Households

Households

Contents

Introduction
Creating Households
Adding Household Contacts
Note about Household Contact Records
Converting a Household Contact Record to an Individual Account
Managing Households
Reporting on Households
Mailing to Households


Introduction to Households

Households are a way of keeping track of the relationships amongst families and those who live together. In NeonCRM, household tracking allows you to:

  1. See the total involvement of a household with your organization in one place
  2. Simplify print mailings by sending only one letter per household
With these tasks in mind, this guide explains how to take advantage of household tracking.

Please keep in mind:

  • A household is NOT a person. Therefore, it cannot donate, register for events, or purchase store products.
  • A household is NOT an account. It does not count towards your total number of NeonCRM accounts.
  • A household's email address is tied to the same person as the physical address: the household primary contact (for tax purposes, each individual needs a separate receipt for donations, so households should not be used for this anyway).
  • You can have household memberships that apply to every account linked to a household. This is called a Household Group Membership.
  • An individual can belong to more than one household. However, an individual cannot be the primary contact (address holder) of more than one household. Primary contacts can be added as a secondary contact in other households.
  • If an individual belongs to more than one household, their transactions will be applied to all households. Keep this in mind when running reports with totals.

There are several ways to create households in Neon:

  1. Clicking the "New Household" button from a Neon account page.
  2. Importing "Household Name" or "Household Salutation".
  3. Adding a Household Group Membership.
  4. Creating an event and choosing the option to track the relationship between the registrant and attendees.

Once a household is created in one of these ways, you can then add family members to that household. This guide walks you through this process of creating households and adding contacts to them.


Creating Households

A household is created from an Individual's account. Once you create a household, you can add additional members to the household. To create a household, go to an Individual's account and select New Household in the Household Contacts section.

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On the next screen, define the Household Name and Household Salutation, which can then be used in reports and in mail merges.

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Once a household has been created, the Household Contacts section of the individual's account page will change:

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Because the household was created on Gabriela's Individual account, she has automatically been added as the first member of this household and is thus the household primary contact (address holder).


Adding Household Contacts

Now that you have created the household, you can add additional household contacts such as spouses and children. To do this, select New Household Contact.

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On the next screen, you are presented with two options for your new household contact: Find an existing account in NEON and Create a new contact.

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Find an existing account in NEON allows you to search for an existing record within NeonCRM to connect to the household. Click the magnifying glass icon to search.

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Select the correct account to add it as a Household Contact; then identify the contact's Role and start date/end date, if applicable. Select Submit.

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The selected account will be linked as part of the household. This link is now visible on both contacts' accounts.

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If there is no existing account to link to, you can Create a new contact for the household.

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The Create Account setting gives you two options for creating a new household contact:

  1. Yes - creates a new individual account and links it to the household.
  2. No - creates an additional household contact without creating an individual account.

About Additional Household Contact Records:

  • Household contact records exists solely within a NeonCRM account and do not count toward your account total.

  • You can only track basic contact information for additional contacts and they cannot register for events, make store purchases, etc.

  • Typically, Additional Contact is used for spouses who do not have their own interactions with your organization or minor children who do not need to have their own "full" account.

  • These additional household contact records exist within the household only, so you cannot search on household contact records in Neon reports.

  • You can view household contact records in the Additional Contact Report I and Additional Contact Report II.

  • If you search for an additional household contact record in the account search field, that should pull up the primary household contact's Neon account.
  • When searching for an individual account, the Contact Name column in the search results will display the name of the account in addition to the name(s) of any of their household contact records.

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Click Submit. On the next page, you can enter some additional information specific to this contact. Click Next to save your changes and add this contact to the household.

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Note that although Tina's name is hyperlinked, clicking it will take you to her Additional Contact information, not a full account. This is because we added her as an Additional Contact, not a new account.

Converting Additional Household Contact Records into Individual Accounts

At any time, you can convert an additional household contact record to an Individual Account in NeonCRM. To do this, click the contact's name in the household list.

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This will bring up the Additional Household Contact record. From here, click Convert to Individual Account to grant the contact a full account so that you can attribute custom data, transactions, volunteer hours, social fundraising, or any other data specifically to that contact.

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The new individual account will include the contact's personal information and address as well as the household address. They will maintain their relationship role and connection to the household.


Managing Households

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View Household

This button takes you to the household detail page. From here, you can see the entire activity of a household as a whole. You can also edit the household and add contacts from here. The Household view page lists any transactions and includes household summary data. You can also make changes to the household from this page.

Information available from the household view page:

  • Basic Information - edit the Household Name, Household Salutation, and Household Address or delete the household.
  • Household Contacts - edit or delete existing household contacts and add new ones.
  • Donations, Membership History, Event Registrations, and Purchase History - itemized and summary data for the entire household.
  • Activities - lists any activities of household contacts.

Edit Household

A household's address is linked to one of the individuals within it. This individual is referred to as the household primary contact (address holder). When you edit the household, you can select who the address links to. If you change that Individual's address from their account page, the household's address will change as well. When running household reports, this is the address that will be pulled into the results.

Delete Household

When you delete a household, NeonCRM removes the connection between the individuals within the household. It does not remove the accounts or any transaction history. It will, however, delete any Additional Contacts within the household.

Viewing All Households

To see a quick list of all households in your system, navigate to: Account tab > All Accounts and select the View Household List button at the top of the list.

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Reporting on Households

Household totals can be accessed from Reports > New Report > Communication and Mailing > Household Report.

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Available Reporting Data Columns

The following household data is available in a household report:

  • Household Name
  • Household Salutation
  • Household Address
  • Primary Contact Email
  • Primary Contact Phone
  • Primary Contact Preferred Name
  • Primary Contact Account Custom Fields

You can also access the following totals for both households and non-householded accounts:

Quantity of the following transactions (Count) for current and last fiscal and calendar years:

  • Donations
  • Memberships
  • Event Registrations
  • Store Purchases
  • All transaction types combined
(Dollar) Amount of the following transactions for current and last fiscal and calendar years:
  • Donations
  • Memberships
  • Event Registrations
  • Store Purchases
  • All transaction types combined

Total Amount; Total Count:

  • Donations
  • Memberships
  • Event Registrations
  • Store Purchases
  • All transaction types combined

Last Amount; Last Count:

  • Donations
  • Memberships
  • Event Registrations

There are also options that allow you to define who you want to be displayed in your report results:

  • Display household records only limits the possible search results to householded records only.
  • Display household records AND accounts that do not belong to households will generate a report of householded accounts, non-householded individuals, and organizations.
    • The Record Type column will show "Household", "Individual Account", or "Organization Account" for each row.
    • For organization accounts, the Household Name/Full Name column will show the organization name.
    • For organization accounts, the Household Name/First Name and Household Salutation/First Name columns will display the first name of the organization's primary contact.
    • For organization accounts, the Household Name/Last Name and Household Salutation/Last Name columns will display the last name of the organization's primary contact.
  • Search all linked household accounts tells Neon to search all household contacts for qualifying records. For example, if you check this box and set criteria for donations within the past year, the report will return records for all households in which any contact has a qualifying donation. If you do not check the box, the report will only look at the primary contact's record for householded accounts.

Mailing to Households

One of the primary purposes of tracking households is to reduce mailing costs by sending a single letter to a household, as opposed to several. We have added a tab to the Household Report to make creating mailing lists easy. To run a Household Report, go to Reports > New Report > Communication And Mailing > Household Report.

You'll see a summary of the default columns and search criteria. Click Edit under either to narrow down the scope or the columns.

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Note: The Household Report does not de-duplicate by address. If you have two individuals in your database with the same address, but they are not linked by household, they would both receive a mailing. Also, if you have two households in the database with the same address, they will both receive a mailing.

Once you select the appropriate options, click Run Report.

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The households will display using the report output display and the Household options that you selected. You can easily generate a mailing to this list by exporting to Excel or CSV, merging directly to Microsoft Word, and/or generating a Mailing in Neon. To learn more about each type of merge, click here.


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