Organization signup form question

[rjm]

I am working with the Philadelphia Folksong Society on the Odyssey of American Music Program where they bring music to the schools. 

As part of this, we need to collect school information to facilitate the program.  Standard contact stuff plus things like how many students, do you have an auditorium, where to load and unload and the like.

I am thinking that the Odyssey program should be a sub organization of the Society to keep them separate, as the mission and contact types are very different (individuals vs schools).  I want to collect all the school specific information in a contact record, but I need to keep those records separate from the other contact types (individuals for the Society).

What is the best way to collect the school information?  I always get confused about what custom field used for should be set to, and how to collect the information. 

I tried setting up the custom field set to organization but when creating the membership signup form, the profile doesn't show up in the drop of profile to include.

Can anyone point me in the right direction?

[Coleman Watts]

I think I followed you most of the way, but am confused about why you want a program within the school to be a contact record.

If you want a membership sign-up for an organization, then you need to enable the "on behalf of" feature. Since it's always a person filling out the membership form (organizations can't sit at a computer and type) you create a separate profile for the org and then allow the person to fill that out in addition to their individual details.

You might also want to take a look at drupal webform civicrm integration. It's generally the best way to collect complex information about multiple contacts, and if you're using Drupal 7 it also works to collect membership and contribution info.

[rjm]

The Odyssey program needs to sign up contacts who would like to program to send a performer to the school.  An individual will sign up the school for the program so I guess I am thinking that there may be more than one contact for each school.  In reality, there is probably only one contact.

So are you saying that although the Odyssey program should be an organization, it should be made up of contacts/individuals?  If I follow this logic, then I would use a profile with a "use for" as individual?

[petednz]

I concur with Coleman (do i ever not)

The School is an Organisation

Fields pertaining to the School, eg roll number, auditorium, pertain to the school. And in theory there is only one value for each school.

The teacher or whoever that signs up for your program is an Individual who you could probably track as an 'employee' of the school, even if they are not.

You talk about signing up as 'members' but are they 'members' in the sense of a membership fee with a membership cycle (start and end date) or are they just 'registering'?

If the former, then yes using (requiring) On Behalf Of (OBO) on the Contribution page that collects the memberships, you will get to select the 'organisation' profile that will collect the data about the school - and you should be able to add your School 'custom fields' (for Roll etc) in to that profile

You can see this in action on the Demo site
here is the set up page that 'allows individuals to 'join' OBO an organisation' - you can set it to REQUIRED
http://demo.fuzion.co.nz/civicrm/admin/contribute/settings?reset=1&action=update&id=2

You will see there is the Organisation Profile called 'OBO Organisation'

which you can edit here
http://demo.fuzion.co.nz/civicrm/admin/uf/group/field?reset=1&action=browse&gid=9

I added a Custom Group of fields for Schools Data - you can add more fields, i just added 'roll' and added it to the profile so you can reverse engineer.

So you can see that field on the Join form now here (all custom data is cleared each 24 hours, if it is gone, then sorry but you missed it)

http://demo.fuzion.co.nz/civicrm/contribute/transact?reset=1&id=2


I agree with Coleman, Webform with civi is the other way to go offering much greater flexibility.

if you are doing 'paid memberships' and need to manage renewals, then read this thread... http://forum.civicrm.org/index.php/topic,33926.0/topicseen.html


and if that was helpful, pm me some links to some music to pass on to my folk-festival-fanatic-family ;-)
Beyond that,

[petednz]

doh! I set it up on our demo site, not the civicrm.org one - my bad - not touting for business - but at least it will still be there in 36 hours :-p

but it means (hopefully) that you can't just login and edit things, but copy the path and paste on to drupal.demo.civicrm.org and you can make up your own fields

[Coleman Watts]

Pete's business is worth touting

[petednz]

toot toot !
oh sorry
tout tout !