This article covers:
What is sheepApp?
Important sheepApp learning points
Guidance for Introducing sheepApp to your flock
Links to other useful articles relating to sheepApp and supporting your users
What is sheepApp?
sheepApp is a web application providing a range of features and tools for sheepCRM customers to provide to users of their website via simple integration. You can find out more from the article below.
Important sheepApp learning points:
There are some important things to learn and understand about sheepApp. You may decide some of this information is useful to share with your customers, members or users either on your website or in communications.
Note please do not share this article directly it is for sheepCRM customer internal teams only.
sheepCRM & sheepApp
sheepApp is part of the sheepCRM platform; the sheepCRM logo, name and some other information will be visible to users on certain pages so we recommend you are transparent that you use sheepCRM as one of your systems.
Email addresses are used for usernames. sheepApp will create a user account based on the email address. This means:
Registration using an email address you do not currently have in your sheepCRM contacts will create a new contact.
Registration using an email address already on one of your sheepCRM contacts will connect the sheepApp account to it.
Activation
When a user registers they are automatically sent a verification email with a code which needs to be entered before they can set a password and activate the account.
If a user does not receive the email (for reasons outside of your control) then the code is available on their sheepCRM contact (admin area) for you to provide it to them (after confirming their identify with security checks).
Passwords
sheepApp user account passwords are one way encrypted. This means that its completely in control of the user, you have no way to retrieve their password and nor do the sheepCRM team.
Account with sheepApp
The user account (associated with a unique email) is an account with sheepApp.
This account can be used to register and log into to any sheepCRM customers version of sheepApp for user simplicity.
No data is shared between sheepCRM customers. Changing your address in one customers sheepApp will not change it in another.
Changing email addresses
Users cannot change their email address for their sheepApp account. They must contact you to change the email on their sheepCRM contact, then they can register again using that email address.
Consents granted and withdrawn in sheepApp
If you have consents set up in sheepApp, which could be for your marketing opt in or if you are using the sheepCRM member directory feature amongst others, this is in full self-service control of users.
If they grant a consent it will create a privacy record on their contact record in your sheepCRM, and that will update if they withdraw it. You can also record and edit these on their behalf subject to your internal policy - see more here.
Cookies used by sheepApp
sheepApp only uses essential cookies which is why there is no user opt-in presented.
Session Times
A user session lasts for 12hrs by default. This may be overridden (ending sooner) by a users own browser settings, security applications or network settings.
Analytics tracking and cookies is not currently supported - Dec '23 but is being considered and is available for roadmap feature funding.
What creates a sheepApp account
User accounts are created automatically for some things, otherwise users need to register before being able to complete a process;
Register first processes;
Register for an account on a specific customer
To apply for something (like a team) or start a sheepForm for applications
To book a ticket
To enquire or reserve a venue
Automatic account creation
Membership sign up
Making a donation
Note donations also has a guest check out
Changes in sheepApp over time
Your users may encounter changes when using sheepApp;
Updated features or look and feel
You activating new modules or adding new content
Introducing sheepApp to your flock
The following guidance covers all scenarios where sheepApp may be implemented to your front end experience e.g. your website.
For more information on the ways sheepApp can be implemented please see the article below.
Your users do not have any existing user accounts for your website
This is the simplest option as every user will have to create an account for the first time, but it is important they know what the system is.
When your users already have a log in or user account
Your users will need to register for a sheepApp account, therefore its important they understand you have introduced a new system, who it is and that they will need to register for a new account and set a new password. This is because some members may try to log in to sheepApp using their details and then contact you thinking there is a problem with their account.
Please speak to the sheepCRM team about how your sheepApp can support this, the image below is an example of what can be done to support this;
Communications Guidance
You will understand your audience better than us and so you will know what is appropriate to communicate about your introduction of sheepApp, however the sheepCRM team will provide specific recommendations if required (charges may apply).
We recommend you announce the introduction of a new system (sheepApp), with any specific information and instructions across your various communication channels, e.g newsletters, direct email, website notifications to ensure it is received by as many as possible. The objective is the person knows to trust sheepCRM / sheepApp, what they need to do and when.
Website Guidance
This focusses on what you can do to ensure your website visitors and users understand what to do to register on sheepApp.
These are optional suggestions to select if you feel necessary and appropriate.
Featured Announcement - This can communicate what sheepApp is, some instructions and provide direct links for your existing contacts to your sheepApp home page or login page where they can register.
Holding page - This is useful when users have previously logged into an account area pre-sheepApp. You can link people to this page from the current login or account button on your website so they have to read a notice and instructions before pressing a link to the new sheepApp login page.
For these options above it may be worth including a date e.g. from 1st March 2021 users need to re-register with our new system.
When users still need to log into a website for features outside of sheepApp (when a custom user integration with sheepCRM or an OAuth plugin is used)
The guidance above also applies to this scenario, but as the user will need to login using sheepApp credentials - it is essential they are directed to register first.
OAuth Integrations - This will open the sheepCRM / sheepApp login modal - this includes a register link.
See the holding page option in website guidance as this is a recommended option (especially for a period of time after migration).
If you can add other copy to the page opening the login modal this removes the need for a holding page.
Custom Integrations - Login will fail unless a user has registered with sheepApp as they need to use sheepApp user credentials so we recommend some specific wording or instructions which will be viewed by users when attempting to log in.
We recommend you have a direct "account" link to the sheepCRM login modal as well as a login to your website, this is for security so a user cannot access this area on sheepApp without providing password again.