folders, as well as editing or deleting them. Click here to read about managing your files
Files can be uploaded via a form submission, which is particularly helpful if you need to upload supporting documentation with applications. Here is a blog post that covered the topic.
Part 2. Managing Your Assets
- Create libraries for digital and / or physical items
If you have a lending library as part of your organisation services, then the infoodle library kiosk can be used to Check out books, DVDs, toys, equipment, tools and other resources. Checked out against an individual on your database, it is easy to keep track of all your resources. When items are returned, they are simply scanned back in and available for the next person to borrow.
- Add notes to your resources
We have extended the functionality of your asset library so that you can add notes or comments to your available items. This is where users can let others know whether they found certain resources (such as books, guides or video series) particularly useful, or if a certain piece of equipment works well.
- Allow staff, members and clients to reserve items
If an item is out on loan, it can be reserved by multiple members. It is then up to you or your administrator to allocate the item to the person that reserved it when the item is returned or back in stock.
- Set up email notifications
As a library administrator, you can set up email notifications that you will receive when a request to borrow an item is submitted. This makes it easier than exchanging text messages or emails on whether the item is available. With just one click, you can allocate the item to the person, which gives them permission to access / borrow it.
- Create an extra folder for general documentation
In addition, you can have a folder with receipts, invoices, warranty documents and such in case any piece of equipment needs to be replaced or repaired. It is much better than trying to locate printed documents, especially if you had change of staff or volunteers.
- Maximise the use of your Library with infoodle Help system
Check out our Help Documentation dedicated to creating and managing your library. This section explains how to organise catalogues and collections within your library for better navigation, how to set up a library kiosk for easy check out, and even how to link a library item to an event.
Today is all about streamlined efficiency, so it is important to be able to access all your data and information in one place. We hope that the infoodle Docs package would become a valuable asset for your organisation.
Contact us today If you would like to learn about adding Docs to your existing subscription!