Candidates are stored in the CRM as an Organization contact type as “Candidate Campaign”. This enables us to do the following:
- Display candidates via directory on front-end of national and state website
- Segment candidates
- Email to those segments
- Track key campaign relationships
- Track specific data relating to candidate campaigns including an overview and results section
This contact type field can be found throughout search screens, for instance in Advanced Search, you’ll see this field here:
Candidate Campaign Dashboard
Ensure you fill this out as best as possible. And return to the campaign post-election to fill out the Campaign Results section. But how do you get candidates into the database?
Adding Candidate Campaigns / Elected Officials
You can find the link in your WordPress dashboard under the dashlet ‘New Candidate’. This will direct you a to a form.
When you add a candidate, they will show up on a public directory (see the public directory section below on how to display on your site) when they satisfy this criteria, using 2019 as our example.
Year = 2019
Campaign Status = Declared
This form does the following:
- Creates candidate campaign record
- Creates or updates individual record.
- Creates campaign for and candidate of relationship between the two.
- Adds an inquiry activity with candidate = yes.
- Adds candidate inquiry under ‘Volunteer’.
- Routes to appropriate state
After this is submitted, you can continue to the candidate record and fill out campaign relationships.
- Add campaign roles as relationships as they become available: same as above > select roles. e.g. ‘Campaign Manager’, ‘Treasurer’, ‘Communications Director’, ‘Volunteer Coordinator’ and so on.
An example is below, and these should be revisited and updated as necessary as you likely will not have all the information all at once for any campaign.
A directory can be created on your site for your current year’s candidates and a separate directory for your state’s elected officials. Examples below.
You can see that &state_province-Primary=1014 is simply appended to query for the Iowa directories and the base URL is changed to your site.
It is best practice to setup a clean URL redirects e.g. /2018-candidates and /elected-officials
For help getting this setup on your site and adding redirects, please contact us.
Please note in the future we would like to enhance how data is publicly presented on the front -end but for now, this should be a time saving step for affiliates and also help in the recruitment and management of all of the campaigns occurring in your state.
Reporting Election Results
Search for your candidates. For instance in 2018, you would search the group ‘2018 Declared Candidates’. You can do this in ‘Simple Search’.
Once you are on the contact summary screen, you should find the areas labeled ‘Campaign Results’ and ‘Opposition Results’.
There is a question mark helper on several fields if you need further explanation. It is also a good time to review the ‘Campaign Overview’ section to fill in missing data.
Searching for candidates
You can find them in a variety of ways. A key point to remember is that they are in the CRM as candidate campaign contact types and that their name is the campaign. This means you should always search the year and the candidate together.
If you see a candidate campaign name more than once, it is most likely they have run multiple times. Do not make the mistake of editing the wrong year!
Their name will be searched in this format ‘Andy Burns’. This is different than how individuals are searched, e.g. ‘Burns, Andy’. This is because the former is an organization sub-contact type.
You can search by year in advanced search by going to custom fields > campaign overview. You can also pull up a list of candidates by searching the pre-made group we have. Typically, we create a full list of prospects for a year and then a declared candidates group.