User Guide

Logging In

Access to your HS instance is done using your favorite browser, and navigating to:

https://yourdomain.com/admin

This entry point is usually protected by two-factor authentication.

Server Access

Your browser may prompt you with a pop-up box asking for server credentials (username and password).

This is the first level of security to your database. Normally, the same credentials are used here by all of the HS users in your organization. Check with your HS administrator to gain this information. If you are on a trusted computer, have the browser save this information for you so you won't have to enter it again in the future.

Your Personal HS Login

Next you'll see the main HS login screen, which should look something like this:

Enter your personal credentials here to login to HS. If you don't have a personal login, see your HS administrator.

Note: for future quick access to HS, bookmark your home screen in your browser after logging in, not the login screen. This will save you time if you're already logged in.

If your credentials are rejected, you'll see a Forgot Password link to reset your password if necessary, based on your valid email address.

HS Overview

Your HS System is comprised of database tables, software tools, and reports and graphs for analytics. Access your data by navigating to your desired place of interest or work function, using the menu system and/or the navigation bar.

Navigating HS

Use the navigation bar to jump quickly to a commonly used screen:

If you're not sure about the meaning of any icon, move your cursor over it and a description will be displayed.

Or, navigate your menus by clicking on the desired option.

Tables: Accessing Your Data Directly

All of your information in HS is stored in database tables on your production web server. For example, the Contacts table is the heart of your database and contains a record for every person or organization that you have a business relationship with, whether they are customers or donors, active followers, cultivation targets, or marketing leads.

Other examples of tables in HS include Donations/Payments, Source Codes, Contact Tags, Products, and Subscriptions.

Your data is accessed directly through two types of screens: Summary Screens and Detail Screens, both of which are designed to have the same, easy-to-use, intuitive user experience.

Summary Screens

When navigating to an HS table without specifying a specific record, a Summary Screen will be displayed.

This screen is designed to help you find the record or records you are looking for, and is not a report, although it may appear like one.

It has a set of common functions available to you to help you in your search.

Filters

These pulldown menus will limit the Summary Screen to display only those records which have the value of the filter selected. If multiple filters are used, the records must match all of the filter values chosen. Use the reset button to clear all filters when desired.

Search Box

This is a search-as-you-type box, that will search the table you are viewing by any number of fields. As matches are found, they will be displayed automatically, allowing you to use your down-arrow key or mouse to select the record you're looking for.

The first matching record found is always highlighted by default.

Note: Don't hit the return key until the record you are looking for is highlighted. If no list is shown, that means no records have been found that match your search input.

Note: For very large tables, there might be a slight delay before matching records are displayed, but you shouldn't have to wait more than a second or two in any case.

Paging

Use the Page control buttons to navigate to specific pages of your Summary.

Note: The number of records displayed on each page may be changed in your Personal Settings.

Sorting

You may click on any column heading to sort the records shown by that column, by ascending value. Clicking a second time will sort by descending value. Clicking a third time will remove the sort and revert to the default sorting for that table. Use the reset button to reset all filters and sorting to their default values.

Exporting

If you have proper access privileges, the export button allows you to download the entire Summary of all records to a csv file on your computer. Filters and sorting apply, and only the columns shown on your screen will be included in the export.

Detail Screens

Once you've selected a specific record, either by clicking through on the first column value of your Summary Screen, or by using the Search Box, you will bring up the Detail Screen for that record in the table.

The Detail Screen allows you to view and/or edit a specific record in the table.

You must submit your changes before they are stored in the database, either by hitting a return on any text field, or by clicking the Save Changes button.

Note: The Search Box remains active at the top of your Detail Screen, so you don't need to go back to the Summary Screen to find a different record by that method.

Field Help Text

If you see a blue question mark next to a field label, there is help text available. View it by hovering over or clicking on the blue question mark.

Refresh Data

If you need to refresh your Detail Screen for any reason, simply click on the record heading link.

Note: Clicking here will abandon any changes made that have not already been saved.

The Actions Menu

For most tables, an actions pulldown menu is available to the right of the record header, allowing you to perform functions specific to that table on that record.

Multi-valued Fields

Data fields that may have multiple values are shown on the right-hand portion of the Detail Screen, if there are any. In this section you can add new values, or delete existing ones for that record.

Changing these values is done by deleting the value, and then adding the correct value afterward.

To delete a value, check the delete box to the right and click Save Changes.

Formatted Text Fields

Certain tables in HS allow for HTML-formatted text. These fields are displayed in What-you-see-is-what-you-get (WYSIWYG) fashion, and contain a formatting toolbar displayed above the text.

These fields may contain formatted text, images, and hyperlinks within them. Enter your copy, select it, and format it using the toolbar icons desired.

Note: This tool is a rudimentary one to allow simple HTML formatting to be shown in emails and web pages. For more complex formatted copy, we suggest using an HTML editor and pasting the HTML directly into the field using the 'Show Source' tool (the last icon in the toolbar).

To include a hyperlink, select the link text or image and click the Insert Hyperlink icon. Enter the URL and hit submit.

To include an image, the image itself must first be uploaded to your server (or anywhere else on the internet) so there is a unique URL for the image. The image should be sized properly for web or email display.

Note: If you're not sure where to upload your image, once choice is to use your own personal Contact Detail record, and upload the image there using the actions pulldown menu. Once uploaded, you can obtain the image URL from the multivalued list of Links, Files, and Documents section on the right-hand side of the screen.

Once you have a unique URL for your image, place the cursor where you want the image to appear and click the Insert Image icon.

The Source Codes Table

Sources are used for identifying both Contacts and Payments/Donations with their origin. It's important to set this table up with all possible sales and marketing campaigns or funnels that you want visibility on their performance.

The Payments/Donations Table

Payments (for-profit) or Donations (nonprofits) hold every individual monetary transaction for each customer or donor, regardless of payment method (credit card, PayPal, cash, check, etc).

Each transaction may be associated with a Subscription or Order, and has it's own Source Code.

The Subscriptions Table

These are recurring payment subscriptions for each customer or donor. They usually linked to your payment gateways, and contain the status, amount, and frequency of each subscription.

Reports

Reports are found on the reports menu and its submenus.

HS comes with a set of standard reports. Custom reports for your organization are also found here.

Although each report is different, they follow the same basic format.

Report filters

Most reports have a set of filters to control the output of the report. Enter the proper values before submitting your report.

By default, reports are displayed on the screen. However you always have the option to download the report as a csv file by checking the 'Download Report' checkbox before submitting. This is particularly useful when more advanced analysis is needed, for example making pivot tables with Excel.

There is also an option to display the report without the standard HS headings and footing, to make it suitable for printing. Use the 'Printable Format' checkbox for this option.

Once your report is displayed, you may re-sort the output by any column value by clicking the column heading field. Clicking a second time will reverse the order, and clicking a third time will revert to the default sort for the report.

Note: If you have a report that you run often with the same parameters, you may bookmark the report output URL to quickly re-run that report in the future. If there are date values that include today's date, the date will remain fixed as part of the URL so you may need to change it to a date far in the future to avoid missing new report data when you use your bookmark.

If you would like to see a report of information that is not available, ask your HS administrator or contact HS directly to see about creating new, custom reports for a minimal consulting fee.

Graphs

HS comes with a set of standard graphs to help you analyze trends in your business. Navigate to the Graphs menu to see those graphs that are available to you. Custom graphs for your organization are also found here.

If you would like to see a graph of information that is not available, ask your HS administrator or contact HS directly to see about creating new, custom graphs for a minimal consulting fee.