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Student Success Remote Plan

Resource page for working on student success remotely

What is LibCRM?

 LibCRM is a Customer Relationship Management platform built for libraries but is incredibly useful for higher education professionals as well. This tool offered through LibApps can help you gain a better understanding of your users and their needs. Many of the features of LibCRM with its powerful task management and flexible design can help outreach, development, and liaisons track relationships and demonstrate value.
Why LibCRM?
  • Focus on measuring engagement
  • Manage outreach in one place
  • Identify gaps in outreach efforts

Navigating LibCRM

Notification Settings

To stay on top of new tasks, projects, and profiles assigned to you, you can enable email notifications for your user account. These can be turned on and off for tasks, projects, and profiles individually, giving you control over which types of notifications you'll receive.

To manage your own notifications:

  1. Click on Notification Settings at the top of your Dashboard.
  2. In the dropdown menu, use the toggle switches to turn each type of notification on or off. Changes will take effect immediately.

At a Glance

The At a Glance box provides a bird's eye summary of all the data in your LibCRM system, including the total number of:

  1. People profiles
  2. Organization profiles
  3. Interactions
  4. Projects
  5. Tasks
  6. Notes
  7. Attachments
  8. User accounts

Current list of Assigned Tasks

Below the At a Glance box is the Current list of Assigned Tasks box, where you can view and manage all of your assigned tasks.

  1. Click on the task's name to view it's info, associated projects, and notes.
  2. Click on the Edit icon to edit the task's general information, status, start and end dates, reassign ownership of the task, etc.
  3. Click on the Delete icon to permanently delete the task.

Current list of Assigned Profiles

Below your Current list of Assigned Tasks is the Current list of Assigned Profiles box, where you can view and manage all of your assigned person & organization profiles.

  1. Click on the profile's name to view it.
  2. Click on the Edit icon to edit the profile's general information or reassign ownership of the profile.

Current list of Assigned Projects

Below your Current list of Assigned Profiles is the Current list of Assigned Projects box, where you can view and manage all of your assigned projects.

  1. Click on the project's name to view it's info, tasks, and notes.
  2. Click on the icon to edit the project's general information or reassign ownership of the project.
  3. Click on the Delete icon to permanently delete the project.

Adding a new interaction

What are interactions?

Each profile allows you to log your interactions with that person or organization. Whether it's an email, phone call, or in-person meeting, you can keep track of your entire history with each stakeholder. This not only makes it easy to review your past activity and collaborations with stakeholders, but it can also help you better plan and offer new services. 

Manually add a new interaction

  1. Go to New > New Interaction or to Profiles > Interactions > New Interactions button.

  1. From the Profile field, start entering the name of a person or organization in the Select Profiles search box and click on the name of the person or organization you want to add. Repeat this step to add more people or organizations to this interaction.
    • Note: if you initiated the process for adding a new interaction from a profile's page that profile will be automatically selected.
  2. From the Owner field, select which user(s) interacted with the selected people and/or organizations. For example, if you sent an email to this person, then you'd select yourself as the user involved. The user creating the interaction will be selected by default.
  3. In the Interaction Title field, enter a brief description of this interaction that will serve as its title.
  4. From the Interaction Source dropdown, you can select the means of the interaction (e.g. in-person, phone, email, webinar, conference, etc.). The available types are defined by an admin
    • Note: interactions done via LibChat/LibAnswers and LibCal are automatically recorded.
  5. In the Interaction Types field, you can select the subject matter of the interaction (e.g. consultation, new resources, event planning, etc.). The available types are defined by an admin.
  6. From the Location dropdown, you can select where this interaction occurred. The available locations are defined by an admin.
  7. Enter when the interaction occurred using the Date & Time fields.
  8. Use the Duration field to record how long the interaction took.
  9. Use the Details field to record additional information about the interaction, such as a summary, transcript, etc.
  10. From the Related Project(s) field, start entering the name of the project the interaction should be included in within the Select Projects search box and click on the name of the project. Repeat this step to add the interaction to more than one project.
  11. From the Related Task(s) field, start entering the name of the task the interaction is for within the Select Tasks search box and click on the name of the task. Repeat this step to add the interaction to more than one task.
  12. If you would like to attach files to this interaction, click on the Choose Files button in the Attachments box. This will allow you to select and upload one or more files from your computer.
  13. When finished, click the Save button. The interaction will be added to the profile of each person and/or organization selected in the Profile field.

Adding an email interaction

New email interactions can be automatically added to a profile by including the System Email address in the emails being sent to the profile. If you include the System Email in the BCC, CC, or To field (it can go in any, but it's probably a good idea to keep it as a BCC so that it isn't visible) for emails being sent to a profile, LibCRM will record that email interaction automatically. 

You can find your System Email address from all Person profile and Organization profile pages, in the General Information box.